CALIFORNIA STATE UNIVERSITY

MONTEREY BAY

Nexus Payables AP Training

CAPSTONE PROPOSAL
Submitted in partial satisfaction of requirements of the
degree of
MASTER OF SCIENCE in
Instructional Science and Technology
Heather L Tobey
Date September 22, 2015
Capstone Approvals: (At least one advisor and capstone instructor should approve)
___________________________ ___________________________ __________
Advisor Name
Signature
Date
___________________________ ___________________________ _________
Capstone Instructor Name
Signature
Date

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TABLE OF CONTENTS
Table of Contents .................................................................................................... 2
Executive Summary ................................................................................................ 4
Introduction ............................................................................................................. 4
Problem Description ........................................................................................... 5
Enviromental Scan .............................................................................................. 6
Target Audience .................................................................................................. 6

Solution Description ............................................................................................... 7

Project Goals ....................................................................................................... 7
Proposed Solution ............................................................................................... 7
Instructional Stategies ......................................................................................... 7
Learning Theories and Instruction Principles ..................................................... 8
Objectives and Goals .......................................................................................... 9
Media Components ........................................................................................... 10
Challenges ......................................................................................................... 10

Methods/Procedure ............................................................................................... 11
Deliverables ...................................................................................................... 11
Steps to completion ........................................................................................... 11

Resources .............................................................................................................. 12
Timeline ................................................................................................................ 12
Formative & Summative Evaluation Plan ............................................................ 13
Formative Evaluation Plan ................................................................................ 13
Summative Evaluation Plan .............................................................................. 14

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References ............................................................................................................. 15
Appendix A: Nexus Payables Refrence Guide ..................................................... 17
Appendix B: Formative Evaluation ...................................................................... 21
Appendix C: Summative Evaluation .................................................................... 22
Appendix D: Usablilty .......................................................................................... 23
Appendix E: Icon Cheat Sheet .............................................................................. 24

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Executive Summary
Corporate training has long been a part of the success of a business.
Ineffective or lack of training can hurt a companys growth. It is imperative to
create and maintain appropriate training for all aspects of the company from
human resources to specific job duties. What happens when software updates and
creates changes, or a new software program is installed? Sometimes companies
neglect to provide adequate training and leave staff hanging to figure it out what
to do. American Campus Communities (ACC) is not one of those companies.
Since the acquisition of a new paperless accounts payable system ACC has been
hard at work, creating corporate training for all modules and users. The most
important of these is the processing of invoices.
The creation of this training serves two purposes. One is to train the
current Accounts Payable Associates on the system, the other is to create a
training module that any new accounts payable employee can review and be up to
speed with the others associates in the department. All will be able to navigate the
new system, process invoices from start to finish, and modify and or correct
issues within the system after training. If this training module is successful, then
the creation of other training modules for other aspects of the program will
commence.

Introduction
Nexus Payables in an online paperless invoicing solution for processing
invoices. As our company grows, the amount of paper produced is astronomical.
Our goal in incorporating this software is to not only eliminate wasted paper but
also maintain a leaner, more developed Accounts payable department. In order to
accomplish this training is necessary.

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Problem Description
All users of this program must have formal training in order to utilize it
properly. No such training or procedures exist currently. All Accounts Payable
users have the basic knowledge of their field, i.e. paying invoices, awareness of
net terms, due dates, vendors, assigning general ledger codes etc. ACCs hope is
that by creating an effective training program the end user will be able to perform
those aspects quickly and effectively within the new system. Along with the
creation of this instruction the following must occur: formal written procedures,
visual reference guide, FAQ, Go-to spot for help, and contact for additional
resources.
All users should be able to use a computer, mouse, scanner, and
understand the aspects of uploading a document. All users know and understand
the concepts of accounts payable and coding of invoices using a general ledgercoding list. After further research, the accounts payable users feel the need to
have a more fluid way to process invoices along with reducing the amount of
paper that is being used. Top managements need consisted of reducing shipping
cost and late fees. There was also indication of needing better communication and
accountability of actions. By implementing this new paperless system, the goal is
job performance and productivity increases, which could lead to promotions and
salary increases.
Potential constraints that could affect the success of training include
computers crashing without proper back up, network issues, and loss of internet
availability Attitudes about change will be the number one personnel concern in
creating this training. In addition, different levels of computer skills, other
software skills, and procedure changes will affect the users. In house training
would be the most cost effective means to provide the training. Least effective
would be to send them to the software manufactures training.

