e-Signatures (DocuSign)
The University is implementing a new tool to sign documents electronically called DocuSign on Friday 10/12/18. DocuSign will:
- give departments a chance to review and improve current business practices
- improve process times; and
- reduce paper
DocuSign will enable the campus to use existing forms, route them via email for electronic signatures and submit them to the appropriate person or department. While the project go-live date is scheduled for October 12, 2018, each form will have it’s own release date and rollout plan as determined by the Form Creators.
How does it Work?
Form Creators - Designated staff in Administrative Systems Management (ASM), Student Information Systems (SIS), University Corporation (UCORP) and Academic Affairs (AA) are tasked with the responsibility for:
- Managing the priority list of forms to be implemented for their areas
- Embedding the new forms on appropriate department websites for access by Senders
- Training on the use of the forms
- Testing new Forms with staff
- Creating Form templates
- Approve requests to Information Systems for elevated access
Senders - All campus staff can access forms and are responsible for:
- Using the Forms as intended
- Tracking the status of Forms that were sent
- Managing Forms that were sent
- Sending the Form on its way
- Entering the names of people in their approval process on the Form
Signers - Any campus staff and external people included as a Signer can sign forms. Signers are responsible for:
- Creating a CSUMB account (initiated the first time a request is received)
- Selecting a signature design
- Opening email from DocuSign and selecting the assigned signature block
- Selecting the Submit button to forward the Form to the next person
What forms will use DocuSign?
Candidates for DocuSign were evaluated by the respective groups and ranked to identify what forms would be developed and implemented first. Each group has its own plan for rolling out each of the new forms. Contact the appropriate Form Creator below to learn about the process and to request a new form.
Form Creators
| Group | Form Creator | Contact | Priority One Forms |
|---|---|---|---|
| Academic Affairs | TBD | TBD | TBD |
| ASM (Finance and University Personnel) | Alejandra Lopez | ASM@csumb.edu | 1. Purchase Requisitions2. Revenue/Expense Transfers3. Payment Requests |
SIS (Student Affairs) | Demi Beyene | SIS@csumb.edu | 1. Role Update Request Form2. Role Creation Request Form |
| University Corporation(Corp and Foundation) | Antoinette Olano-Defensor | AOlano-Defensor@csumb.edu | 1. Chartfield Requests (Template)2. Purchase Requisitions3. Revenue/Expense Transfers |
How do I learn more about how to use DocuSign?
Training resources will be published by 10/12/18 in the IT Knowledge Base under the DocuSign Category.
Where will Forms be posted?
New DocuSign forms will be posted on the same web pages where forms for each department are normally posted.