is the Finance Center’s imaging and document processing
system. Paper documents (purchase orders, obligations,
modifications, receiving reports, invoices, correspondence,
etc.) are electronically loaded or scanned directly
into the system upon receipt. Incoming faxes received
through the Fax Central number (757) 523-6900 are electronically
loaded into the WINS system - so no paper needs to be
generated. Relevant data elements are then associated
with the document image in WINS. Electronically received
files are entered into the system and images rendered
automatically. The image can then be "marked up"
using tools that do not alter the original document.
We use this technology to store all paper documents,
many of which go back to the 1700’s and 1800’s.
There are several advantages to imaging documents:
amounts of documents can be stored more efficiently
eliminating physical storage devices such as file
cabinets and boxes.
A document can be retrieved by multiple users simultaneously.
the documents pass verification they are then routed,
or workflowed, to the appropriate accounting operations
team at FINCEN for processing. "Workflowing"
basically means automating the path that a document
must take based on the business rules which determine
where it goes next. Workflowing documents can provide
such advantages as:
a record of the processing path of the document.
Instantaneously reporting how many documents are in
Producing productivity reports.
Producing nearly any report with respect to volume
or any data on the document.
The system is designed to process on a First In-First
Out queuing basis. When a user logs onto the system
in their responsible queue, the oldest pending documents
are automatically retrieved. The user may then take
action on the document, return it to the vendor/unit
if necessary, release it for payment, put it on hold
for specific action, etc. before they are allowed to
retrieve the next document in the queue.
of the electronic processing advances made at FINCEN
by implementing WINS, paper documents will no longer
be passed from section to section in the FINCEN for
replaced VEM (DAFIS Voucher Examination Module) for
Document Type 23 purchase orders and has been expanded
to process numerous other document types. Voucher examination
edits have been built into the system as well as the
ability to generate transactions to the core accounting
enables us to process purchase order payments accurately
and quickly. This not only benefits us at the FINCEN
but creates satisfied customers as payments are made
in a timely manner.
the request of the Deputy, Chief Financial Officer,
DOT, the Finance Center has embarked on a project to
scan and index all commercial invoices for all DOT agencies
into our WINS database and make them available to DELPHI
in Oklahoma City. This is projected to be over 1 million
images per year.