Document processing automation using kofax capture transformation modules
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ECOPRO, Inc. Document Processing Automation Using Kofax Capture & Transformation Modules. Second Image, Inc. Agenda. Introduction Business Challenges Benefits of using Kofax Capture and Transformation Modules Demo Q&A. World’s Largest Information Capture Vendor. Successful

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Document Processing Automation Using Kofax Capture & Transformation Modules

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Document processing automation using kofax capture transformation modules

ECOPRO, Inc.

Document Processing AutomationUsing Kofax Capture & Transformation Modules

Second Image, Inc.


Agenda

Agenda

  • Introduction

  • Business Challenges

  • Benefits of using Kofax Capture and Transformation Modules

  • Demo

  • Q&A


World s largest information capture vendor

World’s Largest Information Capture Vendor

Successful

  • 20+ years in business

  • 132,000 Kofax Capture licenses sold

  • 23,000+ end users

  • Thousands of integrations with ERP, ECM, workflow, line-of-business, etc.

    Global

  • 1200 employees in 36 countries

  • 1200 resellers in 60 countries

    Focused

  • 18% of software revenue goes into R&D

ECOPRO, INC.ECOPRO is a ‘KOFAX’ Certified Solution Provider re-selling Kofax VRS, Capture, KTM, KCS range of products for efficient scanning, data capture, and automated index processingEcopro offers Total ECM and BPM Implementation services and long-term support services along with off-shore, low cost data entry logistics.


84 of the fortune global 100 are kofax customers

84 of the Fortune Global 100 Are Kofax Customers


Document driven business processes

Document-Driven Business Processes

  • Need for increasing transaction speed

  • Many forms of documents, many channels

Companies

Customers

CRM

Paper

HR

Email

Day to daybusiness operations…

CM

Fax

ERP

SMS

Legal

Voice

LOB

Employees

Corporate


Kofax solutions

Kofax Solutions

  • Collect – from multiple formats

  • Transform – automation to reduce costs, increase speed

  • Deliver – to multiple systems

Companies

Customers

CRM

Paper

HR

Email

Day to daybusiness operations…

Collect

Transform

Deliver

CM

Fax

ERP

SMS

Legal

Voice

LOB

Employees

Corporate


Second image document processing business model

Second Image – Document Processing Business Model

  • Handles Mixed - Unstructured , Semi-Structured, Structured documents (Hospital records, business documents, legal agreements, employee records, Time cards, purchase orders, invoices etc)

  • Documents originate at remote client locations. Locations are fixed offices or one-off, drive-to-remote locations.

  • Documents could be grouped by client or by driver who scanned the documents. Has dependency and time line.

  • Document are often variable in page length

  • Documents are mixed, and often come across never seen before type requiring knowledge work to handle them.

  • Remote scan, centralized indexing: Room for automation, and integration


Kofax solutions1

Kofax Solutions

Kofax Capture

VRS

Image Quality

CaptureFront-OfficeBack-Office

TransformIntelligentClassification

DeliverRelease to MultipleBack-Ends

KofaxDocumentExchangeServer

KofaxTransformationModules

Integrationswith hundredsof systems

Kofax Communication Server

Notification

DataValidation


Kofax product portfolio

Kofax Product Portfolio

Back Office

Front Office

  • CollectPaper, Fax,Electronic

  • TransformClassification,Data Extraction

  • OptimizeImage Quality, Orientation,File Size

  • DeliverData, Information, Metadata


What is transformation

What is Transformation?

  • Transformation is the automatic conversion of paper and electronic documents into useful business information

  • How?

    • By classifying and extracting data from paper and electronic documents

  • Why?

    • Removes need for document sorting

    • Reduces need for manual data entry

    • Reduces data errors


Key business benefits of kofax transformation modules

Key Business Benefits of Kofax Transformation Modules

  • Leverage your existing Kofax Capture (Ascent) investment

  • Single Platform for all your capture needs

  • Reduced labor & shipping costs

  • Streamlined business processes

  • Improved compliance


Line of business owner pain points

Line of Business Owner – Pain Points

Job Function – Line of Business

  • Accounts Payable

  • Sales Order Processing

  • Customer Services

    • New Business

    • Inquiries

    • Complaints

Pain Points

  • Customer acquisition & retention

    • Customer service

  • Cost structure

    • Bloated back-office

  • Seasonal variation

  • Compliance

  • Economic environment


Where to use kofax transformation modules

Where to use Kofax Transformation Modules


Manual document handling

Manual Document Handling

  • In many organizations, the daily work is initiated by distribution of documents to departments, groups and individuals

