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Paperless Solutions for the System I - Do it right the first time -. Dennis Sylvestre Quadrant Software, Inc dsylvestre@quadrantsoftware.com. Agenda. Common Paper Challenges Document Capture 101 – Overview of basic concepts Example: Purchasing and AP Process Before & After

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    1. Paperless Solutions for the System I- Do it right the first time - Dennis Sylvestre Quadrant Software, Inc dsylvestre@quadrantsoftware.com

    2. Agenda • 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

    3. Problems 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

    4. Problems 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?

    5. Problems 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.

    6. Why 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!

    7. Document Capture 101 • Capturing paper documents Invoices Purchase Orders Bills of Lading Proof of Delivery Statements Acknowledgements …etc… Documents are scanned Images are indexed Images are stored in the database

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

    9. Scanning Challenges Low Contrast Logo Dot Matrix Text Carbon Copy Handprint Highlighter Shaded Background Coffee Cup Stain

    10. Typical Scan Result Low Contrast Logo Dot Matrix Text Carbon Copy Handprint Highlighter Shaded Background Coffee Cup Stain Image File Size = 135 KB

    11. IntelliChief + VRS Result Low Contrast Logo is still visible. Dot Matrix Text is enhanced. Faint Handprint is automatically enhanced. Highlighted text is readable. Coffee Cup Stain is not interfering with bar code anymore. Suppressed Background minimizes file size and makes images internet ready. Image File Size = 47 KB

    12. Indexing Creates “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

    13. Document Capture 101 • Capturing incoming faxes Faxed images are indexed Faxes are sent to your fax number The Fax Server receives the fax transmission and sends it to the system as an electronic image Images are stored in the database

    14. Capturing Faxes Incoming 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.

    15. Print Capture Driver allows for on-the-fly capture and indexing of PC documents Images are stored in the database Document Capture 101 • Capturing emails and PC documents

    16. IntelliChief Print Capture Driver • Capture PC documents (Word, Excel, PDF, etc.) on-the-fly

    17. Department Printer Fax Machine Spool file Formtastic Form Merged Formtastic Form FastFax Email IntelliChief Imaging Database Network Folder Document Capture 101 • Capturing spool files and documents created by a System i (iSeries) ERP application • Spool files generated by the iSeries ERP application are captured with Formtastic

    18. IntelliChief Imaging Database Indexes are passed directly from the ERP application screen to IntelliChief Document Capture 101 • Capturing spool files and documents generated by a System i (iSeries) application

    19. Document Capture 101 • Capturing web based documents IntelliChief Imaging 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

    20. Paperless Purchasing Process Leveraging your System i ERP to Go Paperless

    21. Buyer fills out Purchase Request Sends to manager for approval Manager approves Purchase Request Purchasing generates Purchase Order Purchasing prints Purchase Order Purchase Request Buyer manually faxes PO to supplier & manually files the PO Quadrant Software Quadrant Software System i ERP Buyer fills out Purchase Request online Purchase Request is routed to manager for approval Manager gets notified and approves Purchase Request Approved Purchase Request is routed to Purchasing Purchasing generates PO PO is merged w/ Electronic Form and automatically faxed or emailed to supplier (copy of the PO is archived in the database) Purchasing Process

    22. Quadrant Software Quadrant Software Purchasing Process System i ERP Buyer fills out Purchase Request online Purchase Request is routed to manager for approval Manager gets notified and approves Purchase Request Approved Purchase Request is routed to Purchasing Purchasing generates PO PO is merged w/ Electronic Form and automatically faxed or emailed to supplier (copy of the PO is archived in the database)

    23. Quadrant Software Quadrant Software Purchasing Process System i ERP Buyer fills out Purchase Request online Purchase Request is routed to manager for approval Manager gets notified and approves Purchase Request Approved Purchase Request is routed to Purchasing Purchasing generates PO PO is merged w/ Electronic Form and automatically faxed or emailed to supplier (copy of the PO is archived in the database)

    24. Quadrant Software Quadrant Software Purchasing Process System i ERP Buyer fills out Purchase Request online Purchase Request is routed to manager for approval Manager gets notified and approves Purchase Request Approved Purchase Request is routed to Purchasing Purchasing generates PO PO is merged w/ Electronic Form and automatically faxed or emailed to supplier (copy of the PO is archived in the database)

    25. Quadrant Software Quadrant Software Purchasing Process System i ERP Buyer fills out Purchase Request online Purchase Request is routed to manager for approval Manager gets notified and approves Purchase Request Approved Purchase Request is routed to Accounting Accounting generates PO PO is merged w/ Electronic Form and automatically faxed or emailed to supplier (copy of the PO is archived in the database) Input Data

    26. Quadrant Software Quadrant Software Purchasing Process System i ERP Buyer fills out Purchase Request online Purchase Request is routed to manager for approval Manager gets notified and approves Purchase Request Approved Purchase Request is routed to Accounting Accounting generates PO PO is merged w/ Electronic Form and automatically faxed or emailed to supplier (copy of the PO is archived in the database) Fax/Email/ Print by Document Type PO Will be Faxed / Emailed / Printed Per Default Settings PRMS

