Post on 30-Mar-2015
Paperless Solutions for the System I
- Do it right the first time -
Paperless Solutions for the System I
- Do it right the first time -
Dennis Sylvestre
Quadrant Software, Inc
dsylvestre@quadrantsoftware.com
AgendaAgenda
• 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
Problems with paper handlingProblems 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
Problems with paper handlingProblems 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?
Problems with paper handlingProblems 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.
Why Go PaperlessWhy 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!
Document Capture 101Document Capture 101
• Capturing paper documents
InvoicesPurchase OrdersBills of LadingProof of DeliveryStatementsAcknowledgements…etc…
Documents are scanned Images are indexed Images are stored in the
database
ScanningScanning
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 Scan
Scan
Scan
Scanning ChallengesScanning Challenges
Shaded Background
Dot Matrix Text
Highlighter
Coffee Cup Stain
Carbon Copy Handprint
Low Contrast Logo
Typical Scan ResultTypical Scan Result
Shaded Background
Dot Matrix Text
Highlighter
Coffee Cup Stain
Low Contrast Logo
Image File Size = 135 KB
Carbon Copy Handprint
IntelliChief + VRS ResultIntelliChief + 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.
IndexingIndexingCreates “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
Document Capture 101Document 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
Capturing FaxesCapturing FaxesIncoming 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.
Document Capture 101Document Capture 101• Capturing emails and PC documents
Print Capture Driver allows for on-the-fly
capture and indexing of PC documents
Images are stored in the
database
IntelliChief Print Capture DriverIntelliChief Print Capture Driver• Capture PC
documents (Word, Excel, PDF, etc.) on-the-fly
Document Capture 101Document Capture 101
•Spool files generated by the iSeries ERP application are captured with Formtastic
Spool file Formtastic 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
Document Capture 101Document 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
Document Capture 101Document 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
Paperless Purchasing ProcessPaperless Purchasing Process
Leveraging your System i ERP to Go Paperless
Quadrant SoftwareQuadrant Software Quadrant SoftwareQuadrant Software
Buyer fills out Purchase Request
Buyer fills out Purchase Request
Sends to manager for
approval
Sends to manager for
approval
Manager approves Purchase Request
Manager approves Purchase Request
Purchasing generates
Purchase Order
Purchasing generates
Purchase Order
Buyer manually faxes PO to supplier & manually files the
PO
Buyer manually faxes PO to supplier & manually files the
PO
Purchasing prints Purchase Order
Purchasing prints Purchase Order
Purchase Request
System i ERPSystem i ERP
Buyer fills out Purchase Request
online
Buyer fills out Purchase Request
online
Manager gets notified and
approves Purchase Request
Manager gets notified and
approves Purchase Request
Approved Purchase Request
is routed to Purchasing
Approved Purchase Request
is routed to Purchasing
Purchasing generates POPurchasing
generates PO
PO is merged w/ Electronic Form and automatically
faxed or emailed to supplier (copy of the PO is archived in the database)
PO is merged w/ Electronic Form and automatically
faxed or emailed to supplier (copy of the PO is archived in the database)
Purchase Request is routed to
manager for approval
Purchase Request is routed to
manager for approval
Purchasing Process
System i ERPSystem i ERPQuadrant SoftwareQuadrant Software Quadrant SoftwareQuadrant Software
Buyer fills out Purchase Request
online
Buyer fills out Purchase Request
online
Manager gets notified and
approves Purchase Request
Manager gets notified and
approves Purchase Request
Approved Purchase Request
is routed to Purchasing
Approved Purchase Request
is routed to Purchasing
Purchasing generates POPurchasing
generates PO
PO is merged w/ Electronic Form and automatically
