Presentation on theme: "Goods Receipt Document Imaging at Nebraska Public Power District"— Presentation transcript:
1 Goods Receipt Document Imaging at Nebraska Public Power District ASUG Midwest-Central Chapter MeetingApril 21, 2006Presented byDarrel Wieberdink – NPPDJohn Walls – Verbella CMG, LLC
2 Goods Receipt Document Imaging at NPPD Agenda NPPD & Gerald Gentleman Station BackgroundPrevious Process & Resulting ProblemsImaging Solution DesignImaging Solution DetailsBenefits AchievedPotential Next StepsQ & A
3 Goods Receipt Document Imaging at NPPD NPPD and GGS Background Nebraska Public Power DistrictPublic entity, political subdivision of State of Nebraska, largest electric utility in NebraskaCustomers: 400+ wholesale / 80,000+ retail$645M revenues (2004)2200 employeesGerald Gentleman StationLocated near Sutherland NE2 – 650MW Coal Fired Units, largest generating station in NebraskaConsistently at or near #1 performing fossil fuel plant in the nation
4 GR processed and posted in SAP. Goods Receipt Document Imaging at NPPD Previous Goods Receipt Document ProcessGR 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 Problems with Previous Process Goods Receipt Document Imaging at NPPD Previous Goods Receipt Document ProcessProblems with Previous ProcessLabor 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 NPPD Imaging 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 DocumentsAutomated scanning software stores images into SAP as ArchiveLink document, uses barcode to link to corresponding Material Document
8 Goods Receipt Document Imaging at NPPD Imaging Solution Details SAP ArchiveLinkSAP 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 NPPD Imaging Solution Details ArchiveLink FeaturesThe following documents can be stored in a storage system using ArchiveLink:Incoming documentsOutgoing documentsPrint listsArchive files
10 SAP Content Server - What is it? Goods Receipt Document Imaging at NPPD Imaging Solution DetailsSAP 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 DataBaseMulti-OS support includingWindowsVarious Unix systems (New as of 6.30)Does not support optical MediaNo SCANNING Interface
11 SAP Content Server - Availability Goods Receipt Document Imaging at NPPD Imaging Solution DetailsSAP Content Server - AvailabilityCurrent version is 6.30 released in October 2003.License is included in mySAP license.
12 Typical Configuration PBS ContentLinkServerSAP R/3CAS StorageCenteraSAP Content ServerFile system or data base(No optical Media support)Archive Server IBM, FileNet, IXOSJukeboxRetrieval-ClientSAP - GUIClientsScannerNo Scanner Interface for SAP Content ServerScan Client
13 Barcode Scenario Overview SAPBarcode is entered With SAP transactionBarcode Number and SAP Key fieldsAdded to BDS_BAR_IN TableSAPScanning softwareSAP process new entries in both of these tables looking for Matching Bar codesIf a Match is found both entries are deleted and an entry in the Link Table TOA01 is madeDocument is Scanned and Barcode is readIntegrationDoc and ID and Bar code are sent to SAP BDS_BAR_EX TableImage and Barcode is sent to Archive Server
16 Goods Receipt Document Imaging at NPPD Imaging Solution Details Kofax Ascent CaptureData and Document Capture SoftwareBest 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 ServerHighly scaleable, and customizable
21 Goods Receipt Document Imaging at NPPD Imaging Solution Details Kofax AR4ERP Release into SAPComprised 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 NPPD Imaging Solution Details Kofax VRSVRS – Virtual ReScan, allows for the scanning of documentsKofax, Fujitsu and Bell & Howell all sell their scanners with VRS as an option
25 Goods Receipt Document Imaging at NPPD Imaging Solution Details Kodak ScannerDepartmental Scanner25 ppm, with a 50 ADFUSB 2 Interface, no need for SCSI CardList price $1,195.00Other comparable scanners fi-5120C2Reasons for ChoiceLight volumeNPPD is familiar with KodakVery small foot print on desktop
26 Access Material Document for Receipt Services for Object Icon Goods Receipt Document Imaging at NPPD Receiving Document Image DisplayAccess Material Document for ReceiptServices for Object Icon
27 Attachment List displayed Goods Receipt Document Imaging at NPPD Receiving Document Image DisplayAttachment List displayed
28 Archived document displays in viewer Goods Receipt Document Imaging at NPPD Receiving Document Image DisplayArchived document displays in viewer
29 No Warehouse staff time spent filing paper documents Goods Receipt Document Imaging at NPPD Imaging Solution Benefits AchievedShipping Information is available directly via SAP to all who have need to access it:EngineersPlannersWarehouse staffMaintenance staffAccounts PayableNo Warehouse staff time spent filing paper documentsNo Admin. Staff time spent matching receiving documents to Purchase OrdersReduced file spaceEliminated paper records retention issues
30 Goods Receipt Document Imaging at NPPD Potential 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 documentsVendor Invoices for Accounts PayableVendor Quotations, responses to RFPs / RFQsDocuments for Maintenance Notifications & Orders (shop papers, procedures, work instructions, etc.)Various outbound documents
31 Goods Receipt Document Imaging at NPPD Q & A For further information contact:Darrel Wieberdink – NPPDPhil Awtry – NPPDJohn Walls – Verbella CMG