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Learn how to extend WebDocs and other RJS solutions beyond their initial deployments to other departments in your organization. Learn a simple, six-step process that can help you identify opportunity areas, map out new solutions and build a project plan that gains stakeholder buy-in and helps you ensure a successful implementation. To learn more about RJS Software and the products we offer, visit http://www.rjssoftware.com/. Find product videos at http://www.youtube.com/user/RJSSoftwareSystems
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Presented by:
Bill WhalenSolutions Specialist, RJS Software
Extending Your Paperless Solutions:
Building a Roadmap to Success
Why Extend Your Paperless Solution
Project Planning
The Solution Design/Taming Projects
The Six Steps of Solution Design
Summary
Learn More
Agenda
Extend to other departments:
AP, HR, Shipping, Receiving, etc.
Save time and money.
Increase efficiency and get everyone working with the same
software.
Why Extend Your Paperless Solution?
Solution Design is a comprehensive
planning and analysis service, and is the
first step for any major IT project. We
analyze current business processes,
identify areas for improvement or
automation, and work with you to
establish a project plan and solution
recommendation.
Why Use Solution Design?
Solution Design helps you: Solidify your understanding of the problem
and desired solution Select the best solution for you Ensure everyone is on the same page Document clear objectives Create a feasible schedule Get commitment to implement Define a common language to use when
talking with a solution provider Describe the requirements and the
expected results Avoid surprises
Taming Your Projects (and the solution provider)
Understand the ProblemUnderstand the Problem1 Identify Goals and Requirements
Identify Goals and Requirements
2
Design the SolutionDesign the Solution4
Document and PresentDocument and Present6
Calculate ROICalculate ROI5
Map the Current Process Map the Current Process3Solution Design
The Six Steps of Solution Design
Calculate ROICalculate ROI5
Solution Design
Understand the Problem
Understand the Problem
1
Identify Goals and Requirements
Identify Goals and Requirements
2
Map the Current Process
Map the Current Process
3
Design the Solution
Design the Solution
4
Document and Present
Document and Present
6
Involve key users/departments and understand the problem:Paper reduction in the workplaceToo many file cabinetsDifficulty in finding information (time + costs)Distributed offices making it challenging to share documentsNeed for increased security in accessing information Industry/Government regulationsToo many systems, not integrated, difficult to distribute documentsTime and cost to retrieve and distribute documentsManaging the approval process
Step 1: Understanding the Problem
Basic Purchase to Pay Process – Executive View
Rece
ivin
g
Make copies of documents
Sends copy to Accounting
Locate receiving document
Advanced Shipping Notification
Match to packing slip
Notate exceptions
Accept orderFiles in
receiving
Accounting files copy
Sends copy to Purchasing
Purchasing files copy
AP receives documents
Makes copies
Sends copy to Approver
Matching of documents Conforming
Non-Conforming
Reconcile process GL Coding Voucher entry Print checks
Match checks with paperwork
Approve / Sign
A/P
Sends copy to ReceivingPurc
hasi
ng
User fills out requisition form
Walks to Purchasing to deliver requisition Enters PO in the
systemPrints approved PO
Mails / Faxes PO to vendor
File copy in Purchasing
Sends copy to Accounting
Basic Purchase to Pay Process – User View
Order Request Form
Completed
Reviewer or ProxyApproves
Order
RequestorMakes
Photocopy of Req.
ManualDelivery of Req.
to Admin
Requestor File Copyof Req.
Admin Sort and Deliver to
Reviewer for Approval
Copy of Approved
Req. Made
ManualDelivery of Req.
to Admin
Order Placed by Admin
Deliver Approved
Req. to Requestor
Order Placed by Requestor
File Approved
Req.
