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Document Management
Best Practices Tips and
Tricks
Presented by :
Bill WhalenSolution Specialist, RJS Software
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What are Best Practices?
The Best Practices RJS Recommends
Why Design Before Implement?
Basic Best Practices and Approaches
Controlling Uncontrollable Content and Documents
Forms Processing (AP, AR and others) and Internal or External Forms
Application Integration Best Practices
How to Best Identify Whats Missing (Know What You Dont!)
Document Assembly and Report Automation/Distribution
Agenda
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IT and Functional Business Units = Key to Rolling Out Successful
Paperless Implementations.
Behaviors
Ability to enforce HABIT
Paperless is limited by what you are willing or able to put in and also only
as valuable as you can articulate in Return on Investment (ROI)
People, Hours or Dollars
What are Best Practices?
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Requirements to User Expectations
Develop options and deliver solutions, not features
Avoid the I thought it would do ...
Stat about failed workflow projects here
RJS Solution Design and/or RJS Workbook
What is it how to get it?
Implement by Design or Design by Implement?
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Search is KING!!!
Dictates system configuration and deployment
Standardize capture processes and know the options
Accommodate for user behavior MS Office, Email, Printing, etc.
80/20 rule of automation and paperless
Dealing with politicsDang humans
Less clicks = adoption and maturity
Dont know? See and ask!
Basic Best Practices and Approaches
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What is Content in the ?
Forms Processing (Shift from Heads Down to Exceptions)
Accounts Payable
Accounts Receivables
HIGH ROI People Doing High Value Tasks vs. Low Value
WebForms
Human Resources
Smart Invoicing for AP Non-Inventory Purchasing
Manufacturing, Quality and Control
Controlling Uncontrollable Content and Documents
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3 Cs of Paperless for Optimal User Adoption
Clickless, Clickless, Clickless! Goal is to make users experience click-
less
Integration Types:
At the Glass
Database Integration
Validation and Backfill
Application Integration Best Practices
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Examples:
Interface integration for document search basically allows click to image or search
list. If a user is on your ERP screen, lets give them a single click to get to a list of
documents or to launch a single document.
Interface integration for index and document processing scanning paper is typically
time consuming and many AP or other departments dont want to increase efforts
because of indexing so we would deploy technology to screen scrape or click to
index a document that the user is working on. Within AP and Order Entry
departments we have a particular workflow involving dual monitors that streamlines
the work processes even further.
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Database integration for verification we typically like to utilize existing ERP backends
to validate incoming documents. The goal is to identify errored documents on the
front end to eliminate the garbage in, garbage out tendencies that can occur.
Database integration for backfilling this typically entails going out to an external
database and fetching other indexes keys so that the user has to provide as little
information as possible. A good example would be indexing a PO-based AP
invoice.if the user types in the PO number, we should be able to go out and get the
vendor information and possibly additional details about the invoice.
Portal solutions SharePoint, WebSphere Portal, Your Website, Direct Integration,
Internal report distribution
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Integrated Indexing Green Screen via Office Integrator
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Integrated Indexing JD Edwards World
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Accounts Payable Voucher Entry
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Invoices are
scanned
Data Verification
and Validation
Release to
WebDocs
Image clean-up, Data
Extraction
Invoice
1. 2. 3. 4.
Forms Processing (OCR)
Capturing paper documents with forms processing technology
The difference from standard OCRFingerprints and Business Rules
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The Challenge of A/P Scanning Template-Based
OCR vs. Integrated Scanning
Statistics about OCR (Optical Character Recognition)
Accuracy is not actually 95%+ as people advertise
This means that a OCR engine will read 95% of the indexed
CHARACTERS, not documents
A OCR Engine rated at 95% accurate is being used on a 9-digit field,
the true accuracy is 69.8% because the engine is reading 95% to the
9th power
OCR is only as good as print and scan quality
DPI is increased, increasing your storage size
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What is it?
Software that turns any paper form into a web-based,
dynamically changing, Fill-able form.
Features:
Plugs directly into ERP and other business systems without modifying
your ERP.
Forms can pre-populate or dynamically retrieve data from ERP.
Data can be posted back to ERP, any database or web service.
Forms are filled out from any web browser.
Forms can be electronically signed.
Can be routed through business processes
Enforce business rules!
Solution: WebForms
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Knowing what you dont have is almost more important than what
you do have
For every X document I should also have Y, Z.
AP, AR, HR Packets
How to Best Identify Whats Missing (Know What You
Dont!)
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RJS Reporting Engine
How to Best Identify Whats Missing (Know What You
Dont!)
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Highly paid people doing low value tasks
Example Job Packets, Insurance Policies, Order Documents (Invoice,
MSDS etc)
Time Sensitive Processes
Signature capture needs
Discounts (Workflow)
Report Distribution Options
Reinvent Email Push or Pull?
Portal Integration = Customer or Vendor Self-Service
Document Assembly and Report Automation or
Distribution
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Influence the RJS product line to fit your environment tighter.
RJS Product Development and PMT Groups
User Expectations
RJS Solution Design
RJS Workbook
Summary
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Questions & Answers
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Learn More
Contact:
Bill Whalen
RJS Software Systems
Cell: 651-226-3398
888-RJS-SOFT or 952-736-5800
or visit us online at
www.rjssoftware.com
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