faxed or emailed to supplier (copy of the PO is archived in the database)
PO is merged w/ Electronic Form and automatically
faxed or emailed to supplier (copy of the PO is archived in the database)
Purchase Request is routed to
manager for approval
Purchase Request is routed to
manager for approval
Purchasing Process
System i ERPSystem i ERPQuadrant SoftwareQuadrant Software Quadrant SoftwareQuadrant Software
Buyer fills out Purchase Request
online
Buyer fills out Purchase Request
online
Purchase Request is routed to
manager for approval
Purchase Request is routed to
manager for approval
Manager gets notified and
approves Purchase Request
Manager gets notified and
approves Purchase Request
Approved Purchase Request
is routed to Purchasing
Approved Purchase Request
is routed to Purchasing
Purchasing generates POPurchasing
generates PO
PO is merged w/ Electronic Form and automatically
faxed or emailed to supplier (copy of the PO is archived in the database)
PO is merged w/ Electronic Form and automatically
faxed or emailed to supplier (copy of the PO is archived in the database)
Purchasing Process
System i ERPSystem i ERPQuadrant SoftwareQuadrant Software Quadrant SoftwareQuadrant Software
Buyer fills out Purchase Request
online
Buyer fills out Purchase Request
online
Manager gets notified and
approves Purchase Request
Manager gets notified and
approves Purchase Request
Approved Purchase Request
is routed to Purchasing
Approved Purchase Request
is routed to Purchasing
PO is merged w/ Electronic Form and automatically
faxed or emailed to supplier (copy of the PO is archived in the database)
PO is merged w/ Electronic Form and automatically
faxed or emailed to supplier (copy of the PO is archived in the database)
Purchasing generates POPurchasing
generates PO
Purchase Request is routed to
manager for approval
Purchase Request is routed to
manager for approval
Purchasing Process
System i ERPSystem i ERPQuadrant SoftwareQuadrant Software Quadrant SoftwareQuadrant Software
PO is merged w/ Electronic Form and automatically
faxed or emailed to supplier (copy of the PO is archived in the database)
PO is merged w/ Electronic Form and automatically
faxed or emailed to supplier (copy of the PO is archived in the database)
Accounting generates POAccounting
generates PO
Buyer fills out Purchase Request
online
Buyer fills out Purchase Request
online
Manager gets notified and
approves Purchase Request
Manager gets notified and
approves Purchase Request
Approved Purchase Request
is routed to Accounting
Approved Purchase Request
is routed to Accounting
Purchase Request is routed to
manager for approval
Purchase Request is routed to
manager for approval
Input Data
Purchasing Process
System i ERPSystem i ERPQuadrant SoftwareQuadrant Software Quadrant SoftwareQuadrant Software
Buyer fills out Purchase Request
online
Buyer fills out Purchase Request
online
Manager gets notified and
approves Purchase Request
Manager gets notified and
approves Purchase Request
Approved Purchase Request
is routed to Accounting
Approved Purchase Request
is routed to Accounting
PO is merged w/ Electronic Form and automatically
faxed or emailed to supplier (copy of the PO is archived in the database)
PO is merged w/ Electronic Form and automatically
faxed or emailed to supplier (copy of the PO is archived in the database)
Accounting generates POAccounting
generates PO
Purchase Request is routed to
manager for approval
Purchase Request is routed to
manager for approval
Purchasing Process
Fax/Email/ Print by Document Type
PRMSPO Will be Faxed / Emailed / Printed Per Default Settings
System i ERPSystem i ERPQuadrant SoftwareQuadrant Software Quadrant SoftwareQuadrant Software
PO is merged w/ Electronic Form and automatically
faxed or emailed to supplier (copy of the PO is archived in the database)
PO is merged w/ Electronic Form and automatically
faxed or emailed to supplier (copy of the PO is archived in the database)
Accounting generates POAccounting
generates PO
Buyer fills out Purchase Request
online
Buyer fills out Purchase Request
online
Manager gets notified and