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Environmental Scan
While this software does come with what is referred to as canned
training and is provided by the company is does not address the complete needs of
our company. Many other users of this software have created online blogs about
the needs of their company and training and what is lacking within the canned
version; our company cannot wait for those changes to occur. Due to the high
volume and nature of our company, highly customized training must take place to
alleviate the extreme workload this department faces which basic training does
not accomplish.

Target Audience
This trainings focus will be on current and future accounts payable staff to
include data entry clerks, leads, and supervisors. Currently twelve Accounts
Payable users will need this training. The following characteristics of our users
are as follows: They all sit among each other in open cubicles on the same floor,
and all but four of them are on the same aisle. Several users are quick learners and
others will take more time to grasp the concepts. All have over six years general
accounts payable experience. Most of them are tactile learners and a few are
visual. Their attitudes range from always friendly, happy, and have positive
attitudes while others are pessimistic. Their ages range from the early thirties to
early sixties. The accounts payable team consists of ten females and two males.
Most have been with the company at least one year, some as many as twelve years.
Some of the associates adhere strictly to all departmental procedures while others
bend the rules quite often. Most associates are content with their current positions
and do not want to advance or move departments. A few would like to move on to
higher positions within the company.

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Solution Description
Project Goals
The goal of this capstone project is to provide not only a visual and
auditory training material, which will include screen casts, Storyline tutorials, and
interactive learning modules for the accounts payable team on Nexus Payables but
also to create a written documented process and procedure manual for all aspects
of the training. This manual will be an on-going process as updates and changes
are created. Creating a leaner, more defined structured training will help lead the
way to a more effectively run department.
Major Concepts will include:

Navigating the system

Uploading invoices

Indexing invoices

Converting invoices

Coding and processing invoices

Post/Approve modifying of invoices

Proposed Solution
By providing multifaceted forms of training (physical trainer, guided
interactive multimedia learning modules, and training guide) the problem of
inadequate training, obsessive amounts of paper, and an over staffed department
will be resolved. Having a multitude of resources for training will provide that
specific learning experience catering to the individuals needs rather than a single
training session where the learner could be left behind.

Instructional Strategies
The use of the A.D.D.I.E model is being followed. The analysis was done
on the software system along with the intended users of the program. Design
phase was implemented with screen shots, written out procedures, and small

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prototypes that were created throughout the IST program. Development is

currently taking place as more modification to the prototypes has occurred along
with additions of cheat sheets and written documentation. Implementation phase
will occur as the modules and training manual are being tested for usability by the
selected testers. Finally, the evaluation phase will occur once all testing has been
accomplished. The steps will repeat as necessary until all approvals have been
received for roll out.

Learning Theories and Instruction Principles

Adult learning.
An important key factor in creating training is to know and understand
your audience. Since this training is dedicated to adult learning, some common
characteristics must be analyzed in order to create proper material. According to
Dobrovolny (2006), Adult learners customize instruction to meet their needs,
based on their prior experiences, their current responsibilities, and their
expectations of future responsibilities. Knowing that the audience has extensive
prior knowledge of the general content, skimming only parts of the instruction
may occur therefore design of the instruction should be created easily for learners
to manipulate and personalize.
Written manuals/FAQ.
Many users who lack self-confidence may feel more secure with written
manuals and or FAQ sheet that they can easily access at times of necessity or
clarification. Jonassen (2010) conducted research on an Ask System, which is an
artificial intelligence that helps the user formulate the answer they need. His
research proposed, One of the most obvious ways to structure an Ask System is
to provide frequently asked questions (FAQs). A FAQ includes the questions that
are most frequently asked in some operational context. (p. 162). Providing this

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document relieves the pressure or stress a learner might encounter when asking
questions they may feel self-conscious about. A written manual provides instant
access to documentation that a support system may not be able to get too quickly.
Attitudes of learning.
In research about adult learner, a consistent theme occurred concerning
attitudes of the learner. McGrath (2009) proposed that adult learners need to know
why they are learning new knowledge before they are willing to participate.
Adult education is quite distinctive in its approach in that it aims to do
substantially more than simply impart information to participants (Connolly,
1996, pp. 38-39). Motivation plays an important part in adult learning, in that if
students are not motivated to learn they may not participate in the classroom and
therefore may leave the course. Having a positive attitude can create an
environment easily adaptable to change and motivation to learn the existing
content.
Environment.
The environment plays another important role in the learning process of
adults. Support and the quality of that support are important factors to an adult.
Patterson (2007) found another issue relevant to learner outcomes is the quality
of services. Rather, we found that programs with a mix of characteristics
including an emphasis on learners, trained staff, quality services, and convenient
locationwere more likely to make a positive difference in learner outcomes. (p.
84). Having these within the learning environment again reinforces better
attitudes, positive learning environment, and an overall better learning experience.

