Document Management Best Practices Tips and Tricks Presented by :
Bill Whalen Solution Specialist, RJS Software
www.intellichief.com www.intellichief.com 508-594-2700
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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 www.intellichief.com 508-594-2700
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What are Best Practices?
IT and Functional Business B usiness Units = Key to Rolling Out Successful Paperless Implementations….
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
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www.intellichief.com 508 594 2700
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Implement by Design or Design by Implement?
Requirements Requiremen ts 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?
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Basic Best Practices and Approaches
Search is KING!!!
Standardize Standardiz e capture processes and know the options
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 …
Less clicks = adoption and maturity
Don’t know? See and ask!
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Controlling Uncontrollable Content and Documents ?”
What is “Content in the Wi
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
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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”
Database Integration
Validation and Backfill
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[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.
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.
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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.
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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www.intellichief.com 508-594-2700
[email protected] www.intellichief.com
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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Forms Processing (OCR)
Capturing paper documents with forms processing technology
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.
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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
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
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
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”.
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
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
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How to Best Identify What’s Missing (Know What You Don’t!)
RJS Reporting Engine
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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
Portal Integration
Customer or Vendor Self Service www.intellichief.com 508-594-2700
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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] www.intellichief.com
Questions & Answers
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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