    • Paper documents

    • Emails

    • Faxes

  • Manual distribution requires

    • Knowledge of organization structure

    • Analysis of document content

    • Physical movement of paper

  • Problems

  • Processing delays

  • High labor costs

  • Lost documents

  • Errors


Automating the process with kofax

Automating the Process with Kofax

  • Kofax software can automate the collection and distribution of all incoming documents

    • Independent of delivery mechanism

    • Independent of document type

    • In a proven and secure process

  • CollectPaper, Fax,Electronic

  • TransformClassification,Data Extraction

  • OptimizeImage Quality, Orientation,File Size

  • DeliverData, Information, Metadata

  • Key elements

  • Intelligent classification

  • Automatic data extraction


Intelligent classification

Intelligent Classification

  • Intelligent classification - removes the need for document sorting

    • Documents are delivered/scanned in unsorted batches

    • Each document is automatically classified by content

    • Documents are then distributed to the correct workflow process

  • A simple to configure and maintain process:

Address Changes

Cancellations

Complaints

Applications

Inquiries

Paper mail

E-mail

Fax

1. Understand the categories

3. Train the system

2. Gather samples

4. Classify unknown documents


Intelligent classification highlights

Intelligent Classification - Highlights

  • Accuracy - KTM uses hierarchic classification to break down complex tasks into simple schemes

  • Flexibility - combine several technologies

    • Layout classification

    • Content classification

    • Rules

  • Quality assurance - built in testing and statistics

Inquiry

New

Claim

Continued

Complaint

Contract


Automatic data extraction

Automatic Data Extraction

  • Automatic data extraction - removes the need for manual keying

    • Paper documents are scanned and OCR’ed

    • Electronic documents are imported

    • Powerful extraction technology locates and extracts data from any document

Forms

Correspondence

Invoices/Orders


Automatic data extraction highlights

Automatic Data Extraction - Highlights

  • Trainable, learn-by-example extraction

  • Easy to configure and maintain

  • On-line performance improvement in real-time

On-line

Customer-Specific

Performance

Industry-Specific

  • Knowledge Base concept - portable containers for learnt information

    • Pre-trained - performance out of the box

    • Re-trained - improved performance

    • Re-used - no image or text data held

    • Combined - for better performance

General


Key messages

Key Messages

Customer Service

Capacity

Quality

Security

Control

Costs

Errors

Lost documents

Risk

Image-enabled workflow is not enough

Without transformation, workflow is workslow!

C-level Executive – “I want all our processes to be streamlined – we need be more efficient and differentiate by providing better service”

Customer Service Manager – “I want a secure, predictable and easy to manage process where my staff focus on serving our customers, not handling documents”


Corporate express invoices

Corporate Express – Invoices

“Well, last Monday we processed 774 invoices manually. Yesterday, our first day on Kofax, we processed 2900 invoices. To say the least, I'd say it was quite a success.”

Director Financial Systems, Corporate Express


Why kofax

Why Kofax?

  • Single platform for all your capture needs

    • Department or enterprise

    • Low or high volume

    • Centralized or distributed offices

  • Collect from any source

    • Paper (fax, scan, MFPs)

    • Electronic Documents

  • Connect to any back end

    • Vendor agnostic

    • CRM, ERP, database, workflow and more


Demonstration

Demonstration


Kofax batch class document form

Kofax Batch Class; Document; Form

  • Batch is collection of pages

  • A batch class contains one or more document classes, which in turn contain one or more form types. This allows you to have different kinds of documents and forms within one batch. Kofax Capture can automatically separate the pages into documents and identify different types of forms.

    Document classForm Type

    Invoice 1 invoice from client A

    (same set of X indexes)invoice from client B

    invoice from client C

    PO PO from client A

    PO from client B

    PO from client C

    Time card Time car of employee A

    Time car of employee B

    Time car of employee C

    Agreement

    (same set of indexes)

    Medical lab reportsRecord of Patient A

    Record of Patient B


Document processing automation using kofax capture transformation modules

  •  Two processes, document separation and form identification, oversee the transformation of raw images into individually identified documents. First, pages are either scanned or imported to create a batch. Then, document separation divides the images into documents. Finally, form identification matches each document with a batch class form type.

  • Kofax-Defined Document Separation Methods

  • Manual

  • Fixed pages separation (automatically creates a new document every set number of pages)

  • Kofax patch code separation (uses a patch code separator sheet to separate documents).

  • Kofax bar code separation uses a bar code separator sheet to separate documents.

  • Kofax separator sheet separation uses a Kofax separator sheet to separate documents.

  • Kofax page recognition separation - analyzes each image and separates when it finds the first page of a form type.

  • Separator zone separation analyzes a specific zone on each image and separates when the zone matches the same zone on the first page of a form type.

  • Form identification zone separation analyzes a specific zone(s) on each image and separates when the zone(s) matches the first page of a form type.


Thank you

Thank You!

[email protected]


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