approves Purchase Request
Manager gets notified and
approves Purchase Request
Approved Purchase Request
is routed to Accounting
Approved Purchase Request
is routed to Accounting
Purchase Request is routed to
manager for approval
Purchase Request is routed to
manager for approval
Purchasing Process
User searches for the original PO directly from ERP PO Inquiry screen
User searches for the original PO directly from ERP PO Inquiry screen
Paperless Payables ProcessPaperless Payables Process
Leveraging your System i ERP to Go Paperless
Invoices arrive via fax, mail or
Invoices arrive via fax, mail or
Clerk sorts invoices and
distributes them for approval
Clerk sorts invoices and
distributes them for approval
Manager approves Invoice
Manager approves Invoice
A/P vouchers invoice in ERP A/P vouchers
invoice in ERP
Check is mailed to vendor
Check is mailed to vendor
Check is cutCheck is cut
System i ERPSystem i ERPQuadrant SoftwareQuadrant Software Quadrant SoftwareQuadrant Software
Faxed / Emailed invoices are
electronically captured
Faxed / Emailed invoices are
electronically captured
Invoice is automatically
routed to manager for
approval
Invoice is automatically
routed to manager for
approval
Manager gets notified and
approves Invoice
Manager gets notified and
approves Invoice
Approved Invoice is routed to A/P
Approved Invoice is routed to A/P
Invoice
A/P vouchers Invoice
A/P vouchers Invoice
Payment is made via ACH or check is printed in secure laser MICR printer
Payment is made via ACH or check is printed in secure laser MICR printer
Mailed invoices are scanned and
digitized
Mailed invoices are scanned and
digitized
Payables Process
System i ERPSystem i ERPQuadrant SoftwareQuadrant Software Quadrant SoftwareQuadrant Software
Faxed / Emailed invoices are
electronically captured
Faxed / Emailed invoices are
electronically captured
Invoice is automatically
routed to manager for
approval
Invoice is automatically
routed to manager for
approval
Manager gets notified and
approves Invoice
Manager gets notified and
approves Invoice
Approved Invoice is routed to A/P
Approved Invoice is routed to A/P
A/P vouchers Invoice
A/P vouchers Invoice
Payment is made via ACH or check is printed in secure laser MICR printer
Payment is made via ACH or check is printed in secure laser MICR printer
Mailed invoices are scanned and
digitized
Mailed invoices are scanned and
digitized
Payables Process
System i ERPSystem i ERPQuadrant SoftwareQuadrant Software Quadrant SoftwareQuadrant Software
Faxed / Emailed invoices are
electronically captured
Faxed / Emailed invoices are
electronically captured
Invoice is automatically
routed to manager for
approval
Invoice is automatically
routed to manager for
approval
Manager gets notified and
approves Invoice
Manager gets notified and
approves Invoice
Approved Invoice is routed to A/P
Approved Invoice is routed to A/P
A/P vouchers Invoice
A/P vouchers Invoice
Payment is made via ACH or check is printed in secure laser MICR printer
Payment is made via ACH or check is printed in secure laser MICR printer
Mailed invoices are scanned and
digitized
Mailed invoices are scanned and
digitized
Payables Process
System i ERPSystem i ERPQuadrant SoftwareQuadrant Software Quadrant SoftwareQuadrant Software
Faxed / Emailed invoices are
electronically captured
Faxed / Emailed invoices are
electronically captured
Invoice is automatically
routed to manager for
approval
Invoice is automatically
routed to manager for
approval
Manager gets notified and
approves Invoice
Manager gets notified and
approves Invoice
Approved Invoice is routed to A/P
Approved Invoice is routed to A/P
A/P vouchers Invoice
A/P vouchers Invoice
Payment is made via ACH or check is printed in secure laser MICR printer
Payment is made via ACH or check is printed in secure laser MICR printer
Mailed invoices are scanned and
digitized
Mailed invoices are scanned and
digitized
Payables Process
System i ERPSystem i ERPQuadrant SoftwareQuadrant Software Quadrant SoftwareQuadrant Software
Faxed / Emailed invoices are
electronically captured
Faxed / Emailed invoices are
electronically captured
