Lexmark Workflow


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  • Lexmark Workflow

    1. 1. Document Workflow / MFD Beyond the Box
    2. 2. Document Workflow / MFD Agenda <ul><li>What is Workflow? </li></ul><ul><li>The Document Lifecycle </li></ul><ul><li>Workflow within Corporate Processes </li></ul><ul><li>Workflow Analysis Methodology </li></ul><ul><li>Workflow Automation with Lexmark Document Distributor </li></ul><ul><li>Lexmark Document Distributor Overview </li></ul><ul><li>Exercises </li></ul>
    3. 3. What is workflow? <ul><ul><ul><li>Workflow is the tasks, procedural steps, organizations or people involved, required input and output information, and tools needed for each step in a business process. </li></ul></ul></ul><ul><li>- www.whatis.com </li></ul><ul><ul><ul><li>Workflow consists of procedures where documents, information or tasks are passed from one participant to another in a way that is governed by rules or procedures. </li></ul></ul></ul><ul><ul><ul><li>- www.staffware.com </li></ul></ul></ul>It’s all about process...
    4. 4. Document Workflow The Document Lifecycle Components... WEB Creation Production Distribution Storage Retrieval Disposal e-mail P & D D & P
    5. 5. The Document Lifecycle Capture/ Route Print (Enablers) <ul><li>Network Printer </li></ul><ul><li>ImageQuick </li></ul><ul><li>OptraImage </li></ul><ul><li>Lexmark Document Distributor </li></ul>Applying Technology... <ul><li>Printer </li></ul><ul><li>Optra Forms </li></ul><ul><li>ImageQuick </li></ul><ul><li>Color </li></ul><ul><li>OCR, OMR, </li></ul><ul><li>ICR </li></ul><ul><li>Bar Code </li></ul>The Document Lifecycle Creation Production Distribution Storage Retrieval Disposal Third Party Doc. Management Systems
    6. 6. Workflow within Corporate Processes Sales Management Shipping & Receiving Order Processing Shipping Order Invoice Assembly Customer Service Trouble Report Proof of Delivery Sales Customer Budget Forecast Packing Slip Assembly Order Assembly Order Packing Slip Sales Order Product Product Packing Slip Invoice Product Product Planning Accounting Production Planning
    7. 7. Sales Order Processing Fax YES NO Order complete? Verify Order Check inventory NO Contact Inventory Management Schedule order YES Check credit OK? YES Evaluate risk OK? Create order confirmation Process Order <ul><li>Manual notifications and updates </li></ul><ul><li>Sequential processing delays </li></ul><ul><li>Paper-based communications </li></ul><ul><li>Manual monitoring and tracking </li></ul>Notify Customer NO Customer What is the status of my order? Input Order Sales Phone Mail Mail Fax Sales Order Order Confirmed
    8. 8. Workflow Analysis Methodology <ul><ul><li>Can always relate back to documents, then to business impact! </li></ul></ul>Elements <ul><ul><li>Define scope (physical, business processes, business objectives and issues, etc.) </li></ul></ul><ul><ul><li>Address business objectives </li></ul></ul><ul><ul><ul><li>costs </li></ul></ul></ul><ul><ul><ul><li>revenues </li></ul></ul></ul><ul><ul><ul><li>efficiencies </li></ul></ul></ul><ul><ul><li>Environment independent (i.e. digital or paper) </li></ul></ul>
    9. 9. Workflow Analysis Methodology Objective <ul><ul><li>A method of demonstrating: </li></ul></ul><ul><ul><ul><li>optimum way of applying technology </li></ul></ul></ul><ul><ul><ul><li>impact technology will have on business </li></ul></ul></ul><ul><ul><ul><li>device selection impacts entire potential business benefits </li></ul></ul></ul>
    10. 10. Workflow Analysis Methodology <ul><ul><li>Define scope (physical, business processes, business objectives and issues, etc.) </li></ul></ul><ul><ul><li>Undertake matrix analysis </li></ul></ul><ul><ul><ul><li>user roles (documents, steps, devices, issues, etc.) </li></ul></ul></ul><ul><ul><ul><li>document processes (users, steps, devices, etc.) </li></ul></ul></ul><ul><ul><ul><li>devices (users, activities, documents, etc.) </li></ul></ul></ul><ul><ul><li>Interpret and identify potential issues and areas for application of technology </li></ul></ul><ul><ul><li>Identify technical solution </li></ul></ul><ul><ul><li>Demonstrate advantages (e.g. Findings, Cost Benefit Analysis, Pilot, etc.) </li></ul></ul>Steps
    11. 11. Workflow Automation Step 3: Express Mail original set to home office Step 4: Send to New Accounts department for processing Step 5: Send to Imaging center for scanning, indexing and archiving <ul><li>Example: Branch Office, Financial Institution </li></ul><ul><ul><li>New Account Process </li></ul></ul>Step1: Make 2 copies of all documents Step 2: Give 1 set to customer and file 1 set Past Process
