Document Management Best Practices Tips and Tricks

 

Document Management Best Practices Tips and Tricks Presented by :

Bill Whalen Solution Specialist, RJS Software

www.intellichief.com www.intellichief.com   508-594-2700 [email protected]

 

Agenda 

What are Best Practices?

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The Best Practices RJS Recommends 

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Why Design Before Implement? Basic Best Practices and Approaches

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Controlling Uncontrollable Content and Documents 

Forms Processing (AP, AR and others) and Internal or External Forms

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Application Integration Best Practices

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How to Best Identify What’s Missing (Know What You Don’t!)  

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Document Assembly and Report Automation/Distribution www.intellichief.com www.intellichief.com   508-594-2700 [email protected]

 

What are Best Practices? 

IT and Functional Business B usiness Units = Key to Rolling Out Successful Paperless Implementations….   

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Behaviors Ability to enforce HABIT Paperless is limited by what you are 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

www.intellichief.com 508-594-2700 [email protected]

www.intellichief.com   508 594 2700 [email protected] www.intellichief.com  

Implement by Design or Design by Implement? 

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Requirements Requiremen ts to User Expectations 

Develop options and deliver solutions, not features

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Avoid the “I thought it would do ...”  

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Stat about failed workflow projects here

RJS Solution Design and/or RJS Workbook 

What is it … how to get it?  

www.intellichief.com   508 594 2700 [email protected] www.intellichief.com  

Basic Best Practices and Approaches 

Search is KING!!! 

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Standardize Standardiz e capture processes and know the options 

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Dictates system configuration and deployment

Accommodate for user behavior – MS Office, Email, Printing, etc.

80/20 rule of automation and paperless 

Dealing with politics – Dang humans … 

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Less clicks = adoption and maturity

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Don’t know? See and ask! 

www.intellichief.com   508 594 2700 [email protected] www.intellichief.com  

Controlling Uncontrollable Content and Documents ?” 

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What is “Content in the Wi

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Forms Processing (Shift from Heads Down to Exceptions)

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Accounts Payable

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Accounts Receivables

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HIGH ROI – People Doing High Value Tasks vs. Low Value

WebForms 

Human Resources

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Smart Invoicing for AP – Non-Inventory Purchasing

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Manufacturing, Quality and Control

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

Application Integration Integration Best Practices 

3 “C’ “C ’s” of Paperless for Optimal User Adoption…  Adoption…  

Clickless, Clickless, Clickless! Goal is to make users experience “click-

less”  

Integration Types: 

“At the Glass” 

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Database Integration

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Validation and Backfill

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

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 clic k to get get to a list of

documents or to launch a single document.

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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.

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  



Database integration for verification – we typically like to utilize existing ERP backends to validate incoming documents. The goal is to to identify errored documents on the front end to eliminate the “garbage in, garbage out” tendencies that can occur. 

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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

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

Integrated Indexing – Green Screen via Office Integrator

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

Integrated Indexing – JD Edwards World

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Accounts Payable Voucher Entry

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Forms Processing (OCR) 

Capturing paper documents with forms processing technology

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The difference from standard OCR – Fingerprints  and Business Rules

Invoice

Invoices are

Image clean-up, Data

scanned

1.

Data Verification

Release to

Extraction

and Validation

WebDocs

2.

3.

4.

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

The Challenge of A/P Scanning – Template-Bas emplate-Based ed OCR vs. Integrated Scanning 

Statistics about OCR (Optical Character Recognition) 

Accuracy is not actually 95%+ as people advertise 

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This means that a OCR engine will read 95% of the indexed indexed CHARACTERS, CHARACTER S, 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

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OCR is only as good as print and scan quality

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DPI is increased, increasing your storage size

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

Solution: WebForms 

What is it? 

Software that turns any paper form into a web-based, dynamically changing, “Fill-able form”. 

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Features: 

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Plugs directly into ERP and other business systems without modifying your ERP. Forms can pre-populate or dynamically retrieve data from ERP.

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Data can be posted back to ERP, any database or web service. Forms are filled out from any web browser.

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Forms can be electronically signed.

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Can be routed through business processes

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Enforce business rules!

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

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

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

How to Best Identify What’s Missing (Know What You Don’t!)  

RJS Reporting Engine

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

Document Assembly and Report Automation or Distribution 

Highly paid people doing low value tasks 

Example – Job Packets, Insurance Policies, Order Documents (Invoice, MSDS etc)

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Time Sensitive Processes  

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Signature capture needs Discounts (Workflow)

Report Distribution Options 

Reinvent Email – Push or Pull?

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Portal Integration = Customer or Vendor Self-Service

Portal Integration

Customer or Vendor Self Service www.intellichief.com   508-594-2700 [email protected] www.intellichief.com

 

Summary 

Influence the RJS product line to fit your environment tighter. 

RJS Product Development and PMT Groups

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User Expectations



RJS Solution Design



RJS Workbook

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

Questions & Answers

www.intellichief.com   508-594-2700 [email protected] www.intellichief.com  

Learn More Contact: Bill Whalen RJS Software Systems Cell: 651-226-3398 651-226-339 8 [email protected]

[email protected] 888-RJS-SOFT or 952-736-5800 or visit us online at www.rjssoftware.com   www.rjssoftware.com