Objectives and Goals

1. Using the Nexus Payable software, all Accounts payable (AP) associates
will be able to log in and navigate to appropriate areas of the program for
processing documents into invoices and researching.

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2. All AP Associates will, after completing training, be able to successfully

a. log in
b.

upload a document

c.

index that document

d. convert that document for processing

e. Complete the coding and processing of the invoice
f. Perform the post/approval/modify function

Media Components
The capstone project will be delivered using several different forms of
media. One form will be a web address, which will contain all training, and
interactive multimedia modules along with attached written manual. The
interactive modules will be created by one of several software programs such as
Storyline or Screencast. The website will be created using Dreamweaver and all
written manuals will be created in Word and converted to an Adobe PDF booklet.
This information will also be available on CD-ROM for those who do not have
internet access at the time of training. All training material will also be provided
in written form as a procedure manual for future reference. We also will have a
three-page cheat sheet or reference guide (see Appendix A), along with an Icon
cheat sheet (see Appendix E)

Challenges
There are two main challenges of this project. The first challenge is that
when the project was started the company knew there was going to be an updated
version of the software coming out but were unsure of when. This update is
currently taking place in a staging environment causing several adjustments to
screen shots and some recorded screen casts to accommodate the new look and
feel of the program. The user interface has changed drastically.

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The second challenge occurred when trying to figure out the new
upgraded system and what has truly been updated or changed in order to provide
the best possible training experience for the end users. This takes away from
much needed time on creating the storyline modules.

Methods/Procedure
Deliverables
The proposed deliverables consist of an interactive webpage which
contains training material embed within the site. There will be an interactive
tutorial lesson for each of the following components:
1. Navigating the system
2. Uploading images
3. Indexing images
4. Converting images
5. Coding/processing invoices
6. Posting/approving/ and modifying invoices.
Also a procedural training manual as a reference guide to review or pull
out during actual training or using of the software system.

Steps to Completion
In order to produce the most effective training material, gathering data on
learners in crucial. Also understanding the main goals of the training and how to
evaluate whether or not the training does what it is intended to do. Once this is
established, creating an outline of the deliverables needs to take place. Once the
basic structure has been created, the learning modules can be created, tying in at
the same time the written procedures with screen shots. Once the shell of the
modules has been created, testing and evaluating must take place. Refining and
adjusting will need to be conductive before the final product will be delivered.

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Resources
This project requires the use of many resources. First, access the new
updated version of the online software was needed. The use of a computer, dual
monitors, headset with built in microphone is needed. The software is browser
agnostic however Chrome is the preferred browser so this must be available on
the computer along with access to the internet. When the training is being given,
the learners will also need to have either a headset for listening or speakers.
Software programs needed include Articulate Storyline, some sort of screen
capture software such as screen cast-o-matic or Snag it are also needed.

Timeline
IST 699-40 SU 2015
Cal State at Monterey Bay

Task
Capstone project
1. Idea selected and approved
1.1 Proposal
1.2 500 word narrative
1.3 Project progress
2. Multimedia learning modules
2.1 Navigating
2.2 Uploading
2.3 Indexing
2.4 Converting
2.5 Coding/processing

Start Date:

Start Date

End Date

9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015

9/8/2015
9/22/2015
10/6/2015
10/27/2015
12/8/2015
10/27/2015
10/27/2015
10/27/2015
10/27/2015
10/27/2015

September 1,
2015
Durati
on
Percent
(days) Complete
38%
8
28.33%
22
85.00%
36
0.00%
57
0.00%
99
45.00%
57
85.00%
57
85.00%
57
50.00%
57
50.00%
57
0.00%

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2.6 Post/Approve/Modify
3. Training manual components
3.1 Navigating
3.2 Uploading
3.3 Indexing
3.4 Converting
3.5 Coding/processing
3.6 Post/approve/modify
3.7 On hold invoices
4. Creation of cheat sheets
4.1 Quick reference guide
4.1 Icon cheat sheet
5. Testing/evaluations
5.1 Formative
5.2 Summative
5.3 Usability
6. Presentation
6.1 PowerPoint
6.2 Narrative
6.3 Summary

