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Paperless Solutions for the System I - Do it right the first time - Dennis Sylvestre Quadrant Software, Inc

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Presentation on theme: "Paperless Solutions for the System I - Do it right the first time - Dennis Sylvestre Quadrant Software, Inc"— Presentation transcript:

1 Paperless Solutions for the System I - Do it right the first time - Dennis Sylvestre Quadrant Software, Inc

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 wont 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 youll 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 someones desk) Managing high volume of documents from different sources –Receive faxes from vendors, from customers, mail from other branches, paper invoices coming in via fax and 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 cant work!

7 Document Capture 101 Capturing paper documents Invoices Purchase Orders Bills of Lading Proof of Delivery Statements Acknowledgements …etc… Documents are scannedImages are indexedImages are stored in the database

8 Scanning 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

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

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

11 IntelliChief + 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.

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

13 Document Capture 101 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

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

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

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

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

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 Quadrant Software Buyer fills out Purchase Request Sends to manager for approval Manager approves Purchase Request Purchasing generates Purchase Order Buyer manually faxes PO to supplier & manually files the PO Purchasing prints Purchase Order Purchase Request System i ERP Buyer fills out Purchase Request online 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 ed to supplier (copy of the PO is archived in the database) Purchase Request is routed to manager for approval Purchasing Process

22 System i ERP Quadrant Software Buyer fills out Purchase Request online 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 ed to supplier (copy of the PO is archived in the database) Purchase Request is routed to manager for approval Purchasing Process

23 System i ERP Quadrant Software 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 ed to supplier (copy of the PO is archived in the database) Purchasing Process

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

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

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

27 System i ERP Quadrant Software PO is merged w/ Electronic Form and automatically faxed or ed to supplier (copy of the PO is archived in the database) Accounting generates PO Buyer fills out Purchase Request online Manager gets notified and approves Purchase Request Approved Purchase Request is routed to Accounting Purchase Request is routed to manager for approval Purchasing Process 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 Invoices arrive via fax, mail or Clerk sorts invoices and distributes them for approval Manager approves Invoice A/P vouchers invoice in ERP Check is mailed to vendor Check is cut System i ERP Quadrant Software Faxed / ed 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 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 Payables Process

30 System i ERP Quadrant Software Faxed / ed 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 Payment is made via ACH or check is printed in secure laser MICR printer Mailed invoices are scanned and digitized Payables Process

31 System i ERP Quadrant Software Faxed / ed 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 Payment is made via ACH or check is printed in secure laser MICR printer Mailed invoices are scanned and digitized Payables Process

32 System i ERP Quadrant Software Faxed / ed 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 Payment is made via ACH or check is printed in secure laser MICR printer Mailed invoices are scanned and digitized Payables Process

33 System i ERP Quadrant Software Faxed / ed 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 Payment is made via ACH or check is printed in secure laser MICR printer Mailed invoices are scanned and digitized Payables Process

34 System i ERP Quadrant Software Faxed / ed 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 Payment is made via ACH or check is printed in secure laser MICR printer Mailed invoices are scanned and digitized Payables Process

35 System i ERP Quadrant Software Faxed / ed 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 Payment is made via ACH or check is printed in secure laser MICR printer Mailed invoices are scanned and digitized Payables Process

36 Retrieval Example Automatically brings up the Invoice…

37 Retrieval Example … and all related documents.

38 Retrieval Example Complete history showing each step taken during the life of the document. Fax or 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 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 documents image. Retrieval can happen from a web browser … PO Number index = 6497 PO Acknowledgement Invoice

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

42 Going Paperless - Do it right!

43 5 Common Implementation Traps 1.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)? 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?

44 5 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!

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

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

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: Visit: Call:


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