Copy of Approved Req. Filed
by Requestor
Deliver Approved
and Ordered
Req. to A/P
YES
Merge invoice checks printed
Checks are stuffed
MailUPS EFT/ACH
Single signature
checks
Invoice Received
FAX
Invoices Delivery to A/P - Plant
Invoices are
sorted
Look up in ERP to Verify Received
ReceivedY/N
Held until received
NO
Visual Verification – Invoice to ERP
YES
2-3 WayVoucher Entry into
ERP
Copy sent to Approver
for Info/Approve
MatchY/N
NO
Notations made on Invoice
Invoice entered in
ERP by A/P clerk at the
plant location
YES
Invoice is filed at plant
location
Double signature checks
Checks are folded by machine
Mail Room
Require stuffing
YES
NO
Standard Voucher Entry - ERP
Approved & Completed
YESDeliver to
Approver if needed
NO
Packing slip received by W/H clerk
Shipment Received – Changes /
Corrections written on
Packing slip
Packet Delivered
toReceiving
Desk
Copy filed at Plant
Copy delivered to Purchasing
Agent
Packing slip or
Receiver Stapled to
PO
Variance – PO vs
Received
Copies of Receiving
Documents Filed –
pending Invoice
YES
NO
NO
Product Received into ERP
2-WayPO against what
was received
Book accrual to GL in ERP
Plant clerk notifies
Purchasing Agent for resolution
Approved Requisition
Approved Request is
filed
Receiver is filed
Receiver or Packing Slip
Copy of PO for
Receiving awaiting receiver
PO is printed then copied multiple
timesCopy of
PO for A/P
PO is filed
Purchase Order (PO)
Copy of PO for Buyer
Deliver to
Buyer
Deliver to Receiving
Desk
NO
Customer AP Problems - Examples:
Step 1: Understanding the Problem
Average time taken from receipt of invoice to payment: 42 days
On average, 3.6% of invoices handled by A/P have errors
Cost of manually handling, checking, and processing a paper invoice and cutting a paper check: $8 to $12 dollars
Taking advantage of vendor discount offers due to processing time 2 Way & 3 Way matching of PO’s, Receivers, and Invoices are manual
Cost to reproduce documents for audits or customer research
Lack of control during approval process
28 AP processing locations creating redundancy and delivery cost
Increased cost of postage for mailing purchase orders and checks
Average days in payables is too high / too low
Average cost to process vendor payment: $8.15
Calculate ROICalculate ROI5
Solution Design
Map the Current Process
Map the Current Process
3
Design the Solution
Design the Solution
4
Document and Present
Document and Present
6
Understand the Problem
Understand the Problem
1
Identify Goals and Requirements
Identify Goals and Requirements
2
Key questions:What are the manual steps in the process (photocopying, delivery,
sorting, follow-up on approving steps)?Can we automate the PO Request process?Can we centralize any of the purchase to pay processes?How do you handle purchase orders, (other docs, etc.)?How do you send your POs?Who and how do you get your checks signed? Who needs to review and approve POs and Invoices?How do you file and retrieve the documents?
Step 2: Identify Goals and Requirements
Calculate ROICalculate ROI5
Solution Design
Design the Solution
Design the Solution
4
Document and Present
Document and Present
6
Understand the Problem
Understand the Problem
1 Identify Goals and Requirements
Identify Goals and Requirements
2
Map Current Process
Map Current Process
3
It’s more than just technologyThink about the documents you receive or create
Invoices, Packing Lists, Bills of Lading, Purchase Order Requisition, Order Confirmations, Change Orders, Purchase Orders, Picking Lists, AP Checks, Receivers generated from your business application
Think about the ways in which you send/receive documents Fax, Email, Mail
It is more than simply transforming paper into image format, it includes: Indexing, Archiving Searching, Retrieving Sending it out to other people for approval, getting alerts and notifications, etc. Integrating into your business application
AND it includes integrating your business process into the equation
Step 3: Map Current Process
How to map the current process: Identify points of origin, decisions, and where it endsMap the entire process, not only one task Identify all personnel involved Identify potential user issues Identify all integration points with core applications Identify document-related as well as activity-related tasks Identify the “problem areas” or “opportunity areas”
Step 3: Map Current Process
Current: Accounts Payable
Fax Invoices picked up from fax machines
Emailed invoices - Printed
Invoices voucherd
Sorted by Plant Code, Materials,
Blanket, or NON-PO
Invoices grouped for processing
Email back to AP
Invoices Filed Alpha pending
check runX
X
NO
Faxed Invoices
XDate
Stamped Placed in one of
4 foldersReceived
Y/N
Put in folder – recheck for receiving
each day
Email invoice to Requestor
YES Received
X
X XX X
X
Paper Invoices received from remote location or
in mail.
Verify if received in ERP
Visual 3 way match to determine if voucher ready
YES
VarianceY/N
Scan to MFP
Requestor corrects issue comments in
XX
Calculate ROICalculate ROI5
Solution DesignDocument and
Present
Document and Present
6
Understand the Problem
Understand the Problem
1 Identify Goals and Requirements
Identify Goals and Requirements
2
Map the Current Process
Map the Current Process
3
Design the Solution
Design the Solution
4
Explore different scenarios to solve the problems identifiedValidate chosen scenario with key usersIdentify the technology requiredIdentify changes to business processes, business rules, etc.Prioritize implementation planSchedule review of solution design with executive management
Step 4: Design the Solution
Fax Invoices picked up from fax machines
Emailed invoices - Printed
Invoices voucherd
Sorted by Plant Code, Materials,
Blanket, or NON-PO
Invoices grouped for processing
Email back to AP
Invoices Filed Alpha pending
check run
X
X
NO
Faxed Invoices
XDate
Stamped Placed in one of
4 foldersReceived
Y/N
Put in folder – recheck for receiving
each day
Email invoice to Requestor
YES Received
X
X XX X
X
Paper Invoices received from remote location or
in mail.