9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015
9/1/2015

10/27/2015
12/8/2015
10/10/2015
10/10/2015
10/10/2015
10/16/2015
10/16/2015
11/1/2015
11/1/2015
12/8/2015
11/5/2015
11/5/2015
11/24/2015
11/10/2015
11/24/2015
11/1/2015
12/18/2015
12/15/2015
12/15/2015
12/8/2015

57
99
40
40
40
46
46
62
62
99
66
66
85
70
84
62
109
106
106
99

0.00%
53.57%
75.00%
75.00%
75.00%
75.00%
75.00%
0.00%
0.00%
100.00%
100.00%
100.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%

Formative & Summative Evaluation Plan

The project will consist of both Formative and Summative evaluation
plans. The current AP departments associates, the SME of Nexus Payables, and
one other designated person will testing the training and training material.

Formative Evaluation Plan

To help evaluate the process and the training the end users will be asked to
fill out a survey with questions pertaining to the quality of the training (see
Appendix B). The survey will address such items as content (its appropriateness,
effectiveness, and quality) usability (did everything work as it should, could you

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navigate easily through the training) and these surveys will be reviewed by the
SME and upper management, and then analyzed for help with updates or
modifications to the training.

Summative Evaluation Plan

For evaluating the effectiveness of the training, an additional survey will
be created asking open-ended questions such as what the user took away from the
training and what they felt they learned. This survey will also be reviewed for
effectiveness of the training. Once any updates or modification has been
recognized, the training will be adjusted and brought through the testing process
once more.

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References
Ayers, D. F. (2011). A critical realist orientation to learner needs. Adult
Education Quarterly, 61(4), 341-357. doi:10.1177/074171361039276
Dobrovolny, J. (2006). How adults learn from self-paced, technology-based
corporate training: New focus for learners, new focus for
designers. Distance Education, 27(2), 155-170.
doi:10.1080/01587910600789506
Jonassen, D. (2011). Ask Systems: interrogative access to multiple ways of
thinking. Educational Technology Research & Development, 59(1), 159175. doi:10.1007/s11423-010-9179-9
Kuhn, D., & Pease, M. (2006). Do children and adults learn differently? Journal
Of Cognition & Development, 7(3), 279-293.
doi:10.1207/s15327647jcd0703_1
McGrath, V. (2009). Reviewing the evidence on how adult students learn: An
examination of knowles model of andragogy. Adult Learner: The Irish
Journal of Adult And Community Education, 99-110.
Okezie, C. E. (2003). Of deconstruction and reconstruction: confronting the
challenges of the adult learner. Negro Educational Review, 54(3/4), 115119.

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Patterson, M. B., & Mellard, D. (2007). Program characteristics that predict

improved learner outcomes. Adult Basic Education & Literacy
Journal, 1(2), 83-92.

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Appendix A
Nexus Payables Reference Guide
**If you ever have any questions that this reference guide is unable to solve,
please send an e-mail to NexusHelp@americancampus.com.
What to Do If you Have
Use the Current Date (mmddyy) followed by the last
four digits of your account number(nnnn) or property
number (xxx)
mmddyynnn or mmddyyxxx
Examples:
Missing Invoice
Property 380, received on 5/15/13 account # 521569
Numbers
would be 0515131569
Property 380, received on 5/15/13 would be
051513380
If you end up with a duplicate, add an A to the end
Examples: 021313440, 011712380, 110513390A
If you get the duplicate invoice warning message at
the top of your screen we ask that you:
Place the invoice on hold (researching)
Research the invoice and verify that you have
not already paid the invoice.
If you have not already paid, the invoice and
both invoices are the same and in open
status, enter DUP at the beginning of one of
the invoice numbers. Once you have done this
click update.
Duplicate Invoice
Once you have updated the invoice number
Warning
with DUP, please Void the duplicate
invoice in Nexus.
You will then be able to process the other
invoice with no issue.
If there is an invoice that has already been
voided with the same invoice number and we
know the current invoice should be paid, add
an A to the end of the invoice number and
process as normal.
If we have truly already paid the invoice then
VOID the duplicate unpaid invoice.
If a date is missing, please enter todays date.
Missing Invoice Date

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Invoice Uploaded to
Nexus Twice

Multiple Invoices in One

Email

If an invoice is uploaded into Nexus twice and both

are sitting on your dashboard we ask that you:
Place the invoice on hold (researching)
Review both invoices to confirm that the
invoice image is the same on both Nexus
invoices (Check vendor, invoice number and
amount)
If both invoices are exactly the same and are
in open status, pick one, go to the invoice
number, and put DUP in front of the
invoice. Once you have done this click
update.
Once you have updated one of the invoice
numbers you should Void the DUP
invoice in Nexus.
You will then be able to process the other
invoice with no issue
In the review of the invoice received from Nexus
Services, you may come across times when there are
multiple invoices in the attached PDF. When this
happens we ask that you:
Place the invoice on hold
There may be instances where an invoice comes in
with a past due balance. Nexus will enter current
amount due so the total invoice amount will not
include these balances.

