Team # 273 -- C&IS Process Improvement through Technology, Part II
Computer and Information Systems

February 1998

Objective

To simplify and streamline financial business processes using information technology.

Team Membership

  • Jeff Kuhns, Sponsor
  • Karen Schultz, Sponsor
  • Steve Updegrove, Sponsor
  • Robin Anderson, Leader

Results Achieved to Date

  • Re-designed process by moving data entry from accounting to the source at Inventory section
  • Simplify and streamlined financial business processes using information technology
  • Recommended revising the process to incorporate new financial tools
  • Examining the possibility of integrating imaging technology
  • Investigating the adequacy of current electronic invoices
  • Advocated having all vendors supply the Office of Telecommunications (OTC) with electronic invoices
  • Recommendations will significantly reduce paper flow and filing efforts will be drastically reduced
  • Recommendations will decrease the time to turnaround invoices
  • Recommendations will improve customer service
  • Advocates the need to replace reports generated formerly in Rbase with Access to generate reports in order to increase the ability to manage OTC by using up-to-the-minute financial data
  • The new system will provide managers with readily available information in pre-formatted reports while increasing flexibility in reporting
  • The team has learned how to use Access software so reports can be generated with data warehouse data
  • The time to process FIT reports with monthly constraints will be reduced from 7.8 hours to 1 hours allowing a faster, more streamlined report available for electronic access
  • The two AT&T billing edge reporting times will be reduced from 3 days per month to 1 day per month and 3 hours per month to 30 minutes per month, respectively
    1 of 2 AT&T billings - 2 days saved
  • The two AT&T billing edge reporting times will be reduced from 3 days per month to 1 day per month and 3 hours per month to 30 minutes per month, respectively
    2 of 2 AT&T billings - 2.5 hours saved
  • All of the reduced cycle times have yielded a labor avoidance of over $4,858 per year.
  • June 2000: Recommendations:
    --Revise process to incorporate new financial tools.
    --Examine possibility of integrating imaging technology.
    --Advocate having all vendors supply OTC with electronic rather than paper invoices
    --Investigate adequacy of current electronic invoices.
    --Review how to use ICAG, ISTR, and other mainframe financial functions. (competed)
    --Review how to use FIT and create reports . (completed)
    --Create job aids/checklists:
    how to use purchasing system functions (completed)
    when to use mainframe functions. (completed)
    --Learn how to use Access software so reports can be generated with data warehouse data. (completed)
    --Use Access report templates or modify as needed.

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