County Controller Chelsa Wagner today announced her Office’s next step toward using paperless methods to increase efficiency, save money and provide better service. Beginning March 1, invoices submitted against County-issued purchase orders will be processed electronically. This is part of Wagner’s continued effort to streamline County operations through paperless procedures.
“One of my top priorities is to use paperless systems, wherever feasible, to save money and time, and to be more environmentally conscious,” Wagner said. “This change promotes innovation and efficiency, both of which are needed to a greater degree in county government. It will benefit both the County and dozens of local businesses. Handling less paperwork saves the County time and money. Additionally, businesses will save money and receive faster payments.”
To ensure prompt payment for services and materials, an image of the original invoice will be sent to an Allegheny County email address created for this specific purpose. More than 1,000 vendors have been notified of the improvements and given instructions on how to adapt to the change. At this time, vendors are not required to follow this process, but involvement is heavily encouraged. Businesses unable to provide electronic images may continue to mail hard copies to the Controller’s Office.
By using OnBase, a document management and imaging software that is used to reduce reliance on paper and improve efficiencies, Wagner plans to convert more than a handful of daily operation processes to paperless systems, using software or online opportunities. Working in conjunction with the County’s Administrative Services Division of Computer Services and other County departments, Wagner hopes to bring paperless processing to various tasks, including:
- Greater reliance on electronic imaging and workflow to provide paperless processing of accounts payable vouchers to County departments, with more timely tracking of documents and improved transparency
- Providing online access to all County contracts
- Tracking, in real time, of the County’s fixed assets throughout departments
- Revolutionizing the way both the County and City track capital projects, evolving from the current obsolete models.
“When I was elected, I promised to make County government more efficient and transparent,” Wagner said. “I am very thankful for our dedicated staff that has embraced these changes, which is never easy for any organization. I am proud that our office is bringing County government up to date with modern technology. This effort is the return on investment our taxpayers deserve.”