Developer and Fusion Middleware 1 _ Paul Ricketts _ Paper Process Automation for Oracle...

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Paper Process Automation for Oracle Applications Paul Ricketts Oracle Content and Portals

Agenda

•  Imaging Business Challenges •  Introducing Oracle WebCenter Imaging • Customer Examples • Summary

BUSINESS CHALLENGES Paper Process Automation

Business Challenges

1.  Cost of Managing Physical Information (Paper) 2.  Time Taken to Process Physical Information 3.  Visibility of the ‘Business’, Information Managed

Outside of the Application 4.  Risk to the Organisation by Managing Physical

Information

Let’s take a look at what the organisation is after from an automation solution…

LOB Manager (Finance, HR etc.) Applications Imaging Decision-Maker

• What do I care about? •  Decreasing key metrics such as receipt-to-payment cycle

times, cost per new hire and processing cost-per-invoice •  Increasing departmental productivity (keeping labour

costs in check) •  Gaining insight into processes to help achieve the above

• What am I looking for? •  Imaging that is tightly integrated with the ERP system

(invisible content management) •  Imaging that allows for workflow control at the

departmental level •  Imaging that offers custom dashboard view of key metrics

• What don’t I care about? •  Technology; just make it easy and make it work •  Cost of imaging system

LOB End-User (Finance, HR etc.) Applications Imaging End-User

• What do I care about? •  Working through my task queue as quickly as possible

so I can do more stimulating & rewarding work •  Keeping errors (i.e. data mis-entry) to a minimum

• What am I looking for? •  Imaging that is tightly integrated with the ERP system

(invisible content management) •  Imaging that offers fast and easy exception handling

capabilities • What don’t I care about?

•  Technology; just make it easy and make it work

IT Infrastructure/Applications Manager Applications Imaging Buyer

• What do I care about? •  Controlling costs: SW, HW, M&S, administration •  Building a sustainable, re-usable IT infrastructure •  Keeping LOB managers and end-users happy J

• What am I looking for? •  Imaging that is quick to deploy •  Imaging that is fairly easy to maintain •  Imaging that can be extended to multiple applications •  Imaging that is in line with IT direction

• What don’t I care about? •  Silly question: there’s nothing an IT manager doesn’t

care about when it comes to buying software

INTRODUCING WEBCENTER IMAGING (IPM)

Paper Process Automation

Oracle Fusion Middleware Integral Components of the Oracle Technology Stack

Oracle Applications

Oracle Database Oracle Systems

Oracle WebCenter Suite The User Engagement Platform for Social Business

•  One Integrated Product Suite - Sites, Portal, Connect, Content

•  Transforming Organizations to Social Business - Improve Business Agility, Increase Customer Loyalty, Enhance User Productivity, Seamless Access to the Right Information

•  Architected together to Connect People and Information - Desktop/Mobile/Tablet, Search, Gadgets, Application Integration, SaaS/Cloud

Oracle WebCenter Content

•  Document Management (DM) •  Records Management (RM) •  Web Content Management (WCM) •  Digital Asset Management (DAM) •  Image and Process Management (IPM)

•  Document Capture •  Distributed Document Capture •  Forms Recognition •  Workflow and Exception Handling •  Pre-Built Applications Adaptors

The IPM Solution

• Eliminates paper and content-enables processes to lower costs and increase efficiency/productivity:

•  Capture digitizes documents & extracts data: •  Paper, eMails, Faxes, Print Streams etc. •  Pulls key data from documents to decrease manual entry •  Integrates with Applications to validate data

•  Imaging stores, retrieves & manages documents: •  Provides a centralized repository with lifecycle management •  Enables seamless search and access from within application

UIs •  BPM capabilities accelerate document-driven processes:

•  Workflow enables faster and complex routing of documents •  Monitoring provides insight into key performance metrics

IPM Customers

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• “Enterprises are recognizing the value of deploying a consistent set of technologies across all of the LOBs that require capture and imaging, and they will look to standardize on a limited list of suppliers providing seamlessly integrated solutions.”

• “Capture and image management vendors need to provide a service-oriented architecture and support Web services. Strong business process management (BPM) facilities or integration with platform BPM offerings are also key.”

• “Records management needs to be integrated with capture and image management solutions for large organizations.”

Capture & Image Management Software Market Forecast, 2008-12

IDC

•  Attachments: •  Replace native application attachment document stores •  View and attach documents associated with application entities •  Provide enterprise class scalability and functionality •  Leverage application content throughout the enterprise •  Examples: call centers, marketing campaigns

•  Imaging: •  Automate paper-based processes •  Provide imaging, capture, workflow and document task processing •  High document routing and mark-up requirements •  Examples: Accounts payable, time & expense management, order

management, employee onboarding, etc...

