Paperless Solutions for the System I - Do it right the first time - Dennis Sylvestre Quadrant Software, Inc [email protected].

Paperless Solutions for the System I

- Do it right the first time -

Paperless Solutions for the System I

- Do it right the first time -

Dennis Sylvestre

Quadrant Software, Inc

[email protected]

AgendaAgenda

• Common Paper Challenges

• Document Capture 101 – Overview of basic concepts

• Example: Purchasing and AP Process Before & After

• 5 Common Implementation Traps

• A Successful Approach

• Summary

• Questions & Answers

Problems with paper handlingProblems with paper handling

•You spend a lot of time simply filing them and later looking for the same documents

•Reviewing each PO, invoice or other paper document is time consuming and prone to errors

Problems with paper handlingProblems with paper handling• When a customer calls, you most likely won’t have his file handy… and will have to put him on hold or call back when (if) you find his file!

• Even other departments have trouble locating that document you archived 1 month ago… or did you?

Problems with paper handlingProblems with paper handling

• Multipart pre-printed forms never print right the first time, are too costly and time consuming.

• Fax machines eat up all your time.

• You cringe just thinking about the upcoming audit and all those files you’ll have to find.

Why Go PaperlessWhy Go Paperless

• Intensive paper-based manual processes– Time consuming activities (shuffling paper, copying, filing, etc.)

– Difficult to track (lost documents, filed in wrong folder, setting on someone’s desk)

• Managing high volume of documents from different sources– Receive faxes from vendors, email from customers, mail from other branches, paper

invoices coming in via fax and email

• High document processing and storage costs– File cabinets occupying expensive real estate

– Paying for outside storage

– Retrieval of documents for audits

• Lacks documents when they are in process– What happened to that invoice I sent you?

• Disaster recovery and business continuity– If my paper files are destroyed I can’t work!

Document Capture 101Document Capture 101

• Capturing paper documents

InvoicesPurchase OrdersBills of LadingProof of DeliveryStatementsAcknowledgements…etc…

Documents are scanned Images are indexed Images are stored in the

database

ScanningScanning

Capture of paper documents and transformation into electronic images. There are multiple types of scanners, one for each type of application/situation.

Scanning involves someone feeding paper into a scanner. This can be done by one or more people, at one or more locations.

Scan Scan

Scan

Scan

Scanning ChallengesScanning Challenges

Shaded Background

Dot Matrix Text

Highlighter

Coffee Cup Stain

Carbon Copy Handprint

Low Contrast Logo

Typical Scan ResultTypical Scan Result

Shaded Background

Dot Matrix Text

Highlighter

Coffee Cup Stain

Low Contrast Logo

Image File Size = 135 KB

Carbon Copy Handprint

IntelliChief + VRS ResultIntelliChief + VRS Result

Suppressed Background minimizes file size and makes

images internet ready.

Dot Matrix Text is enhanced.

Highlighted text is readable.

Coffee Cup Stain is not interfering with bar code anymore.

Low Contrast Logo is still

visible.

Image File Size = 47 KB

Faint Handprint is automatically

enhanced.

IndexingIndexingCreates “metadata” from scanned documents. Each “index field” represents a critical piece of information about that document.

Typical Index Fields for Document “Invoice” - Vendor Number- Vendor Name- Invoice Number- Invoice Date- PO

Typical Index Fields for Document “Invoice” - Vendor Number- Vendor Name- Invoice Number- Invoice Date- PO


• Capturing incoming faxes

Faxes are sent to your fax number

The Fax Server receives the fax transmission and sends it to the system as an electronic image

Faxed images are indexed

Images are stored in the

database

Capturing FaxesCapturing FaxesIncoming faxes are captured by the Fax Server and sent over to IntelliChief. The user sees the electronic image on his/her screen and can proceed with indexing.

Document Capture 101Document Capture 101• Capturing emails and PC documents

Print Capture Driver allows for on-the-fly

capture and indexing of PC documents

Images are stored in the

database

IntelliChief Print Capture DriverIntelliChief Print Capture Driver• Capture PC

documents (Word, Excel, PDF, etc.) on-the-fly


•Spool files generated by the iSeries ERP application are captured with Formtastic

Spool file Formtastic Form

Merged Formtastic

Form

Network Folder

Department Printer

FastFax

Fax Machine

Email

IntelliChief Imaging

Database

• Capturing spool files and documents created by a System i (iSeries) ERP application


• Capturing spool files and documents generated by a System i (iSeries) application

Indexes are passed directly from the ERP application screen to IntelliChief


Database


• Capturing web based documents


Database

Web forms can be used for purchase requisitions, vacation requests, etc…

Once the form is submitted, IntelliChief will capture it as an electronic image, accessible from users’ desktops

Paperless Purchasing ProcessPaperless Purchasing Process

Leveraging your System i ERP to Go Paperless

Quadrant SoftwareQuadrant Software Quadrant SoftwareQuadrant Software

Buyer fills out Purchase Request


Sends to manager for

approval

Sends to manager for

approval

Manager approves Purchase Request

Manager approves Purchase Request

Purchasing generates

Purchase Order

Purchasing generates

Purchase Order

Buyer manually faxes PO to supplier & manually files the

PO

Buyer manually faxes PO to supplier & manually files the

PO

Purchasing prints Purchase Order

Purchasing prints Purchase Order

Purchase Request

System i ERPSystem i ERP


online


online

Manager gets notified and

approves Purchase Request



Approved Purchase Request

is routed to Purchasing



Purchasing generates POPurchasing

generates PO

PO is merged w/ Electronic Form and automatically

faxed or emailed to supplier (copy of the PO is archived in the database)



