1. Workflow Jim Kondrat

4. Searching… Pulling… Poor Accountability… Process Variation… Duplicate Invoices… Poor Work Distribution… Missing Vendor Terms! No Scale…

5. Processes that took days or weeks now take minutes… OnBase Workflow

6. Saves an estimated $1 million per year 10 AP personnel process more than 600,000 invoices a year Connects more than 70 sites around the country Building Material Holding Corporation

7. 50% reduction in AP backlog Increased volume without increasing staff Simple, flexible integration with existing SAP system

8. Need for Process Automation Reduce Expenses Increase Revenue

9. Delays and duplicate entry – Invoices sit idle in the process Payment is not made Payment is late – Invoice information entered multiple times

10. Work distribution – Too much work – Not enough work – No effective way to measure work No Audit Logs No KPI benchmarking

11. Not meeting vendor terms –Unable to easily adapt process to various terms with multiple vendors

12. Stamp Received: Packing Slip Enter Packing Slip into Accounting System Stamp Received: Invoice Verify that each Invoice has a matching PO & Packing Slip Enter Invoice into Accounting System Deliver work to AP Specialists Call a Web Service Check if Related Documents Exist Call a Web Service Load Balancing Update Keywords Calendars AP Process Mechanics Timers

13. Deliver documents to AP Clerk Find Purchase Order (internal doc) Find Packing Slip (external doc) Find Invoice (external doc) Verify all documents are complete.5 min. 1 min..5 min. NON-VALUE ADD ACTIVITIES VALUE ADD ACTIVITIES 3 Minutes

14. Delivering all AP documents SIMULTANEOUSLY for processing

15. Automate work distribution

16. Load Balancing

17. Automate work distribution Automatically update keywords Automatically update Line of Business Systems Automatically transition documents

18. Need to Enforce Consistency Reduce Processing Time Increase Accuracy

19. Time and cost to: – Manually find and pull matching documents – Verify documents are accurate for matching

20. Time and cost of: – Processing delays Slow approvals Document hand-offs Not knowing if all required documents are available

21. Create Check Verify that the total amount matches on the Invoice, PO, & Packing Slip Compare Keyword Values Verify that the quantity matches on the Invoice, PO, & Packing Slip Compare Keyword Values Is the amount >= $15,000? True Validate Keyword Values Update Accounting System False Call a Web Service Send to AP Manager Electronic Routing Notifications AP Process Mechanics

22. Create check Verify total amounts match on PO, Invoice, Receipt Verify total quantity match on PO, Invoice, Receipt Verify if manager approval is required Route to manager for approval 1 min..5 min. NON-VALUE ADD ACTIVITIES VALUE ADD ACTIVITIES 3.5 Minutes

23. Automatically compare keywords Automatically validate keywords Automatically Update Line of Business Systems Automate Notifications, Transitions, and Approvals

24. Reporting Structure Need for Work Coverage Available Resources

25. Lack of enforceable reporting structure No coverage or accounting for: –Vacations –Sick Time –Weekends –Holidays

26. Send to AP Manager Electronic Routing Vacation Sick Calendars Organization Charts

27. Provides process coverage –Automatically route documents to next available resource –Calendars account for holidays, weekends, vacation and sick days

28. Need to Promote Accountability Approval Management Audit Trails

29. Unknown approval history Approval levels are unknown No clear segregation of duties

30. Audit Logs Security Electronic Routing

31. Audit Logs

32. Audit logs –Complete history of who did what to which document and when Security –Refine access to queues, to tasks and to document types

34. Benefits Reduce cycle times Automate manual processes Ensure work coverage Promote accountability Meet vendor terms & eliminate duplicate payments!