Oracle IPM Complimentary solutions for active & transactional content

15

IPM Solution Areas Compared to Traditional Content Management

Accounts Payable

Compliance/Governance

Traditional DocMan

Dealer Extranet

Call Center Public Web Sites

General Intranet

Report Output Mgmt

Claims Processing

Accounts Receivable

SMALL VOLUME OF CONTENT

LOW NUMBERS OF USERS AND

CONSUMERS

HIGH NUMBERS OF USERS AND CONSUMERS

LARGE VOLUME OF CONTENT

Knowledge Mgmt

Expense Processing

HR application processing Policies & Procedures Brand mgmt E-Gov

Transactional Content

TraditionalContent

INVOICE PROCESSING Paper Process Automation

Typical A/P Department Invoice processing without capture & imaging

Invoices Received: Opened, Prepped, Sorted

Manual Invoice Entry into ERP

Validation Against P.O.

Manually Route for Approvals

DAY 10

Invoices Return to A/P Desk

Final Review & Release for Payment

!

DAY 20 DAY 30+

!

LOW

INV

OIC

E V

OLU

ME

HIGH INVOICE PROCESS AUTOMATION

EDI/XML from

large suppliers

Oracle iSupplier Portal PeopleSoft eSettlements

Oracle E-Business Suite PeopleSoft Enterprise

ORACLE’S IMAGING SOLUTION FOR FINANCIALS

Oracle’s Integrated Invoice Processing Solution End-to-end invoice process optimization and automation

Self-service

invoicing

Paper invoices

Complete

•  Complete solution from invoice receipt to payment

•  Supports varying automation levels •  Developed as product and supported

by Oracle

Integrated

•  Maintains ERP user experience

•  Solutions based on Oracle’s best practices

•  No duplication – leverages native ERP functionality where available

Strategic •  Component of Fusion Middleware

•  Provides imaging infrastructure for other enterprise imaging needs

Oracle’s Imaging Solution Key differentiators

Payables with Oracle’s Imaging Solution One integrated system for end-to-end invoice processing

Workflow & Monitor Extract & Index Capture Approve Access Store

Invoices Scanned Centrally or Remotely

Data extracted & Sent to E-Business Suite / PeopleSoft

Invoices Stored in Central Repository

Invoice Images & Data Accessed via EBS / PSFT

DAY 1

Exception Handling Workflows & Real-time Monitoring

Automated Approvals

DAY 2-5 DAY 5-7

•  Decrease storage, transportation and labor costs •  Streamline procure-to-pay operations •  Improve process visibility •  Strengthen financial controls •  Maximize your E-Business Suite / PeopleSoft investment

A/P Automation Spectrum Which level is right for you?

LOW: Back-end capture & archive

MID: Front-end capture & data entry

HIGH: Front-end intelligent capture & workflow

•  Invoices scanned centrally or remotely upon receipt •  Routed to ERP for data entry (key from image)

•  Batch scan and index invoices at process completion •  Accessed via searches on image indexes

•  Invoices scanned upon receipt, indexed with IDR •  P.O. matching, vendor maintenance automated •  Human intervention only required for exceptions

Processing Volume 5,000 invoices / mth + 3,000 invoices / mth 1,000 invoices / mth -

Oracle Document Capture Oracle Forms Recognition

Oracle’s End-to-End Invoice Processing Solution Components

Oracle Imaging & Process Management

Oracle Financials

Store | Retrieve | Manage

Search | Access | Approve

Ready for Payment

Route | Delegate | Monitor Oracle Business Process Management Suite

Scan Extract

Index Commit

Invoices scanned centrally or remotely

Data extracted & sent to Oracle

Invoices stored in central repository

Invoice images & data accessed via Oracle ERP


Automated Approvals

Workflow & Monitor

Extract & Index Capture Approve Access Store


+Scan

Centralized Document Capture High-volume scan & index

Import Index

Recognition

Commit

High-volume scanning Automated indexing via barcode recognition

Import from email, network folders, fax and FTP servers

Zonal, ad-hoc OCR Relational pick-lists and database look-ups

Content repository

Centralized Document Capture High volume scan & index

•  Import paper documents, emails, faxes and electronic documents

•  Barcode recognition captures key data (expense reports)

•  Assign invoices by region or priority level (or customize as needed) for routing to E-Business Suite

•  Auto-archiving of invoices to content repository

•  Supports all enterprise scanners (Adrenaline and ISIS)

Distributed Document Capture Web-based scan & index for remote workers

•  Reduce inter-office shipping costs •  Decrease processing times with ad-hoc scanning capability •  Index invoice data remotely or centrally •  Support for desktop scanners (TWAIN) or Multi-Function Devices

(MFDs)


Data extracted & sent to Oracle ERP




Automated Approvals

Workflow & Monitor



Let’s Take a Look at an Invoice

What is the PO Number? Who is the supplier? What goods are being invoiced for, how many, how much?

What about this one?

What is the PO Number? Who is the supplier? What goods are being invoiced for, how many, how much?

Dealing with Different Layouts

= 500000 Global Suppliers = 50 Image Configurations = 31 Out of the Box!