Invoice is automatically
routed to manager for
approval
Invoice is automatically
routed to manager for
approval
Manager gets notified and
approves Invoice
Manager gets notified and
approves Invoice
Approved Invoice is routed to A/P
Approved Invoice is routed to A/P
A/P vouchers Invoice
A/P vouchers Invoice
Payment is made via ACH or check is printed in secure laser MICR printer
Payment is made via ACH or check is printed in secure laser MICR printer
Mailed invoices are scanned and
digitized
Mailed invoices are scanned and
digitized
Payables Process
System i ERPSystem i ERPQuadrant SoftwareQuadrant Software Quadrant SoftwareQuadrant Software
Faxed / Emailed invoices are
electronically captured
Faxed / Emailed invoices are
electronically captured
Invoice is automatically
routed to manager for
approval
Invoice is automatically
routed to manager for
approval
Manager gets notified and
approves Invoice
Manager gets notified and
approves Invoice
Approved Invoice is routed to A/P
Approved Invoice is routed to A/P
A/P vouchers Invoice
A/P vouchers Invoice
Payment is made via ACH or check is printed in secure laser MICR printer
Payment is made via ACH or check is printed in secure laser MICR printer
Mailed invoices are scanned and
digitized
Mailed invoices are scanned and
digitized
Payables Process
System i ERPSystem i ERPQuadrant SoftwareQuadrant Software Quadrant SoftwareQuadrant Software
Faxed / Emailed invoices are
electronically captured
Faxed / Emailed invoices are
electronically captured
Invoice is automatically
routed to manager for
approval
Invoice is automatically
routed to manager for
approval
Manager gets notified and
approves Invoice
Manager gets notified and
approves Invoice
Approved Invoice is routed to A/P
Approved Invoice is routed to A/P
A/P vouchers Invoice
A/P vouchers Invoice
Payment is made via ACH or check is printed in secure laser MICR printer
Payment is made via ACH or check is printed in secure laser MICR printer
Mailed invoices are scanned and
digitized
Mailed invoices are scanned and
digitized
Payables Process
Retrieval ExampleRetrieval Example
Automatically brings up the Invoice…
Retrieval ExampleRetrieval Example
… and all related documents.
Retrieval ExampleRetrieval Example
Complete history showing each step
taken during the life of the
document.Fax or Email the retrieved document on-the-fly
The Power of WorkflowThe Power of Workflow• Routing documents for approval / processing
Workflow can route documents based on your business rules, streamlining document processing and distribution
Archival / RetrievalArchival / RetrievalElectronic 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
Acknowledgement
Invoice
• … or from the ERP. Connection with ERP systems can be done in several ways…
Function keys
Menu options
On screen icons/buttons
Archival / RetrievalArchival / Retrieval
Going Paperless - Do it right!Going Paperless - Do it right!
5 Common Implementation Traps5 Common Implementation Traps
1. Focusing on “silos” and not on processes1. Silo: We just want to scan/retrieve vendor invoices.
2. 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?
5 Common Implementation Traps5 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!
How Do You StartHow Do You Start
• Use a “Solution Design” to frame your project and get it started on the right foot
Process Mapping ROI Calculation and Solution DiscussionPresentation and
Executive Sign-Off
Understand the Problem
Understand the Problem
1 Identify Goals and Requirements
Identify Goals and Requirements
2
The Solution DesignThe Solution DesignThe “7 Steps” methodology can help you
create a Solution Design
Design the Solution
Design the Solution
4Document and Present
Document and Present
6
Calculate ROICalculate ROI5
Solution Solution DesignDesign Map the Current
Process
Map the Current Process
3Kick-off Technical Design
Kick-off Technical Design
7
The Solution DesignThe 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!
SummarySummary
• 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
Questions and AnswersQuestions and AnswersThank 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