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Automated
Office & Project Expenditure |
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Today, with the help of computers and Internet technologies,
web-based accounting and records management applications
are utilized as powerful utilities that improve the
manageability and efficiency of the day-to-day operations
of an organization. In particular, these systems can
greatly improve an organizations ability to manage and
analyze their employee's time and expenditures.
Infoshare2000 Automated Office Expenditure
and Electronic Time Keeping initiative is built
on the principle of full utilization of source data
input - shared electronic documents, data, and information
throughout the department or organization to streamline
the processes all within a standard interface.
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Automated Office Expenditure
Office personnel will no longer manually complete their
expenditure statements and calculate the total amount.
Instead, the employees will log into their personal
accounts to access the Automated Office Expenditure
module, and enter the appropriate information in all
required fields; the module will automatically calculate
and generate the reports for the whole expenditure process.
It is not only a time-efficient and cost-effective way
to deal with numerous forms, but also assures the calculation
accuracy and avoids input redundancy.
The benefits of an Automated Office Expenditure system
are:
- Elimination of Paper-Based Support Functions: From
a management and fiscal standpoint, the implementation
of an Automated Office Expenditure system will eliminate
numerous support functions required by the existing
paper based process. With the ability to electronically
capture, store, and retrieve the required documents,
the supporting infrastructure, which includes paper,
file, and copied documents, no longer needs to be maintained.
- Intra-State Accessibility: Multiple users will be
able to access documents which will streamline processing;
reduce the need for re-keying; improve accuracy; and
provide real time processing and access to document
status. Users of the system will be able to research
discrepancies, history, or status related to payment,
travel expense, or receipts.
- Accuracy of Documents: Current problems such as unmatched
disbursements, duplicate payments, and payment delays
can be alleviated using the Automated Office Expenditure
system.
- Secure and Auditable Transactions: Access to appropriate
functions and documents will be controlled through a
user registration process. In addition, Public Key Infrastructure
(PKI) certificates will be used to verify user identification
and to digitally sign documents when required.
Electronic Time Keeping
Integrated with Infoshare2000 Case & Document Management
System, the office administration will have the ability
to electronically generate the department's or
the organization's daily time distribution reports
by the end of each month. The system will include an
integrated tickler feature that will generate an automatic
reminder, which asks the employees to submit their reports
on time, at a user-specified time. In addition, it calculates
the total project hours electronically, which saves
the effort and the time for error checking. Most significantly,
it generates reports by each project, each employee,
and each time frame. The enhanced system will reduce
the amount of time and labor required by the Human Resource
administration to manage and generate the reports.
With the Electronic Time Keeping System, input data
is stored on the centralized server that allows the
users to:
- Easily generate reports which fit the user-specified
criteria, such as by project, employee, or by a specified
time frame.
- Assure the accuracy of hour calculation for each
project, personal leave, or overtime activity.
- Automatically generates a reminder via a tickler
function.
- Eliminates the need to generate paper-based forms.
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