Past Due Balance

Phone/Cable/Internet

Urgent/Emergency
Payment

You should research if the past due balance has

been paid or not. If you are having any issue
determining if this amount is due, we ask that you
place the invoice on hold and then forward the
invoice.
Make sure to put Y for separate check above GL
coding box
If the invoice is in Nexus we ask you to:
Contact your AP Associate and let them know
the invoice number of the emergency.
Contact any additional approvers and let them
know they will need to approve this ASAP.
(If they are unavailable reach out to AP for

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assistance)
If the invoice is not in Nexus we ask you to:
They will then upload it into Nexus for quick
processing.
If an additional approval is required, you will
need to let them know to approve the invoice
ASAP. (If they are unavailable reach out to
AP for assistance)
If you have lost access to Nexus due to a lost
password, forgotten username, or issue related to the
Nexus website, please submit a request to the HEAT
Helpdesk or send an e-mail to
NexusHelp@americancampus.com.
No Access to Nexus

Wrong Vendor

Wrong Property

If you cannot access Nexus due to an internet access

issue:
Attempt to access Nexus through a mobile
device
If you have a sister property, you may log in
there
During your Invoice review if you notice that the
wrong vendor is selected you simply click on select
a vendor and search for the correct vendor by typing
in as much of the vendor name as possible in the
keyword box.
If you receive an invoice for the wrong property,
please treat as follows: click on change property in
the button bar on the invoice screen and select
property not found from the drop down box. This
will send the invoice back to accounts payable to
assign to the correct property. If you know the correct
property, you can select the property to which the
invoice belongs.

How to Enter Invoice Descriptions

If yes, please enter the dates related to the service
period.
Does the invoice cover a
Please if it is for a full month enter 1/1/13-1/31/13
service period?
and not January Service.
Examples of these types of invoice are utilities,

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Avoid Abbreviations

Invoice with a Large

Number of Items

Express Mail/FedEx
Invoices
Late Fees

Fixed Asset/Capex

trash removal, telephone, shuttle service,

advertising, etc.
Examples: Security Service from 1/16-2/12 or
Landscaping from 2/1/13-2/28/13
When an invoice lists an abbreviated description,
enter a full description into Nexus.
This will be very helpful for future budgeting and
research purposes
Example: Invoice states 2MO and 3 Ref
Enter into Nexus: 2 Microwave Ovens and 3
Refrigerator
When an invoice is for multiple items it is not
necessary to enter, everything purchased.
Enter enough information that will allow anyone
looking at the various reports to understand what
was purchased.
Start entering items that cost the most first.
If you are entering an express mail or FedEx
please enter the number of airbills not the dates
the invoices delivered.
Enter late fees onto a separate line in Nexus and
code them to 8160.
Fixed Asset/Capex descriptions need to be very
informative explaining what service or item was
purchased.
Model numbers or part numbers should not be
entered as the description of a purchase.

**If you ever have any questions please send an e-mail to

NexusHelp@americancampus.com.

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Appendix B
Formative evaluation of training
This quick survey is to evaluate the quality of the training you just completed.
* Required
How well did you think this training went? *

Was the trainer a good fit for training? *

Was the trainer knowledgeable enough to answer your questions? *
Was the wording clear and concise? *
Were the goals met after training? *
If you could change one thing about the training, what would it be? *
Submit

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Appendix C
Summative evaluation of training
This quick survey is to evaluate the effectiveness of the training you just
completed.
* Required
What did you take away from todays training? *
Do you still have questions about the training? *
What was the best piece of training? *
What was the worst? *
Did you walk away from the training satisfied that you could perform
the tasks presented? *
o

Yes

No

Submit

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Appendix D
Usablilty

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Appendix E
ICON CHEAT SHEET

Cancel
Save
Ready for Processing
Delete
Apply Template
Forward
Budget Report
Split Screen
Change Property
Print
Save as Template
Save as user template
Upload Items
Place on Hold
Void
Manage Images
Upload Image
View Image
Add Image