Intelligent Forms Recognition Extract Invoice Data without Templates or Rules

•  Process diverse invoice formats with no rules, anchors, templates or keyword libraries

•  Extract invoice header and line data •  Automatic invoice line matching with POs

Classify: •  Content-based recognition & sorting •  Document agnostic

3

1

Extract: •  Context-based data extraction •  Language independent

2

Validation and Matching: •  Leverage ERP data •  Fuzzy search for fault tolerant data validation

3

1

2

3

1

2

3






Automated Approvals

Workflow & Monitor



Enterprise Image Storage High volume, highly-configurable

•  Very high volume document storage •  Managed in applications for security and behavior

•  Configurable storage policies: •  Leverage fast storage when needed

•  Cross application and secured saved searches

Magnetic

SAN, NAS

SnapLock Oracle UCM =

Need Records Management? = Oracle URM






Automated Approvals

Workflow & Monitor



Tightly Integrated User Experience One-click access to imaged documents

•  View task and image •  Key from image •  Resolve exceptions •  Annotate invoices • Redact information

•  Viewer and Task List is launched from ERP UI to:

Workflow Solution

Task List

Application Integration Solution

Images

ERP Lookups, Updates Human Workflow

Workflow Task

Task Viewer

Application Adapter for ECM

ERP Events

•  Adapters available for E-Business Suite and PeopleSoft*

•  Designed to minimize application footprint

•  Provides configurable, loosely coupled application integrations

ERP UI

Application Adapters for ECM Configurable UI Integration

* JDE Adaptor also available from Oracle Partner

Application Adapter for Oracle ECM How it works

APPLICATION ADAPTER FOR ORACLE ECM

Complete tasks and update index values

Send async events (e.g. invoice saved, invoice paid)

List tasks, perform tasks Access images

EBS / PSFT SERVER

EBS / PSFT UI

IMAGING WEB SERVER & WORKFLOW

IMAGE VIEWER

•  Adapters available for E-Business Suite and PeopleSoft

•  Designed to minimize application footprint

•  Provides configurable, loosely coupled application integrations






Automated Approvals

Workflow & Monitor



Exception Handling Workflows Prevent lost or delayed payments

•  Augments native ERP processes with key exception handling abilities:

•  Supplier maintenance •  Request information •  Re-scan invoice •  Coding of non-PO invoices

•  Email notifications of task assignments

•  Accessible to users outside the E-Business Suite/PeopleSoft environment

•  Automatic re-assignment, delegation or escalation

Real Time Process Monitoring Customizable Dashboard Views

•  Real-time metrics available to managers for staffing decisions and workload shifting: •  Visibility into in-flight

processes at the individual and aggregate level

•  View types including real-time lists, charts and KPIs

•  Business user friendly: •  Configurable rules/alerts •  User created dashboards

(No programming needed)






Automated Approvals

Workflow & Monitor



6 business units 14 processes

Winner of 2008 Oracle ‘Green Award’

A M E R I C A



Non-AP Imaging Solutions Extend automation value while lowering TCO

•  Replicate cost savings by expanding imaging to other E-Business Suite modules or apps: •  Expense Mgmt., Receivables, Contracts,

Leasing, HR processes etc. •  Leverage shared services to lower costs:

•  Content-enable processes enterprise-wide; centrally manage on one platform

•  CPU-based licensing adds value over time: •  No added costs to content-enable more

applications

REAL-WORLD CUSTOMER ROI Paper Process Automation

The ROI of A/P Imaging

•  Processing 30,000 transaction documents a day •  Capturing 75 million images a year •  A/P response time reduced from 2 -10 days to 1-10 sec. •  Saving $1 million a year •  Maintained A/P staffing levels while transaction volume

increased by 25% •  Currently processing 250,000 invoices per week, with over

1 billion documents in storage •  Reduced document retrieval time from 2-3 days to seconds •  Achieved ROI in less than 18 months

•  Receipt-to-payment time cut down from 30 to 7-10 days •  ROI achieved within a few months of implementation •  Saving $100,000 annually in compensation previously paid

to temporary staff

SUMMARY Paper Process Automation

Oracle’s Imaging Solution More business process automation, less cost & complexity

•  Fast ROI by automating paper-based processes •  Eliminate paper and manual processing from key business processes

•  Long-term ROI on services: •  No high consulting costs for every Oracle Financials/PeopleSoft Enterprise

upgrade •  Build expertise in-house to decrease consulting reliance

•  Long-term ROI on software: •  Image-enable the enterprise while lowering system TCO •  Highly scalable imaging repository supports billions of items •  Protect your applications investment today with tomorrow’s technology

•  Ongoing ROI on support: •  Leverage a single support channel to simplify operations

Productized, Not Customized Decrease upgrade costs, increase in-house expertise

•  Loosely-coupled integration: •  Minimizes application footprint -- no hard-coding between I/

PM and ERP •  Upgrade each system independently

•  Productized, standards-based solution: •  Out-of-the-box, customizable best practice solution templates •  Make workflow modifications in-house as needed •  Leverage standard Oracle support channels

Questions..

San Francisco 2011 October 2–6, 2011

Latin America 2011 December 6–8, 2011

Tokyo 2012 April 4–6, 2012

Developer and Fusion Middleware 1 _ Paul Ricketts _ Paper Process Automation for Oracle...

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