using it technology trends ppt - gfoa-pa it technology... · why go paperless? save time ......

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Going Green & Saving GreenOperating a Paperless Organization

Government Finance Officers Association of Pennsylvania

Sunday, April 27th, 2014

Join the conversation:

#paperless

@AccuFund

WELCOME

Presented by:Elisa M. Kearney

President, EMK, Inc.

Value Added Reseller for AccuFund

Over 20 years consulting with nonprofit and governmental organizations

Why Go Paperless?

Save time

Save money

Reduce errorsReduce errors

Better document security

Help save the environment

Source: Price Waterhouse Coopers

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The Staggering Reality of Paper

Companies spend $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document

Professionals spend 5‐15% of their time reading information, but up to 50% looking for it

As many as 10% of paper documents are entered incorrectly into the organization's record keeping system

Paper consumption has tripled since 1960 and Americans generate 85 million tons of paper into the waste stream

EPA estimates that more than 400 million ink and 100 million toner cartridges end up in landfills each year

The average U.S. office worker prints 10,000 pages per year

Source: Price Waterhouse Coopers

Assigning Dollar Value to Paper

Case Study – Focus, Inc. ‐ Alaska Monthly reporting ‐ 2 staff working 8 hrs

each over 4 business days Monthly invoicing for programs and services

2000 documents / month Month end management reports – 10 reports Month end management reports 0 reports

distributed to 20 program/grant managers

$40 per hour for each staff person including benefits 64 hours to print, collate, stuff and deliver reports That’s close to $2,600 each month Upon implementing just 1 paperless feature –

emailing reports – they cut processing time to 2 hours per month (Saved over $2000 per month)

BOTTOM LINE.

Addressing time and money lost on paper is well worth your time.

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Tools for creating a paperless organization• Document Scanner

• Scan receipts, contracts and other documents• Sheet feeder not just flat bed• Allows black/white scans

• Paperless Forms• Fillable PDF forms – The easiest, quickest and least expensive tool to get started

• Personnel action forms Requisitions Contracts Time sheets• Personnel action forms, Requisitions, Contracts, Time sheets• Fill forms online, route for approval• eSignature capable, no need to print• Email completed forms

•DocuSign or Adobe EchoSign– More complex routing and approval of documents, storage, tracking and retrieval

• Online ‘Collaborative’ Cloud Services•DropBox, SkyDrive, EverNote, OneNote

• Robust Financial System• AccuFund (features used as examples )

TOOLS FOR CREATING A PAPERLESS ORGANIZATION

• Did you Know…• IRS Revenue Procedure 97‐22 allows for retention of only digital documents

• Must be secure and readily producible

• Talk to your auditor

• eSignatures are valid and enforceable in the US• Compliant with eSign Act of 2000

ASSESS THE AREAS WITHIN YOUR ORGANIZATION THAT COULD REDUCE PAPER.

Common areas of Concentration :

1. Papers coming into your organization2. Papers going out of your organization3. Papers being shuffled within your

organization

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Common areas of Concentration:


organization

Papers Coming Into Your Organization

Documents – Vendor Invoices, Contracts, etc

eDocument (PDF) Don’t print

Save to cloud filing system

Example Example

Physical Document

Scan and file eDoc

Save PDF to Cloud Filing

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Scan Documents

Papers Coming Into Your Organization

Payments

Fees for services

Donations

Grants

Paperless solution:

EFT cash receipts Get paid faster

Example

I t t d li d Integrated online donor system

Automate Cash Receipts

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organization

Papers Going Out of Your Organization

Reports / Documents

Invoices

Purchasing socuments

Financial reports

Paperless solution:

Bulk eMailing of documents to recipients

Example Mass Form eMail

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Contracts & Agreements

Paperless approval processing

Fillable PDF

Adobe EchoSign

DocuSign

Contracts & Agreements


Payments

Vendor bills

Employee wages

Paperless solution:

NACHA compliant Vendor & employee EFT payments

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EFT Payments




organization

Papers Shuffling Within Your Organization

Employee requests

Address, phone, benefit changes

Employee time sheets

Paperless solution:

Fillable PDF forms eSign and email for approval

Online employee portal Online employee portal Example

Push data entry out to the source

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Employee Portal


Requisitions

Purchase requisitions

Payment request

Paperless solution:

Fillable PDF forms eSign and email for approval

Online integrated Online integrated Requisition system allows for user defined routing and approvals


Internal Reports

Periodic‐Weekly, monthly etc

Financial, grant t t

Paperless Solution:

eMail report distribution

Ability to setup as many distributions as necessary

management reports

Transaction detail, Revenue and expense by fund, program, project etc

Produce on‐demand – or schedule to automatically run on a predetermined schedule

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Internal Report Distribution


Manager self service

On‐demand manager access

Reports

Paperless solution:

Limited access user login

Inquiry, reporting, requisitions, budget

t Inquiry entry

Ensure proper security access

Financial Report Drill‐Down

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A PAPERLESS CULTURE / PHILOSOPHY AFFECTS EVERYONE

• Management• Improved efficiency• Paperless access to financial reports – accessed anytime, from anywhere; email reports to managers

• Online requisitions – information entered once, routed for approval ‐makes appropriate person/department accountable

• Employees• Empowered via online processing to manage their time sheets, expenses and changes to their employee system

• Community• Savings of time, money and resources within your organization translate to more time, money and energy servicing your mission – Good Will

DEVELOPING A PAPERLESS CULTURE / PHILOSOPHY

The elements we’ve detailed – papers coming into, passing within, and going out of your organization –will continue to exist, you just need to streamline systems/procedures/technology in place at your organization.

TIPS TO HELP YOU MOVE TOWARD A PAPERLESS ORGANIZATION

• Organization mindset• Lead by example ‐ policies for printing, copying, reducing• Sustainability committee

• Start small• Implement one or two paperless processes at a time• Start with one or two departments – Finance or HR is typically a good starting

place

• Start internally• You have more control over your organization – less on vendors and customers

or other outside parties

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Going Green & Saving GreenOperating a Paperless Nonprofit

Questions & Answers

Going Green & Saving GreenOperating a Paperless Nonprofit

THANK YOU.