SUBJECT:

Disbursements' Target Image and Information Management System

The Disbursements Division of Business and Financial Services
recently completed the implementation of a document management
system called "Target Image and Information Management System"
(TARGET). TARGET was implemented to increase productivity by
reducing document retrieval time, eliminating manual routing of
invoices internally, facilitating the sorting and filing of
documents, and providing both immediate document retention as
well as off site backup document storage.

Presently, TARGET is being utilized to scan original paper
invoices from University vendors referencing campus low value,
high value and blanket purchase order numbers received in the
Disbursements Division. The invoices are scanned as they are
received creating an electronic image of the document. Once
scanned, the invoice image is processed for payment against the
purchase order information on IFIS. Invoices will be paid
according to the terms stated on each invoice, (i.e., an
invoice dated January 1 with terms of Net 30 will be processed
for payment so that a check is generated by January 27).

The implementation of TARGET will be transparent to all
departments with the exception of the file dated invoice copies
previously received under the Special Method (reference PPM
350- 2, Disbursing Procedures). Effective immediately,
departments instead will receive the original invoice from our
Division stamped "SCANNED, retain for your records". This
original invoice will take the place of the file dated copy
previously received by departments. In order for us to respond
to inquiries regarding a scanned document, please make
reference to the purchase order and invoice number(s). All
other procedures pertaining to these invoices remain the same.

There are no changes to the processing of invoices under the
Departmental Approval Method.

The implementation of TARGET will allow for us to enhance our
present level of service to our customers as well as provide
future opportunities to increase efficiency in the management
of our documents.

Faye E. McCullough Manager