From Manual to Automated: Simplifying Commitment Letters and Expense Tracking
As educational programs expand, so does the complexity of managing their financials, scheduling, and administrative overhead. At Columbia Business School's Executive Education, we’re excited to introduce ACTABLE, a Salesforce-powered solution that addresses three critical areas of program management: Commitment Letters, Expense Tracking, and Agenda Building.
Project Background
ACTABLE initially focused on automating Commitment Letters, which acknowledge funds owed to faculty and speakers. This document includes financial details, program dates, and signatures—steps previously managed manually through spreadsheets and DocuSign. As the scope broadened, ACTABLE evolved to include comprehensive expense tracking and agenda management, addressing the need for a centralized, automated process that enhances accuracy, reporting, and operational efficiency.
Key Features and Improvements
Automated Commitment Letters ACTABLE allows the team to create, review, and approve Commitment Letters within Salesforce. Each record includes crucial details like program dates, fees, and descriptions. Once approved, the letters are automatically sent via email to the recipients with relevant approvals and signatures in place, ensuring timely and accurate acknowledgment of financial commitments.
Expense Tracking This feature extends beyond Commitment Letters, capturing various expenses, from faculty fees to event-specific items like promotional materials. ACTABLE tracks each expense by linking it to program iterations, faculty, and detailed financial categories, providing the Executive Education team with accurate, up-to-date reporting on total costs by iteration or contact.
Agenda Building ACTABLE’s agenda-building feature consolidates scheduling, ensuring no overlaps in program sessions and enabling the seamless creation of Commitment Letters based on finalized agendas. The move to digital agendas reduces paper use and streamlines communication, as agendas and session details can be accessed directly by program staff.
Workflow and Efficiency Gains
The previous manual process involved multiple platforms, hand-offs, and opportunities for error. By integrating ACTABLE with Salesforce, teams can create, approve, and distribute Commitment Letters without leaving the platform. The result? Reduced processing time, increased transparency, and more reliable data.
Reporting and Analytics
With ACTABLE, teams can pull reports on faculty commitments, program budgets, and expense summaries by fiscal year, ensuring decision-makers have the insights they need. Monthly or quarterly consolidated reports provide a holistic view of financial and operational data, allowing proactive budget management.
Future Scope
We envision expanding ACTABLE to include ServiceNow integrations for streamlined approvals, expense itemization, and enhanced collaboration across departments. This approach will support comprehensive tracking and reporting across all facets of program delivery.
Conclusion
ACTABLE marks a significant step toward a digital-first, streamlined approach to program financials and administration. As we continue to refine the platform, ACTABLE will empower Columbia Business School’s Executive Education team to focus more on delivering exceptional learning experiences and less on administrative burdens.
