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Traditionally capture has been centered around automating paper based processes at the front-end of business systems and eliminating key entry. As with many of the back-end systems, it has been batch-oriented and thought of as a ‘front-end’ or ‘first-step’ separated from the processes that it feeds. But that is in a state of change and sources have been expanded substantially through the ready availability of multi-function intelligent mobile devices. Although the need for batch capture will continue, we live in a real time world with shrinking amounts of paper used to feed business processes, increasing business velocity and ever increasing demand for better, faster services. This session will explore how capture solutions are handling this, how cloud based services with scalable capture processes can leverage more element understanding and be expanded into providing effective automation for all capture processes concurrently with smoothing the transition from paper.
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#AIIM14 #AIIM14
#AIIM14
Automate, Automate, Automate: Bridging the Gap Between Capture and Process Harvey Spencer
President HSA inc
HSAssocs@twi:er
#AIIM14
Archive Business Documents
Fixed Geometry
Variable Geometry
The move to integra;on with process
#AIIM14
We started with ‘Known Forms processed in
Batches’
Market Intelligence
Read the Research! Download Content Collabora+on and Processing in a Cloud and Mobile World. It’s free. Do it now.
Eye on the Industry
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Fixed Geometry
§ Examples: Tax Returns, Medical Claims § Front end process, relies on pre-‐sorJng § Based on knowing the locaJon of key fields
allows for understanding rules to be built § IntegraJon to business process tends to be batch
– aQer the capture, data extracJon and validaJon
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Fixed Geometry Benefits § Benefits:
§ Capture image for archival and research § Fast § ReducJon in key entry costs
§ LimitaJons § Requires pre-‐sorJng § Limited applicaJons § Back office batch orientaJon delays processes
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Variable Geometry Adds Value
§ Benefits in Faster Processing: § Reduced sorJng and separators § Mixed forms layouts, including ‘semi-‐structured’ forms
may be understood and processed
§ LimitaJons § Semi-‐structured forms are ‘mostly known’ § Usually front end with batch updates.
#AIIM14
Variable Geometry Added Document Types
§ Examples: Invoices, Orders, On-‐boarding/ ApplicaJons etc § Fields of interest move around depending on
document § Can be used to reduce pre-‐sorJng of normal fixed
geometry applicaJons § Allows for capture closer to the process
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Value of Capture to Business Process Automa;on in Invoice Processing
§ Benefits of Integrated in-‐house with ERP procure-‐to-‐pay soluJons* § Speed
§ Faster turn around than using outsourcing § Be:er excepJon handling § Possibility of dynamic discounJng § Faster end of month reconciliaJon
§ ReducJon of excepJon handling § No lost invoices and user self service portal can see invoice and status § Emailed invoices easier to handle if PDF images are sent rather than PDF
normal § Lower audit costs due to integraJon with ECM § Possibility of easier offset management AP/AR common suppliers/customers
*Source: Open Text
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Discount Management. Never Ending Fric;on Between Buyers and Suppliers
Courtesy: Taulia
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0 DAYS invoice
10-15 DAYS approval
60 DAYS due date
OPPORTUNITY
AVERAGE PAYMENT TERMS (DAYS) Anheuser-Busch
Hertz
Apple
Industry Average
120 DAYS
60 DAYS
45 DAYS
56 DAYS
Payables terms change by Supplier
Courtesy: Taulia
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A sliding scale allows for higher discount the earlier the payment for ALL invoices
• Reduction of working capital • Alternative to more expensive sources of financing as Factoring • Suppliers can opt in to the program
• Leverage more Early Payment discounts • Risk-free short-term investments with double digit returns • Does not create upward pressure on purchase prices • Typical $1M to $2M returns per $1B in-scope spend
Definition
Supplier Benefits
Buyer Benefits
Key Benefits of Dynamic Discoun;ng
Courtesy: Taulia
#AIIM14
3.0%
2.5%
2.0%
1.5%
1.0%
0.5%
0% 0 10 Days 20 Days 30 Days
$ 2% 10 Net 30
“Hit-‐or-‐Miss Discount” 3.0%
2.5%
2.0%
1.5%
1.0%
0.5%
0% 0 10 Days 20 Days 30 Days
$
$
Sliding Scale Discount
Antiquated Discounting Dynamic Discounting
Courtesy: Taulia
Dynamically Changing Discount
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Discount Management Supplier Bidding
§ The Priceline Approach § From a supplier standpoint allows for factoring at lower
cost § From customer standpoint allows for be:er cash
management
§ Only possible if invoices and procure-‐to-‐pay are integrated
#AIIM14
The next stage: Content Ini;a;on
Spee
d/Va
lue/
Rel
evan
ce to
C
usto
mer
Content IniJaJon
Capture to a Process
Drive process decisioning from Capture Content
#AIIM14
Content Ini;a;on Branch Automa;on
§ Scan back office documents (new account opening, loan apps, mortgage apps, etc.) in the branch § Savings can provide less than one year pay back § Savings in copier/prinJng, plus courier + be:er
customer experience/service § Encapture ROI Model
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Content Ini;a;on -‐-‐ Global Shipping*
Process Shipping documents, commercial invoices arrive on paper, email, fax § MulJchannel input eliminated prinJng of emails and faxes § Automated data recogniJon and classificaJon eliminate manual data entry and accelerate
scanning § AutomaJc populaJon of data into customs documents § Automated archiving for ten years in FileNet Content manager
Benefits § Improved Process efficiency and imaging speed and accuracy § $13 million savings over three years from headcount reallocaJon and prinJng/postage costs § Improved accuracy, customer service
* Source: IBM
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Automate, Automate, Automate
§ The key value is to integrate with the Business Processes § Be:er Customer Service § Greater efficiency § Less rework and lower cost § Lower risk, be:er cash management
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Branch Automa;on + Capture to a Process
§ Example: New Account Opening or Loan Processing: § Documents scanned in branch § Real Jme understanding, checking documents and
extracJon of relevant data § Savings in copier/prinJng, plus courier + be:er customer
experience/service + immediate decisioning + opportunity for cross selling
#AIIM14
The Next Wave of Capture
§ Automate from anywhere, anyJme § Immediate understanding § Integrated with business processes and workflow