    12. 12. <ul><li>Multiple copies of same document </li></ul><ul><li>Routing documents is time consuming </li></ul><ul><li>Forms distributed hardcopy </li></ul><ul><li>Express mail is expensive </li></ul><ul><li>Poor audit trail </li></ul><ul><li>Separate step for capturing electronically </li></ul>Issues Workflow Automation <ul><li>Example: Branch Office, Financial Institution </li></ul><ul><ul><li>New Account Process </li></ul></ul><ul><li>Improve customer service </li></ul><ul><li>Reduce clerical duties </li></ul><ul><li>Drive cost out of process </li></ul><ul><ul><li>Document handling </li></ul></ul><ul><ul><li>Mailing </li></ul></ul><ul><li>Reduce cycle time for processing new accounts </li></ul><ul><li>Relieve overburdened Document Imaging Center </li></ul>Objectives
    13. 13. Workflow Automation Map steps to Lexmark Document Distributor Actions <ul><li>Workflow: </li></ul><ul><li>Scan from T610sx from a branch office </li></ul><ul><li>Scan passes over network to central office </li></ul><ul><li>Document server receives image </li></ul><ul><li>Image is converted to .eps </li></ul><ul><li>Image printed back to OptraImage which conducted the scan </li></ul><ul><li>Image and Index saved to a Lotus Notes database for archieving </li></ul><ul><li>Send an e-mail with application attached via SMTP to New Accounts Dept. for processing </li></ul>
    14. 14. Enter Indexing Information and Execute New Account process Workflow Automation <ul><li>Example: Branch Office, Financial Institution </li></ul><ul><ul><li>New Account Process </li></ul></ul>Lexmark Process E-mail PDF to New Accounts for processing Print to branch printer for customer copy Archive with indexing to Lotus Notes Database New Account
    15. 15. Workflow Automation <ul><li>Example: Branch Office, Financial Institution </li></ul><ul><ul><li>New Account Process </li></ul></ul><ul><li>No need to print then distribute </li></ul><ul><li>Route documents in seconds </li></ul><ul><li>No need to send document via Express Mail </li></ul><ul><li>No need to make additional hard copies </li></ul><ul><li>Verification, audit trail (confirmation page & e-mail) </li></ul><ul><li>Archiving part of same process </li></ul>Issues solved with LDD
    16. 16. Workflow Automation - Creating a Business Case Hard dollar savings Productivity savings Reduced time spent on process Reduced number of steps Reduced cycle time (beginning to end) Time & Motion Benchmark before and after activities Reduced number of photocopies Reduced mailing costs Relate savings to effect on business objectives
    17. 17. Lexmark Document Distributor Summary <ul><li>E-mail </li></ul><ul><li>SMTP </li></ul><ul><li>Lotus Notes </li></ul><ul><li>MS Exchange </li></ul><ul><li>Print </li></ul><ul><li>NT Subsystem </li></ul>Process Convert OCR <ul><li>Fax </li></ul><ul><li>OptraImage </li></ul><ul><li>SMTP Fax Server </li></ul>ICR OMR Bar Codes <ul><li>Archive </li></ul><ul><li>File Server </li></ul><ul><li>Lotus Notes </li></ul><ul><li>Exchange Folders </li></ul>Lexmark Document Server Optra Image Lexmark Image Manager Lexmark ScanBack Utility
    18. 18. Lexmark Document Distributor <ul><ul><li>Applications </li></ul></ul><ul><ul><ul><li>Workflow Automation </li></ul></ul></ul><ul><ul><ul><ul><li>Indexed Archiving </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Document Distribution </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Print, E-mail, Fax </li></ul></ul></ul></ul></ul><ul><ul><ul><li>Image Manipulation </li></ul></ul></ul><ul><ul><ul><ul><li>Conversion </li></ul></ul></ul></ul><ul><ul><li>Benefits </li></ul></ul><ul><ul><ul><li>End User: Easy, Error Proof, Saves Time (Enhances Productivity) </li></ul></ul></ul><ul><ul><ul><li>IT: Easy Integration, Customizable </li></ul></ul></ul><ul><ul><ul><li>Finance: Reduces Costs </li></ul></ul></ul><ul><ul><ul><li>Facilities: Increases End User Satisfaction, Reduces Costs </li></ul></ul></ul><ul><ul><ul><li>Management: Quality, Reduces Costs </li></ul></ul></ul><ul><ul><li>Key Attributes </li></ul></ul><ul><ul><ul><li>Customizable/Adaptable </li></ul></ul></ul><ul><ul><ul><ul><li>Script Language </li></ul></ul></ul></ul><ul><ul><ul><li>Easy to Setup </li></ul></ul></ul><ul><ul><ul><ul><li>Script Wizard </li></ul></ul></ul></ul><ul><ul><ul><li>Multiple Access Points </li></ul></ul></ul>
    19. 19. OptraImage Software Transition Lexmark Image Manager Image Manipulation Lexmark Document Server NT Server Based Document Distributor Lexmark ScanBack Utility Wizard for Scan to WS Lexmark Document Distributor Advanced Edition Lexmark Document Distributor Custom Edition Lexmark Image Manager Adds Document Server Access, Indexing Capabilities ScanBack CD Upgrade 10-User Pack Lexmark Document Distributor 10-User Upgrade Option (Server Based OCR / Integration) SPR (ICR/OMR/Barcodes a la carte) Lexmark Document Distributor Standard with OptraImage 6/26/2000 Requires Services... LSS
