Accelerate Your PeopleSoft Accounts Payable Process Into Overdrive with Oracle's Document...

Accelerate Your PeopleSoft Accounts Payable Processes Into Overdrive with Oracle's document capture, imaging, and workflow solutions

Presented by:Jason Lamon & George Sokol – Fishbowl Solutions

Craig Morton - Oracle

Agenda

+Fishbowl Company Overview+Imaging Customer Successes+Business Problem: Paper and Manual

Processes+Oracle’s End-To-End System for Invoice

Processing Automation+Demo Walkthru+Questions

About Fishbowl Solutions

Experience+ Over 700 projects since founding in 1999+ Oracle “Gold” Partner+ Oracle “Public Sector Pillar Partner”

Expertise+ Portals and Content Management+ Enterprise Information Management+ Business Process Automation

Customer Successes+ Across verticals

Award Winning+ Forrester Groundswell Award - Mobile App+ Oracle Excellence Award+ Enterprise 2.0 Blazer

Fishbowl Consulting Services+ WebCenter Content

- Document Mgmt - Records Mgmt

- Digital Asset Mgmt - Web Content Mgmt

- Image & Process Mgmt - Document Capture

- Forms Recognition - Content Consolidation

+ WebCenter Portal- Employee Intranets

- Vendor or Partner Extranets

- Customer Portal

+ ADF \ SOA+ BPM (business process management)+ ERP Integrations+ Installations, Configuration, Performance Tuning,

Solution Design, Development, Implementation

Invoice Automation SuccessCity AP Processing Automation

• City of 250,000 Southeast of Toronto

• Oracle PeopleSoft Customer

• Key Areas of Interest– Eliminating Paper– Expediting process,

reducing delays– Improve leverage with

vendors

• Solution Set:– Oracle WebCenter

Imaging– Oracle Forms

Recognition

• Results– 100% automation for PO

based invoices– Workflow approval and

line item distribution for non-PeopleSoft users.

Invoice Automation SuccessLarge County Board of Education

• Large County Office of Education

• Project in conjunction with PeopleSoft deployment

• Key areas of Interest– HCM integration– PeopleSoft Managed

Attachments

• Project in progress• Expected results:

– Online job bank of resumes

– 100% paperless invoice storage

– Better accountability and visibility

BUSINESS PROBLEM: PAPER AND MANUAL PROCESSES

Financial Management’s Paper ProblemMoney doesn’t grow on trees :)

• Paper is an essential part of many financial processes

• Paper introduces inefficiencies that increase costs (storage, productivity, transportation, auditing)

• Paper-reliant processes are well defined but cannot be automated (no scalability, no visibility)

• Key examples: Accounts Payable, Travel & Expense

Typical A/P DepartmentInvoice processing without capture & imaging

Invoices Received: Opened, Prepped, Sorted

Manual Invoice Entry into ERP

Validation Against P.O.

Manually Route for Approvals

DAY 10

Invoices Return to A/P Desk

Final Review & Release for Payment

!

Errors | Delays | W

asted Resources | Poor Visibility

| Loss of Control

DAY 20 DAY 30+

!

A/P Automation Opportunities

• Lower invoice processing costs

• Reduce receipt-to-payment cycle time

• Improve invoice visibility during receipt-to-payment cycle time

• Reduce labor costs associated with invoice processing

• Regulatory compliance

$21.30 $12.40

MANUAL COST PER INVOICE

ELECTRONICCOST PER INVOICE

PO-Based Invoices Non-PO Based Invoices Other Invoices

Aberdeen Group: The E-Payables Benchmark Series: Imaging & Workflow, March 2008

$21.10

$14.00

$20.30

$12.60

Capture & Imaging Drivers

END-TO-END PROCESS AUTOMATION FOR INVOICE PROCESSING

Payables with Oracle’s Imaging SolutionOne integrated system for end-to-end invoice processing

Workflow & MonitorExtract & IndexCapture ApproveAccessStore

Invoices Scanned Centrally or Remotely

Data extracted & Sent to E-Business Suite / PeopleSoft

Invoices Stored in Central Repository

Invoice Images & Data Accessed via EBS / PSFT

DAY 1

Exception Handling Workflows & Real-time Monitoring

Automated Approvals

DAY 2-5 DAY 5-7

• Decrease storage, transportation and labor costs • Streamline procure-to-pay operations• Improve process visibility • Strengthen financial controls• Maximize your E-Business Suite / PeopleSoft investment

A/P Automation SpectrumWhich level is right for you?

