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Document Management Best Practices Tips and Tricks

Published on February 2017 | Categories: Documents | Downloads: 7 | Comments: 0
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Document Management Best Practices Tips and Tricks
Presented by :

Bill Whalen
Solution Specialist, RJS Software

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

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

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

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

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

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?

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

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

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

Application Integration Best Practices
 3 “C’s” 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

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

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.

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

 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

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

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

Integrated Indexing – Green Screen via Office Integrator

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

Integrated Indexing – JD Edwards World

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

Accounts Payable Voucher Entry

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

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

1.

2.

3.

4.

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

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

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

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

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

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

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

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

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

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

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

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

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

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]

How to Best Identify What’s Missing (Know What You Don’t!)
 RJS Reporting Engine

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

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 Email – Push or Pull?  Portal Integration = Customer or Vendor Self-Service
www.intellichief.com 508-594-2700 [email protected]

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

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

Questions & Answers

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

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

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

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

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