Verify if received in ERP
Visual 3 way match to determine if voucher ready
YES
VarianceY/N
Scan to MFP
Requestor corrects issue comments in
XXSolution: Accounts Payable
Mailed invoices are scanned in batches enough temporary
indexes to begin the process
Emailed and faxed invoices are captured, PO# entered to index image and place in
workflow
User routes to Purchasing / Requestor or Receiving for
correction
WebDcos will extract final
indexes from Mapics
User VouchersInvoice
WebDocs will match Receiver/ BOL/
Packing List with Invoices as ready for
vouchering
User Approves &Routes back to AP
User will self direct the invoice
to proper workbasket for
approvalIf needed
What does this mean to me?
•Electronic matching & associated document lookup from your desk•Invoices routed to proper workbasket for processing•Electronic capture information from voucher entry•Electronically route invoices for review/approval•Timers & alerts for timely processing•No manual filing
Processing efficiency Your ERP is the core: Your keystrokes within your ERP system feed the document
management database. This standardizes data entry, eliminates redundant data entry and allows for easy retrieval of data and documents from system.
Immediate access: Direct access to documents from ERP or other systems from anywhere, and at anytime.
No printing: Electronic documents digitally move through processes and are instantly available from authorized users’ desktops.
Quicker resolution Manage reviews and approvals: Automated workflow allows users to
electronically route, review and approve documents in-process without ever moving a physical document.
Solution and Benefits Overview
Enhanced visibility and control Automated archival: Documents and their indexes become electronic documents
and are archived as they are created. Disaster recovery: In the event of fire, natural disaster or data loss, your critical
information can be retrieved as part of your disaster recovery plan. A single platform: You document management solution can expand to additional
departments such as Legal, HR and more.Reducing the paper shuffle
Less paper and storage: Copies kept in multiple locations can be eliminated. This reduces cost for storage and personnel while mitigating risk. Users will also be able to email, fax, view or print without creating multiple copies in multiple locations.
Solution and Benefits Overview, cont.
Solution DesignDocument and
Present
Document and Present
6
Understand the Problem
Understand the Problem
1 Identify Goals and Requirements
Identify Goals and Requirements
2
Map the Current Process
Map the Current Process
3
Design the Solution
Design the Solution
4
Calculate ROICalculate ROI5
Hard Savings Reduction in personnel Business operating costs (photocopying, postal mailing, courier services) Reduction in infrastructure costs (sell a building, remove filing cabinets, etc.) Increased in productivity measured by hours saved not handling paper (standing
at fax machine, looking for lost or misplaced files, etc.) Increased cash flow (taking advantage of vendor discounts, being able to invoice
earlier, etc.)Soft Savings
Improved customer service (higher customer satisfaction) Better and faster access to information Faster internal communications
Step 5: Calculate the ROI
Areas to look at for savings: Legal mandates and Regulatory compliance – Sarbanes-Oxley, SEC Rule 17 Off-site and onsite storage costs for existing documents Labor reductions possible or additional labor required in the future Lost/misplaced documents (a lost document may cost up to $150 to replace) Reduced printing, mailing, faxing, special delivery costs Cost of printing and printers (Total Cost of Ownership for printers) Moving documents internally and making better decisions more quickly Improve/leverage existing legacy apps and processing by linking to imaging Improved security
Step 5: Calculate the ROI
ROI
0k
200k
400k
600k
800k
1,000k
1,200k
Month 1 (Project Kick-of f)
Month 2 (Implem.)
Month 3 (Implem.)
Month 4 (Go Live)
Month 5 Month 6 Month 7 Month 8 Month 9 Month 10 Month 11 Month 12 Month 24 Month 36 Month 48 Month 60
Total Net Savings Cummulative Savings
Cummulative Costs
Payback
Solution Design
Understand the Problem
Understand the Problem
1 Identify Goals and Requirements
Identify Goals and Requirements
2
Map the Current Process
Map the Current Process
3
Design the Solution
Design the Solution
4
Calculate ROICalculate ROI5Document and
PresentDocument and
Present6
Helps solidify your ideas, goals, analysis, and all other steps you took until now.
Gives other people an opportunity to review the Solution Design as a whole (some people may have only participated in parts of this process).
Good way to ensure everyone is literally on the same page.You can always go back to the document to check why certain
things are (or are not) being done.You have something to hold the Solution Provider accountable.
Step 6: Why Document and Present?
Paperless projects are more than just technology.Use the Solution Design to understand the problems, how to solve them and set goals.Use the solution design to help you select the RIGHT solution for
your needs and requirements.Beware of those who say “you don’t really need this, just trust me.”Project management is key to any implementation. Be on top of it
and make sure there is a methodology and a process in place.
Summary
Learn More
Contact:Bill WhalenRJS Software [email protected] [email protected] or 952-736-5800
or visit us online atwww.rjssoftware.com
