170 Systems, Inc.

Copyright © 170 Systems, Inc. 2001

Utilizing Self-Service Applications to Achieve Operational Efficiency:

Three Case Studies

Jeff Colket

This material is confidential and proprietaryto 170 Systems, Inc. and may not be disclosed

170 Systems, Inc.


The 170 Systems Solution

170 Systems provides products and services that allow organizations:

to bring all information on-line, regardless of format or source

into integrated web-deployed systems

that streamline business processes


170 Systems has …

Provided business solutions since 1990 100+ implementations Implemented systems in over 40 countries An Oracle ‘Certified Advantage Partner’ status Seamless integration to Oracle Image and document enabling -

Any Oracle Application module Any Oracle Tool or third party tool Any Custom built module or legacy system

The leading provider for Oracle


170 Systems MarkViewtm solutions …

Help companies reduce costs by streamlining business processes

Payables Purchasing HR

Receivables Sales Manufacturing

Expenses Contracts CRM Enforce good practice with workflow Make ‘any source’ documents and images available

Online Integrated with the business systems Secure


Sample Customers …


Generation 1Generation 1

• Basic Scan & Retrieve• Stand alone systems• Not leveraged by knowledge workers• Not integrated with business processes or corporate information

Generation 2Generation 2

• The introduction of basic workflow• Data redundancy and data integrity issues due to stand alone/silo systems• Not integrated with Business Process

170 Systems170 Systems

• Streamlined solution with seamless integration of the document management solution and the ERP application.

• Access to corporate information in production databases from the document

• Used by the knowledge worker

• Granular measurement and control capabilities to continuously improve the process

170 Systems Solution


Any Access or Interaction Method

Multi-Channel

Information

Access

WirelessWireless

Paper

Paper

FaxFax

Em

ailE

mail

Stand-alone

Stand-alone

ExtranetExtranet

Intra

net

Intra

net

Integrated

Integrated


Case 1: Corporate Overview

Michael Baker Corporation specializes in: Engineering design for the transportation Operation and maintenance of oil and gas

production facilities Architectural and environmental services Construction management for building and

transportation projects.

The company has more than 4,200 employees in over 30 offices around the world.


Internet Expense Solution RequirementsA self-service solution that automates our expense reimbursement processes while reducing transaction processing costs and reimbursement cycle times.

A document imaging solution for Oracle 11i ERP’s Expenses, Projects and Accounts Payable modules.

Able to incorporate and integrate all of the necessary information for project re-billing to their clients.

Must integrate seamlessly into Oracle 11i and appear as a single solution.

Able to fit into the corporation’s requirements that this system be hosted external from Baker by AT&T hosting services.


Streamlining T&E Processing--Challenges

To significantly reduce expense reimbursement cycle times and associated costs

Issues/costs existed with approving on-line expense reports and paper-based expense receipts Over 1500 expense report submissions per month

and growing 18,000 of expense receipts annually


Internet Expenses-- Solution Benefits

Significantly streamlined T&E processing and reduced costs associated with the reimbursement cycle

Less work/demand on internal resources

Provided a measurable return on investment

Fostered and created highest degree of customer satisfaction

Enhanced Internet Expenses application



General Dynamics Network Systems, headquartered in Needham, MA.

Design and build complex telecommunications networks for nearly 50 years.

Over 4,000 skilled technical personnel provide design, integration, installation and support services for enterprise, wireless and space-based networks.

Pioneered the rapid deployment of wireless communications networks.

Deployed more than 10,000 wireless sites around the globe.

One of four separate business units


GD Historical AP Process

Paper was everywhere

Lots of paper handling in the field and in A/P

Expensive to ship documents around the company

Vendor support was difficult

Error prone coding processes for remote locations

Long payment cycles

No visibility into the process


Performance information Real time monitoring Re-allocation of resources

Reporting via MarkView Reports Throughput by user Throughput by organization Process duration

GD AP Solution Benefits



Cigna Corporation

Healthcare, insurance, retirement and investment management products and services worldwide.

Headquartered in Philadelphia, PA.

39,000 employees in 100 locations.


Cigna Internet Expense Solution Requirements

A self-service solution that automates expense reimbursement processes while reducing transaction processing costs and reimbursement cycle times.

A document management solution integrated with Oracle’s Expenses and Accounts Payable modules.

Seamless integration into existing system to appear as a single solution.


Streamlining T&E Processing--Challenges

Issues/costs existed with approving expense reports and paper-based expense receipts. Approximately 7,000 expense report

submissions per month and growing. 90,000 expense receipts annually.


Streamlining T&E Processing—Benefits for Cigna

Reduce the time Accounts Payable staff, management personnel, and employees spend working with paper expense receipts in the approval and reimbursement process.

Reduce long reimbursement cycles, delivering expense checks more quickly to employees.

Ease compliance with company travel and expense policies.

Eliminate the challenge of managing paper-based expense receipt backup.


Automated Receipt Handling

Convenient access to receipts any time.

Significant reduction in transport costs (eliminates need to mail or inter-office receipts).

Elimination of costs associated with tracking and storage of hardcopy receipts.

Enhances Oracle Expense and Concur applications.

Streamlines receipt handling.

Reduces costs associated with the reimbursement process.

Fosters and creates a high degree of employee satisfaction.


The On-line Expense Document Flow

Receipts handled outside of the on-line process Very labor intensive to handle the receipts and typically

receipts are not viewed except during random sampling Ineffective management control Random sampling process is expensive

Receipts are often sent via Fed-ex No association between documents and transactions Lots of Filing


Potential Expense Processing Future State

Enter Expense Detail

Print Bar-Coded

Cover Sheet

Automatic Association

of Image with Expense

RecordFax Receipts

Routing


Standard AP Challenges

Invoices arrive at multiple locations in varying states

(coded, approved, etc.)

Processes are labor intensive, multiple “touches”

Documents sent multiple times through inter-office

mail, Fed-ex, fax, etc.

Information is captured multiple times

Documents sit on desks with little to no visibility

Rework when information is incorrect

Significant work keeping all the information together


Demonstration


For More Information

Contact 170 Systems at 1-800-788-6170 or 781-743-1900, or email [email protected]

Contact Brian Blond at (415) 786-4496, or send email to [email protected]

Visit the Website of 170 Systems at www.170systems.com

170 Systems, Inc.

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