    27. Quadrant Software Quadrant Software Purchasing Process System i ERP Buyer fills out Purchase Request online Purchase Request is routed to manager for approval Manager gets notified and approves Purchase Request Approved Purchase Request is routed to Accounting Accounting generates PO PO is merged w/ Electronic Form and automatically faxed or emailed to supplier (copy of the PO is archived in the database) User searches for the original PO directly from ERP PO Inquiry screen

    28. Paperless Payables Process Leveraging your System i ERP to Go Paperless

    29. Quadrant Software Quadrant Software Payables Process Invoices arrive via fax, mail or email Clerk sorts invoices and distributes them for approval Manager approves Invoice A/P vouchers invoice in ERP Check is cut Invoice Check is mailed to vendor System i ERP Faxed / Emailed invoices are electronically captured Invoice is automatically routed to manager for approval Manager gets notified and approves Invoice Approved Invoice is routed to A/P A/P vouchers Invoice Mailed invoices are scanned and digitized Payment is made via ACH or check is printed in secure laser MICR printer

    30. Quadrant Software Quadrant Software Payables Process System i ERP Faxed / Emailed invoices are electronically captured Invoice is automatically routed to manager for approval Manager gets notified and approves Invoice Approved Invoice is routed to A/P A/P vouchers Invoice Mailed invoices are scanned and digitized Payment is made via ACH or check is printed in secure laser MICR printer

    31. Quadrant Software Quadrant Software Payables Process System i ERP Faxed / Emailed invoices are electronically captured Invoice is automatically routed to manager for approval Manager gets notified and approves Invoice Approved Invoice is routed to A/P A/P vouchers Invoice Mailed invoices are scanned and digitized Payment is made via ACH or check is printed in secure laser MICR printer

    32. Quadrant Software Quadrant Software Payables Process System i ERP Faxed / Emailed invoices are electronically captured Invoice is automatically routed to manager for approval Manager gets notified and approves Invoice Approved Invoice is routed to A/P A/P vouchers Invoice Mailed invoices are scanned and digitized Payment is made via ACH or check is printed in secure laser MICR printer

    33. Quadrant Software Quadrant Software Payables Process System i ERP Faxed / Emailed invoices are electronically captured Invoice is automatically routed to manager for approval Manager gets notified and approves Invoice Approved Invoice is routed to A/P A/P vouchers Invoice Mailed invoices are scanned and digitized Payment is made via ACH or check is printed in secure laser MICR printer

    34. Quadrant Software Quadrant Software Payables Process System i ERP Faxed / Emailed invoices are electronically captured Invoice is automatically routed to manager for approval Manager gets notified and approves Invoice Approved Invoice is routed to A/P A/P vouchers Invoice Mailed invoices are scanned and digitized Payment is made via ACH or check is printed in secure laser MICR printer

    35. Quadrant Software Quadrant Software Payables Process System i ERP Faxed / Emailed invoices are electronically captured Invoice is automatically routed to manager for approval Manager gets notified and approves Invoice Approved Invoice is routed to A/P A/P vouchers Invoice Mailed invoices are scanned and digitized Payment is made via ACH or check is printed in secure laser MICR printer

    36. Automatically brings up the Invoice… Retrieval Example

    37. … and all related documents. Retrieval Example

    38. Complete history showing each step taken during the life of the document. Retrieval Example Fax or Email the retrieved document on-the-fly

    39. The Power of Workflow • Routing documents for approval / processing Workflow can route documents based on your business rules, streamlining document processing and distribution

    40. PO Number index = 6497 PO Acknowledgement Invoice Archival / Retrieval Electronic 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 …

    41. Archival / Retrieval • … or from the ERP. Connection with ERP systems can be done in several ways… Function keys Menu options On screen icons/buttons

    42. Going Paperless - Do it right!

    43. 5 Common Implementation Traps • Focusing on “silos” and not on processes • Silo: We just want to scan/retrieve vendor invoices. • Process: what about invoices that are electronic? What about the approval process? What about linking related documents together (PO, Receiver, Invoice, Check)? • Underestimating integration efforts and requirements - Where do users need to see documents? How will they search? Can a user search from the core application?

    44. 5 Common Implementation Traps • Favoring technology versus business goals - Does the technology fit within the business process and meet the goals? • Not giving ROI the attention it deserves - Tangible Savings vs. Intangible Savings • 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!

    45. Presentation and Executive Sign-Off Process Mapping ROI Calculation and Solution Discussion How Do You Start • Use a “Solution Design” to frame your project and get it started on the right foot

    46. The “7 Steps” methodology can help you create a Solution Design Understand the Problem Identify Goals and Requirements 1 2 Map the Current Process Kick-off Technical Design 3 Solution Design 7 Document and Present Design the Solution 6 4 Calculate ROI 5 The Solution Design

    47. The 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!

    48. Summary • 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

    49. Questions and Answers Thank you for attending our webinar! For a free consultation on your paperless initiative, contact: Dennis Sylvestre: dsylvestre@quadrantsoftware.com Visit: www.quadrantsoftware.com Call: 508-594-2700