    20. 20. Lexmark Document Distributor Lexmark Image Manager Application for image manipulation including annotation, clean-up tools, encryption. Distributor access has been added and is used to send images to the Document Server. Lexmark ScanBack Utility Wizard for scanning a hardcopy document back to your workstation, desktop shortcuts can be created for process automation. Compatibility: Windows 95/98/NT/2000 Translations: E, FIGS, BP. Lexmark Document Server Heart of the Document Distribution System, the Document Server receives documents from OptraImage and the Lexmark Image Manager processes the document and distributes based on a customizable script. Compatibility: Win NT 4.0 service pack 5 or later, Win 2000 Translations: Software English - Setup Guide E, FIGS, BP E-mail Print Fax Archive NT Server User’s Workstation
    21. 21. OptraImage - Review Features <ul><li>Fax - send and receive </li></ul><ul><ul><li>also, fax from workstation </li></ul></ul><ul><li>Copy </li></ul><ul><li>Scan to e-mail </li></ul><ul><ul><li>PDF, TIFF or JPEG formats </li></ul></ul><ul><li>Scan to PC </li></ul><ul><ul><li>Web page to scan an image back to your workstation </li></ul></ul><ul><li>ScanBack™ utility and Image Manager </li></ul><ul><ul><li>Image manipulation tools </li></ul></ul><ul><ul><li>annotate, despeckle, flip and convert images </li></ul></ul><ul><li>Scan to File Server </li></ul><ul><ul><li>scan an image to a predefined FTP file server </li></ul></ul><ul><li>“ Scan once, print many” book copy mode </li></ul><ul><ul><li>wide-format OptraImage </li></ul></ul><ul><ul><li>11x17-inch book -- two 8.5x11-inch pages </li></ul></ul>
    22. 22. Lexmark Document Distributor ScanBack™ Utility Scan completed, sent to OptraImage as profile From OptraImage panel, select profile and press Go/Send button Windows 95/98, Windows NT, or Windows 2000-based computer The ScanBack Utility is a Windows-based Wizard for scanning a hardcopy document back to a computer. Users can create desktop shortcuts to configure the scan device with one click. 1 2
    23. 23. Lexmark Document Distributor Image Manager ScanBack Utility Existing images from disk Image Manager Document Server <ul><li>The Image Manager lets users manipulate and annotate images that are: </li></ul><ul><li>Received from ScanBack Utility </li></ul><ul><li>Available on local or network drive (.bmp, .jpg, or .tif </li></ul><ul><li>The Image Manager interacts with other components of the Document Distributor: </li></ul><ul><li>ScanBack Utility from within ImageManager </li></ul><ul><li>Users can select an image and script name and submit them to the Document Server. </li></ul>
    24. 24. Lexmark Document Distributor Document Server Image Manager Document Server <ul><li>Non-Interactive Scripts </li></ul><ul><ul><li>Requires no input from user </li></ul></ul><ul><ul><li>Invoked from OptraImage and/or Image Manager </li></ul></ul><ul><li>Interactive Scripts </li></ul><ul><ul><li>Requires input from user </li></ul></ul><ul><ul><li>Invoked from Image Manager </li></ul></ul>Profile Profile Script The Document Server distributes document and images as specified in a script, which is stored on the server and consists of a list of actions to perform. Action 1 Convert Action 2 Print Action 3 Fax Action 4 E-mail
    25. 25. Lexmark Document Distributor Document Server Admin Script Script The Document Server Admin manages Document Server settings and jobs, creates scripts, and creates OptraImage scan profiles.
    26. 26. Lexmark Document Distributor <ul><ul><li>OptraImage is prerequisite </li></ul></ul><ul><ul><ul><li>Technical fit for OptraImage </li></ul></ul></ul><ul><ul><li>Thorough understanding of customer processes and environment </li></ul></ul><ul><ul><ul><li>current process steps </li></ul></ul></ul><ul><ul><ul><li>process steps translated into LDD actions (scripts) </li></ul></ul></ul><ul><ul><ul><ul><li>variability in defined process may require multiple scripts </li></ul></ul></ul></ul><ul><ul><li>Scripts (Who will create now and in the future?) </li></ul></ul><ul><ul><li>Customer training - end-user & technical (training CD, end of Sept. and hands-on by year’s end) </li></ul></ul><ul><ul><li>Support (self support or LXK) </li></ul></ul><ul><ul><li>Reminder (translates WARNING!!! ) </li></ul></ul>Qualifying
    27. 27. Lexmark Document Distributor <ul><ul><ul><li>You can’t fix a broken process with LDD alone. </li></ul></ul></ul>Qualifying WARNING!!!
    28. 28. Document Workflow / MFD Questions???