University of Maryland: Streamlining Accounts Payable Across Multiple Locations

The University of Maryland is one of the nation’s preeminent public institutions. Their emphasis on supporting pioneering research, creating an innovative learning environment and attracting top-quality faculty has driven dramatic growth and increasingly complex operational processes. UMD’s Accounts Payable (AP) department strove to stay ahead of this growth curve by implementing Optix to manage their burgeoning volume of documents.

Optix: Opportunity

AP staff found indexing and retrieving documents via a paper-based system “limited, time consuming, and awkward”
Need to meet five-year document retention parameters
Complex copying, filing and routing requirements, involving AP office, multiple UMD campuses, originating department, and State officials, who handle payment processing
Integration with existing, Web-based accounting system imperative

Optix: Optimized

Direct access to all scanned invoices via Web browser from authorized users' desktops
Elimination of all manual copying, filing, and mailing of documents – driving significant time and cost savings
Tight integration with Web-based accounting system – resulting in one-click document access
Efficient distribution and retrieval of documents across four disparate campus locations
Improved customer service and decreased research time required for issue resolution