Goods Receipt Document Imaging at Nebraska Public Power District

1. Goods Receipt Document Imaging at Nebraska Public Power District ASUG Midwest-Central Chapter Meeting April 21, 2006 • Presented by • Darrel Wieberdink – NPPD • John Walls – Verbella CMG, LLC

2. Goods Receipt Document Imaging at NPPDAgenda • NPPD & Gerald Gentleman Station Background • Previous Process & Resulting Problems • Imaging Solution Design • Imaging Solution Details • Benefits Achieved • Potential Next Steps • Q & A

3. Goods Receipt Document Imaging at NPPDNPPD and GGS Background • Nebraska Public Power District • Public entity, political subdivision of State of Nebraska, largest electric utility in Nebraska • Customers: 400+ wholesale / 80,000+ retail • $645M revenues (2004) • 2200 employees • Gerald Gentleman Station • Located near Sutherland NE • 2 – 650MW Coal Fired Units, largest generating station in Nebraska • Consistently at or near #1 performing fossil fuel plant in the nation

4. Goods Receipt Document Imaging at NPPDPrevious Goods ReceiptDocument Process • GR Documents (e.g. Packing List, Bill of Lading, Freight bills, Material Certificates) removed from packages. • GR processed and posted in SAP. • Paper GR Documents sorted and matched with Purchase Orders, filed by warehouse staff. • If needed for reference by Engineers, Planners, Buyers, AP, etc. – had to go to Receiving Warehouse and search through files. • Records retention on paper files.

5. Goods Receipt Document Imaging at NPPDPrevious Goods ReceiptDocument Process • Problems with Previous Process • Labor intensive process for sorting and filing GR documents. • Inability for variety of staff needing access to documents to readily get to them. • Paper-based records retention issues – labor intensive. • Filing space growing.

6. Goods Receipt Document Imaging at NPPDImaging Solution Design • Receiving personnel process GR and assign barcode to Material Document in SAP. • Paper GR Documents are sent to Admin. staff end of each day as a batch. • Admin. Staff batch scan paper GR Documents • Automated scanning software stores images into SAP as ArchiveLink document, uses barcode to link to corresponding Material Document

7. Goods Receipt Document Imaging at NPPDImaging Solution Details Solution Components: • SAP ArchiveLink • SAP Content Server • Kofax Ascent Capture • Kofax Release Script for SAP • Kofax VRS • Kodak scanner

8. Goods Receipt Document Imaging at NPPDImaging Solution Details SAP ArchiveLink • SAP ArchiveLink is a communication interface between R/3 application components and external components (content servers or general desktop applications). It is integrated in the basis component of the SAP R/3 System. • To use ArchiveLink, you must have installed a storage system. The document to be stored must already be in, or be converted to electronic format. It does not matter how the document is physically stored in the storage system.

9. Goods Receipt Document Imaging at NPPDImaging Solution Details ArchiveLink Features • The following documents can be stored in a storage system using ArchiveLink: • Incoming documents • Outgoing documents • Print lists • Archive files

10. Goods Receipt Document Imaging at NPPDImaging Solution Details SAP Content Server - What is it? • Software for storing structured data (ADK files) and unstructured documents in repositories. • Content server product of SAP Web Application Server (application server in NetWeaver). • Supports Storage on the File system or DataBase • Multi-OS support including • Windows • Various Unix systems (New as of 6.30) • Does not support optical Media • No SCANNING Interface

11. Goods Receipt Document Imaging at NPPDImaging Solution Details • SAP Content Server - Availability • Current version is 6.30 released in October 2003. • License is included in mySAP license.

12. PBS ContentLink SAP R/3 CAS Storage Centera Jukebox Server Retrieval-Client SAP - GUI Typical Configuration SAP Content Server File system or data base (No optical Media support) Archive Server IBM, FileNet, IXOS Clients Scanner No Scanner Interface for SAP Content Server Scan Client

13. Barcode Scenario Overview SAP SAP Barcode Number and SAP Key fields Added to BDS_BAR_IN Table Barcode is entered With SAP transaction Scanning software SAP process new entries in both of these tables looking for Matching Bar codes If a Match is found both entries are deleted and an entry in the Link Table TOA01 is made Document is Scanned and Barcode is read Image and Barcode is sent to Archive Server Integration Doc and ID and Bar code are sent to SAP BDS_BAR_EX Table

14. Enter Barcode

15. Manual Bar Code Entry

16. Goods Receipt Document Imaging at NPPDImaging Solution Details Kofax Ascent Capture • Data and Document Capture Software • Best known for Forms based OCR (Optical Character Recognition) • Backend Neutral- Does not contain any type of storage Software or Hardware and supports any third party content management solution in addition the SAP Content Server • Highly scaleable, and customizable

17. Kofax Ascent Capture

18. Extraction Classification and Extraction of Index Fields

19. Goods Receipt Document Imaging at NPPDImaging Solution Details

20. Released to SAP Release to SAP

21. Goods Receipt Document Imaging at NPPDImaging Solution Details Kofax AR4ERP Release into SAP • Comprised of both SAP function Modules and VB scripts that call the needed function modules and pass index values. • Relies on SAP standard functionality to archive the documents and update the internal barcode table. • Supports both late archiving with barcode and early archiving with workflow.

22. Goods Receipt Document Imaging at NPPDImaging Solution Details Kofax VRS • VRS – Virtual ReScan, allows for the scanning of documents • Kofax, Fujitsu and Bell & Howell all sell their scanners with VRS as an option

23. Virtual Re-Scan (VRS) Eliminates Rescanning Low Contrast Logo Dot Matrix Text Highlighter Carbon Copy Handprint Coffee Cup Stain Shaded background

24. Kofax VirtualReScan™ (VRS) Image File Size = 213 KB

25. Goods Receipt Document Imaging at NPPDImaging Solution Details Kodak Scanner • Departmental Scanner • 25 ppm, with a 50 ADF • USB 2 Interface, no need for SCSI Card • List price $1,195.00 • Other comparable scanners fi-5120C2 Reasons for Choice • Light volume • NPPD is familiar with Kodak • Very small foot print on desktop

26. Goods Receipt Document Imaging at NPPDReceiving Document Image Display Access Material Document for Receipt Services for Object Icon

27. Goods Receipt Document Imaging at NPPDReceiving Document Image Display Attachment List displayed

28. Goods Receipt Document Imaging at NPPDReceiving Document Image Display Archived document displays in viewer

29. Goods Receipt Document Imaging at NPPDImaging Solution Benefits Achieved • Shipping Information is available directly via SAP to all who have need to access it: • Engineers • Planners • Warehouse staff • Maintenance staff • Accounts Payable • No Warehouse staff time spent filing paper documents • No Admin. Staff time spent matching receiving documents to Purchase Orders • Reduced file space • Eliminated paper records retention issues

30. Goods Receipt Document Imaging at NPPDPotential Next Steps • Interest in implementing similar process / solution for Goods Receipt Documents at other NPPD plants and T&D warehouse locations. • Expand use of ArchiveLink document imaging to other types of business documents • Vendor Invoices for Accounts Payable • Vendor Quotations, responses to RFPs / RFQs • Documents for Maintenance Notifications & Orders (shop papers, procedures, work instructions, etc.) • Various outbound documents

31. Goods Receipt Document Imaging at NPPDQ & A • For further information contact: • Darrel Wieberdink – NPPD djwiebe@nppd.com • Phil Awtry – NPPD peawtry@nppd.com • John Walls – Verbella CMG john.walls@verbellacmg.com