LOW Back-end capture & archive

MID Front-end capture & data entry

HIGH Front-end intelligent capture & workflow

• Invoices scanned centrally or remotely upon receipt• Routed to ERP for data entry (key from image)

• Batch scan and index invoices at process completion• Accessed via searches on image indexes

• Invoices scanned upon receipt, indexed with IDR• P.O. matching, vendor maintenance automated• Human intervention only required for exceptions

Processing Volume

10,000 invoices / mth +

5,000 invoices / mth

1,000 invoices / mth -

Invoices scanned centrally or remotely

Data extracted & sent to Oracle

Invoices stored in central repository

Invoice images & data accessed via Oracle ERP

Exception Handling Workflows & Real-time Monitoring

Automated Approvals

Workflow & Monitor

Extract & IndexCapture ApproveAccessStore

Payables with Oracle’s Imaging SolutionOne integrated system for end-to-end invoice processing

+Scan

Centralized Document CaptureHigh-volume scan & index

Import Index

Recognition

Commit

High-volume scanning Automated indexing via barcode recognition

Import from email, network folders, fax and FTP servers

Zonal, ad-hoc OCRRelational pick-lists and database look-ups

Content repository

Distributed Document CaptureWeb-based scan & index for remote workers

• Reduce inter-office shipping costs• Decrease processing times with ad-hoc scanning capability• Index invoice data remotely or centrally• Support for desktop scanners (TWAIN) or Multi-Function Devices

(MFDs)

Invoices scanned centrally or remotely

Data extracted & sent to Oracle ERP

Invoices stored in central repository

Invoice images & data accessed via Oracle ERP

Exception Handling Workflows & Real-time Monitoring

Automated Approvals

Workflow & Monitor

Extract & IndexCapture ApproveAccessStore

Payables with Oracle’s Imaging SolutionOne integrated system for end-to-end invoice processing

Intelligent Forms RecognitionExtract Invoice Data without Templates or Rules

• Process diverse invoice formats with no rules, anchors, templates or keyword libraries

• Extract invoice header and line data• Automatic invoice line matching with POs

Classify:• Content-based recognition & sorting• Document agnostic

1

Extract:• Context-based data extraction• Language independent

2

Validation and Matching:• Leverage ERP data• Fuzzy search for fault tolerant data validation

3

1

2

3

1

2

3

Invoices scanned centrally or remotely

Data extracted & sent to Oracle ERP

Invoices stored in central repository

Invoice images & data accessed via Oracle ERP

Exception Handling Workflows & Real-time Monitoring

Automated Approvals

Workflow & Monitor

Extract & IndexCapture ApproveAccessStore

Payables with Oracle’s Imaging SolutionOne integrated system for end-to-end invoice processing

Enterprise Image Archiving High volume, configurable storage

• Very high volume document storage• Managed in applications for security and behavior

• Configurable storage policies:• Leverage fast storage when needed

• Cross application and secured saved searches

Magnetic

SAN, NAS

SnapLock

Invoices scanned centrally or remotely

Data extracted & sent to Oracle ERP

Invoices stored in central repository

Invoice images & data accessed via Oracle ERP

Exception Handling Workflows & Real-time Monitoring

Automated Approvals

Workflow & Monitor

Extract & IndexCapture ApproveAccessStore

Payables with Oracle’s Imaging SolutionOne integrated system for end-to-end invoice processing

Tightly Integrated User ExperienceOne-click access to imaged documents

• View task and image• Key from image • Resolve exceptions• Annotate invoices

• Viewer and Task List is launched from ERP UI to:

Invoices scanned centrally or remotely

Data extracted & sent to Oracle ERP

Invoices stored in central repository

Invoice images & data accessed via Oracle ERP

Exception Handling Workflows & Real-time Monitoring

Automated Approvals

Workflow & Monitor

Extract & IndexCapture ApproveAccessStore

Payables with Oracle’s Imaging SolutionOne integrated system for end-to-end invoice processing

Exception Handling Workflows Prevent lost or delayed payments

• Augments native ERP processes with key exception handling abilities:

– Supplier maintenance– Request information– Re-scan invoice– Coding of non-PO invoices

• Email notifications of task assignments

• Accessible to users outside the PeopleSoft environment

• Automatic re-assignment, delegation or escalation

Real Time Process MonitoringCustomizable Dashboard Views

• Real-time metrics available to managers for staffing decisions and workload shifting:• Visibility into in-flight

processes at the individual and aggregate level

• View types including real-time lists, charts and KPIs

• Business user friendly:• Configurable rules/alerts• User created dashboards

(No programming needed)