Purchase Request is routed to

manager for approval



Purchasing Process

System i ERPSystem i ERPQuadrant SoftwareQuadrant Software Quadrant SoftwareQuadrant Software


online


online










generates PO









Purchasing Process



online


online














generates PO





Purchasing Process



online


online














generates PO





Purchasing Process






Accounting generates POAccounting

generates PO


online


online






is routed to Accounting







Input Data

Purchasing Process



online


online














generates PO





Purchasing Process

Fax/Email/ Print by Document Type

PRMSPO Will be Faxed / Emailed / Printed Per Default Settings







generates PO


online


online













Purchasing Process

User searches for the original PO directly from ERP PO Inquiry screen

User searches for the original PO directly from ERP PO Inquiry screen

Paperless Payables ProcessPaperless Payables Process

Leveraging your System i ERP to Go Paperless

Invoices arrive via fax, mail or

email

Invoices arrive via fax, mail or

email

Clerk sorts invoices and

distributes them for approval

Clerk sorts invoices and

distributes them for approval

Manager approves Invoice

Manager approves Invoice

A/P vouchers invoice in ERP A/P vouchers

invoice in ERP

Check is mailed to vendor

Check is mailed to vendor

Check is cutCheck is cut


Faxed / Emailed invoices are

electronically captured



Invoice is automatically

routed to manager for

approval



approval


approves Invoice


approves Invoice

Approved Invoice is routed to A/P


Invoice

A/P vouchers Invoice


Payment is made via ACH or check is printed in secure laser MICR printer


Mailed invoices are scanned and

digitized


digitized

Payables Process








approval



approval


approves Invoice


approves Invoice








digitized


digitized

Payables Process








approval



approval


approves Invoice


approves Invoice








digitized


digitized

Payables Process








approval



approval


approves Invoice


approves Invoice








digitized


digitized

Payables Process








approval



approval


approves Invoice


approves Invoice








digitized


digitized

Payables Process








approval



approval


approves Invoice


approves Invoice








digitized


digitized

Payables Process








approval



approval


approves Invoice


approves Invoice








digitized


digitized

Payables Process

Retrieval ExampleRetrieval Example

Automatically brings up the Invoice…


… and all related documents.


Complete history showing each step

taken during the life of the

document.Fax or Email the retrieved document on-the-fly

The Power of WorkflowThe Power of Workflow• Routing documents for approval / processing

Workflow can route documents based on your business rules, streamlining document processing and distribution

Archival / RetrievalArchival / RetrievalElectronic documents archived into the database are available for retrieval by authorized users.

Those ‘index values’ you associated with the document at the ‘indexing’ stage, are now used to search for and retrieve that document’s image.

Retrieval can happen from a web browser …

PO Number index = 6497

PO

Acknowledgement

Invoice

• … or from the ERP. Connection with ERP systems can be done in several ways…

Function keys

Menu options

On screen icons/buttons

Archival / RetrievalArchival / Retrieval

Going Paperless - Do it right!Going Paperless - Do it right!

5 Common Implementation Traps5 Common Implementation Traps

1. Focusing on “silos” and not on processes1. Silo: We just want to scan/retrieve vendor invoices.

2. Process: what about invoices that are electronic? What about the approval process? What about linking related documents together (PO, Receiver, Invoice, Check)?

2. Underestimating integration efforts and requirements - Where do users need to see documents? How will they search? Can a user

search from the core application?

5 Common Implementation Traps5 Common Implementation Traps

3. Favoring technology versus business goals- Does the technology fit within the business process and meet the goals?

4. Not giving ROI the attention it deserves - Tangible Savings vs. Intangible Savings

5. Underestimating the change- Involve the users! IT can be a great driver, but the users and functional area

managers are the ones responsible for using and validating the system. You can only accurately map the business process with the help of users!

How Do You StartHow Do You Start

• Use a “Solution Design” to frame your project and get it started on the right foot

Process Mapping ROI Calculation and Solution DiscussionPresentation and

Executive Sign-Off

Understand the Problem

Understand the Problem

1 Identify Goals and Requirements

Identify Goals and Requirements

2

The Solution DesignThe Solution DesignThe “7 Steps” methodology can help you

create a Solution Design

Design the Solution

Design the Solution

4Document and Present

Document and Present

6

Calculate ROICalculate ROI5

Solution Solution DesignDesign Map the Current

Process

Map the Current Process

3Kick-off Technical Design

Kick-off Technical Design

7

The Solution DesignThe Solution Design

• The result of a solution design approach is:– You and your team gain a better understanding of the

problem and the desired solution

– Your company is now prepared to evaluate and select the best vendor that meets your needs

– You gain buy-in from your team (they helped develop the solution)

– Executives see clear objectives, requirements, and ROI

– Everyone is commited to implementing the chosen solution

– You avoid surprises!

SummarySummary

• Paperless process has clear benefits– Reduced amount of paper handling, elimination of filing cabinets

– Improved productivity

– Reduced costs

– Increased security and ability to recover from a disaster

• Integration with your System i application should be key requirement

• Avoid the 5 common implementation traps by clearly understanding your business processes and using a 7 Steps approach to go paperless

Questions and AnswersQuestions and AnswersThank you for attending our webinar!

For a free consultation on your paperless initiative, contact:

Dennis Sylvestre: [email protected]

Visit: www.quadrantsoftware.com

Call: 508-594-2700

Paperless Solutions for the System I - Do it right the first time - Dennis Sylvestre Quadrant Software, Inc [email protected].

Documents

paperless slide

scan slide

fly slide

paper files

lost documents

scanned documents

iseries erp application

pc documents images