36. Accounts Payable Life Cycle Contested Invoices Life Cycle

37. Need to Manage Communication Vendor Management Correspondence Management

38. 1.Invoice 2.Purchase Order 3.Receipt 4.RFQ 5.RFP 6.Bill of Lading 7.Proof-of-Delivery 8.Inspection Doc. 9.PO Change Order 10.EDI Transaction 11.Vendor Contract 12.Shipping Manifest 13.Vendor Debit Memo 14.Vendor Credit Memo 15.Accounting Adj. 16.Receiving Report 17.Product Specs. 18.Technical Drawings 19.Reference guide or SOP guidelines 20.Correspondence

39. Managing vendor documents Difficulty viewing previous vendor transactions Problems accessing vendor specific SOPs

40. Search for documents related to Vendor Invoice Disputed Contested AP Process Mechanics Search for documents through Document Retrieval Folder Templates

41. Missing Contract Proof of Delivery Inspection Documents Bill of Lading

42. Folder Templates –Provide an organized method for tracking documents Available Missing

43. Vendor Call Vendor about Invoice Invoice # 123215 Contact 9 Second Foods about Invoice Write down Information & Lookup Invoice Accounts Payable Processing Invoice to be paid? Update Invoice Status and Transition True Purge Invoice False Contested AP Process Mechanics

44. Process Change

45. Vendor Contact Vendor about Invoice Submit Information about the Invoice Accounts Payable Processing Invoice to be paid? Update Invoice Status and Transition Purge Invoice False True Contested AP Process Mechanics

46. Vendor Contact Vendor about Invoice Submit Information about the Invoice Accounts Payable Processing Invoice to be paid? Update Invoice Status and Transition Purge Invoice False True Ad Hoc Task Notification w/URL to E-Form E-Form Contested AP Process Mechanics

47. Notifications http://WFServer/appnet/Workflow/WFLogin.aspx?LifeCycleID=%L&QueueID=%Q &DocID=%#

48. E-Forms

49. External E-Form Processing for Non-OnBase Users LoginFormProc

50. Vendor Accounts Payable Processing Invoice to be paid? Update Invoice Status and Transition Purge Invoice False True E-Form SYS – Update Keywords Validate Keyword Values Doc – Remove This Document from All Life Cycles Doc – Transition This Document Ad Hoc Task Notification w/URL to E-Form Contested AP Process Mechanics

51. Automatically notify vendors Enable vendors to self-serve Integrate with other OnBase modules

52. Reduce cycle times Automate manual processes Effectively collaborate with partners and vendors Quickly resolve disputed invoices! Benefits

54. 190+ point and click configurable Rules and Actions

55. Code vs. No Code

56. Click to edit Master text styles –Second level Third level –Fourth level »Fifth level Out of the Box

57. Click to edit Master text styles –Second level Third level –Fourth level »Fifth level Individual document processing Custom code Processes related document sets Transactional automated work Dynamic metadata and routing Automated distribution of work through load balancing, calendars, and organization chart roles Item level auditing Timers Passing documents and metadata to external applications. Workflow metric reporting KPI dashboards Business rules engine

58. Benefits

60. In a non-automated environment the average cost to process a payment can be $12.82 “ ” Source: A 2005 benchmarking study by the IOMA Group (The Institute of Management & Administration)

61. In a highly automated Workflow environment the average cost to process a payment can be $6.81 “ ” Source: A 2005 benchmarking study by the IOMA Group (The Institute of Management & Administration)

62. 20 AP personnel process more than 600,000 invoices a year ~2,400 invoices a day ~120 invoices per employee per day ~4 minutes per invoice

63. 10 AP personnel process more than 600,000 invoices a year ~2,400 invoices a day ~240 invoices per employee per day ~2 minutes per invoice

64. 20 AP personnel paid ~ $60,000 (fringe & benefits) ~$1,200,000 a year Current cost with 10 AP personnel is ~$600,000 Savings ~$600,000 a year

65. 10 AP personnel using Workflow $1,250 per Workflow license $12,500 provides Workflow for entire department ~ $25,000 for development and professional services

66. $600,000 annualized savings –~$12,000 weekly savings $12,500 cost for Workflow for entire department for the entire year + $25,000 in professional services Payback ~3-4 weeks: Self-funding ROI

67. More information Available at:

70. Thank you