Invoices scanned centrally or remotely

Data extracted & sent to Oracle ERP

Invoices stored in central repository

Invoice images & data accessed via Oracle ERP

Exception Handling Workflows & Real-time Monitoring

Automated Approvals

Workflow & Monitor

Extract & IndexCapture ApproveAccessStore

Payables with Oracle’s Imaging SolutionOne integrated system for end-to-end invoice processing

Productized, Not CustomizedDecrease upgrade costs, increase in-house expertise

• Loosely-coupled integration:• Minimizes application footprint -- no hard-coding between

I/PM and ERP• Upgrade each system independently

• Productized, standards-based solution:• Out-of-the-box, customizable best practice solution templates • Make workflow modifications in-house as needed• Leverage standard Oracle support channels

DEMO

WebCenter Capture Process

WebCenter Capture

• Scanning Process for large # of invoices, generally starts in Oracle WebCenter Capture.

WebCenter Capture:Scanning & Importing

• Items are entered thru:– Scanning– Fax– Import

• This screen shows importing files into the batch.

WebCenter Capture:Scan Process

• Opening a ‘Batch’ goes to the first image as shown in the screen.

• The scan operator can view each individual document in the batch.

• This allows correcting issues such as invalid document separation or poorly made scans.

WebCenter Capture:Batch Indexing

• The next phase is the “Indexing” Phase.

• The Indexing phase assigns metadata to each document/invoice in the batch.

• Users select the batch to index as shown to the left.

WebCenter Capture:Indexing Individual Invoices

• Upon selecting a batch, the user is presented with each document – one by one.

• During the indexing, the user only enters the necessary data to route to the appropriate AP specialist (i.e. such as Group or Priority).

• Batches are then “Committed” and Capture releases all documents into P/S.

Invoice Processing with WebCenter Imaging

WebCenter Imaging:Entering Data into PeopleSoft

• Once images are committed, items are routed to P/S to the appropriate specialist.

• Based upon how the specialist works, the appropriate screen is shown.

• The AP specialist begins work by clicking on “Start Processing Images” as shown to the left.

WebCenter Imaging:Processing the “Task List”

• Pressing the “Start Processing Images” button displays the Imaging Task List screen.

• The user can select a specific task from a list that is restricted to their id.

WebCenter Imaging:The Task List Screen

• The next screen displayed is the Item Task List.

• From here, a user may select an individual invoice to process.

WebCenter Capture:Indexing Phase

• From the Item Task List, users are then presented with an image selected.

• Note the commands show left of the image, described on next slide. These are configurable.

WebCenter Imaging:Keying from Image

• This example shows user keying from image .

• Image opened on right with P/S screen for item on the left.

• User can now key from image.

• Note, most customers use dual-monitors to support this.

WebCenter Imaging:Completing the Voucher in PeopleSoft

• Once the voucher has been completed with the line items, it is ready to save.

• Upon save, key voucher values are synced between P/S and Imaging to support easy searching and reference.

WebCenter Imaging:Moving to the Next Invoice in the Batch

• After it is entered, user clicks “Complete Invoice” in Imaging which returns user back to the Item Task List for the next item.

WebCenter Imaging:Accessing the Image from PeopleSoft

• General users and AP Specialists can have access to view the attached image anytime by clicking on “Invoice Image”.

WebCenter Imaging:The Imaging Viewer

• Clicking this link will bring up the image in the viewer.

Issue Resolution

WebCenter Imaging:Vendor Maintenance

• For missing or invalid vendor information, users select “Vendor Maintenance” which shows form on the right.

• This form supports predefined problem codes & comments.

• Once submitted, the form is routed to the correct AP queue.

• Once resolved, the item will return to the AP specialist’s queue.

Issue resolution

+Similar functionality exists to request the following:– Rescan: send back to scan operator to rescan poor

or illegible image.– Request More Information: Can be used to route

questions to any PeopleSoft user.

Why WebCenter Imaging for PeopleSoft?More imaging and automation, less cost and complexity

• Complete: • Single-vendor, comprehensive document process automation – applications,

capture, imaging & workflow - on one enterprise platform• Open & Integrated:

• Image-enables processes across the enterprise via open, productized integrations with Oracle Applications

• Cost-effective: • Maximizes existing

investments in Oracle technology & skill sets

• Provides strategic value as the default imaging solution for Applications Unlimited & Fusion Applications

Questions?

Thank you!

Contact Info

George Sokol: +1.952.465.3488Craig Morton: +1.703.364.0531