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
1st image:
All that time I spend filing customer files in the appropriate filing cabinet, manila folder and section is time I’ll never get back!
Is there an easier way to store these files?
2nd image:
Why am I spending so much time looking for Original Orders, invoices, acknowledgements, contracts and other paper documents?
There must be an easier way to find customer files without using filing cabinets!

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?
1st image:
I’m constantly having to call a customer back after I pull their file to be able to answer their questions.
Isn’t there a way I can get their question answered on the first call?
2nd image:
The [AP, AR, IT, etc…] Department is constantly asking us to send them documents we have in our filing cabinets.
Isn’t there a way they can be able to get the information they need on their own?

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.
1st image:
Customer orders can sit for hours or days on someone’s desk without being processed… is there a way to prevent this?
2nd image:
Sending or resending documents to customers or vendors is a pain! We need to print or pull the correct form, then go over to the fax machine and basically sit there until it sends!
Can we get rid of the fax machines and simply or fax the documents without leaving our desks?
3rd image:
Getting those files for auditors wouldn’t be so bad if they weren’t stored off site and in boxes no one has touched in a few years! I hope we can find the files they are looking for!
Is there a better way to comply with audits and get them the files they need without disrupting my work?
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, 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 can’t work!

7. Images are stored in the database
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. 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 Low Contrast Logo Dot Matrix Text
Carbon Copy Handprint
Highlighter
Shaded Background
Coffee Cup Stain

10. Typical Scan Result Image File Size = 135 KB 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. Images are stored in the database
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. Images are stored in the database
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
Capturing spool files and documents created by a System i (iSeries) ERP application
Spool file
Formtastic Form
Merged Formtastic Form
Network Folder
Department Printer
FastFax
Fax Machine
IntelliChief Imaging Database
Spool files generated by the iSeries ERP application are captured with Formtastic

18. IntelliChief Imaging Database
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. IntelliChief Imaging Database
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. Purchasing Process Quadrant Software System i ERP 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
Quadrant Software
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

22. Purchasing Process Quadrant Software 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)

23. Purchasing Process Quadrant Software 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)

24. Purchasing Process Quadrant Software 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)

25. Purchasing Process Input Data
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 Accounting
Accounting generates PO
PO is merged w/ Electronic Form and automatically faxed or ed to supplier (copy of the PO is archived in the database)
Input Data

26. Purchasing Process 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 Accounting
Accounting generates PO
PO is merged w/ Electronic Form and automatically faxed or ed to supplier (copy of the PO is archived in the database)
Fax/ / Print by Document Type
PO Will be Faxed / ed / Printed Per Default Settings
PRMS

27. Purchasing Process Quadrant Software 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 Accounting
Accounting generates PO
PO is merged w/ Electronic Form and automatically faxed or ed 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. Payables Process Quadrant Software System i ERP Quadrant Software
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 cut
Invoice
Check is mailed to vendor
Quadrant Software
Quadrant Software
System i ERP
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
Mailed invoices are scanned and digitized
Payment is made via ACH or check is printed in secure laser MICR printer

30. Payables Process Quadrant Software 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
Mailed invoices are scanned and digitized
Payment is made via ACH or check is printed in secure laser MICR printer

31. Payables Process Quadrant Software 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
Mailed invoices are scanned and digitized
Payment is made via ACH or check is printed in secure laser MICR printer

32. Payables Process Quadrant Software 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
Mailed invoices are scanned and digitized
Payment is made via ACH or check is printed in secure laser MICR printer

33. Payables Process Quadrant Software 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
Mailed invoices are scanned and digitized
Payment is made via ACH or check is printed in secure laser MICR printer

34. Payables Process Quadrant Software 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
Mailed invoices are scanned and digitized
Payment is made via ACH or check is printed in secure laser MICR printer

35. Payables Process Quadrant Software 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
Mailed invoices are scanned and digitized
Payment is made via ACH or check is printed in secure laser MICR printer

36. Retrieval Example
Automatically brings up the Invoice…

37. … and all related documents.
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 document’s image.
Retrieval can happen from a web browser …
PO Number index = 6497 PO
Invoice
Acknowledgement

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

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

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. Thank you for attending our webinar!
Questions and Answers
Thank you for attending our webinar!
For a free consultation on your paperless initiative, contact:
Dennis Sylvestre:
Visit:
Call: