Document Management Best Practices Tips and Tricks

Transcription

1 Document Management Best Practices Tips and Tricks Presented by : Bill Whalen Solution Specialist, RJS Software

2 Agenda 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 What s Missing (Know What You Don t!) Document Assembly and Report Automation/Distribution

3 What are Best Practices? 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

4 Implement by Design or Design by Implement? 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?

5 Basic Best Practices and Approaches Search is KING!!! Dictates system configuration and deployment Standardize capture processes and know the options Accommodate for user behavior MS Office, , Printing, etc. 80/20 rule of automation and paperless Dealing with politics Dang humans Less clicks = adoption and maturity Don t know? See and ask!

6 Controlling Uncontrollable Content and Documents What is Content in the WiLD? 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

7 Application Integration Best Practices 3 C s of Paperless for Optimal User Adoption Clickless, Clickless, Clickless! Goal is to make users experience clickless Integration Types: At the Glass Database Integration Validation and Backfill

8 Examples: Interface integration for document search basically allows click to image or search list. If a user is on your ERP screen, let s 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 don t 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.

9 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

10

11 Integrated Indexing Green Screen via Office Integrator

12 Integrated Indexing JD Edwards World

13 Accounts Payable Voucher Entry

14 Forms Processing (OCR) Capturing paper documents with forms processing technology The difference from standard OCR Fingerprints and Business Rules Invoice Invoices are scanned Image clean-up, Data Extraction Data Verification and Validation Release to WebDocs

15 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 9 th power OCR is only as good as print and scan quality DPI is increased, increasing your storage size

16

17

18

19

20

21

22

23

24 Solution: WebForms 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!

25

26 How to Best Identify What s Missing (Know What You Don t!) Knowing what you don t have is almost more important than what you do have For every X document I should also have Y, Z. AP, AR, HR Packets

27 How to Best Identify What s Missing (Know What You Don t!) RJS Reporting Engine

28 Document Assembly and Report Automation or Distribution 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 Push or Pull? Portal Integration = Customer or Vendor Self-Service sales@quadrantsoftware.com

29 Summary Influence the RJS product line to fit your environment tighter. RJS Product Development and PMT Groups User Expectations RJS Solution Design RJS Workbook

30 Questions & Answers

31 Learn More Contact: Bill Whalen RJS Software Systems Cell: RJS-SOFT or or visit us online at