Developer and Fusion Middleware 1 _ Paul Ricketts _ Paper Process Automation for Oracle Applications.pdf

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  • 1. <Insert Picture Here>Paper Process Automation for Oracle ApplicationsPaul RickettsOracle Content and Portals
  • 2. Agenda•  Imaging Business Challenges•  Introducing Oracle WebCenter Imaging•  Customer Examples•  Summary
  • 3. Paper Process AutomationBUSINESS CHALLENGES
  • 4. Business Challenges1.  Cost of Managing Physical Information (Paper)2.  Time Taken to Process Physical Information3.  Visibility of the ‘Business’, Information Managed Outside of the Application4.  Risk to the Organisation by Managing Physical InformationLet’s take a look at what the organisation is after from anautomation solution…
  • 5. LOB Manager (Finance, HR etc.)Applications Imaging Decision-Maker •  What do I care about? •  Decreasing key metrics such as receipt-to-payment cycle times, cost per new hire and processing cost-per-invoice •  Increasing departmental productivity (keeping labour costs in check) •  Gaining insight into processes to help achieve the above •  What am I looking for? •  Imaging that is tightly integrated with the ERP system (invisible content management) •  Imaging that allows for workflow control at the departmental level •  Imaging that offers custom dashboard view of key metrics •  What don’t I care about? •  Technology; just make it easy and make it work •  Cost of imaging system
  • 6. LOB End-User (Finance, HR etc.)Applications Imaging End-User •  What do I care about? •  Working through my task queue as quickly as possible so I can do more stimulating & rewarding work •  Keeping errors (i.e. data mis-entry) to a minimum •  What am I looking for? •  Imaging that is tightly integrated with the ERP system (invisible content management) •  Imaging that offers fast and easy exception handling capabilities •  What don’t I care about? •  Technology; just make it easy and make it work
  • 7. IT Infrastructure/Applications ManagerApplications Imaging Buyer •  What do I care about? •  Controlling costs: SW, HW, M&S, administration •  Building a sustainable, re-usable IT infrastructure •  Keeping LOB managers and end-users happy J •  What am I looking for? •  Imaging that is quick to deploy •  Imaging that is fairly easy to maintain •  Imaging that can be extended to multiple applications •  Imaging that is in line with IT direction •  What don’t I care about? •  Silly question: there’s nothing an IT manager doesn’t care about when it comes to buying software
  • 8. Paper Process AutomationINTRODUCING WEBCENTERIMAGING (IPM)
  • 9. Oracle Fusion MiddlewareIntegral Components of the Oracle Technology Stack Oracle Applications Oracle Database Oracle Systems
  • 10. Oracle WebCenter Suite The User Engagement Platform for Social Business•  One Integrated Product Suite - Sites, Portal, Connect, Content•  Transforming Organizations to Social Business - Improve Business Agility, Increase Customer Loyalty, Enhance User Productivity, Seamless Access to the Right Information•  Architected together to Connect People and Information - Desktop/ Mobile/Tablet, Search, Gadgets, Application Integration, SaaS/Cloud
  • 11. Oracle WebCenter Content •  Document Management (DM) •  Records Management (RM) •  Web Content Management (WCM) •  Digital Asset Management (DAM) •  Image and Process Management (IPM) •  Document Capture •  Distributed Document Capture •  Forms Recognition •  Workflow and Exception Handling •  Pre-Built Applications Adaptors
  • 12. The IPM Solution•  Eliminates paper and content-enables processes to lower costs and increase efficiency/productivity: •  Capture digitizes documents & extracts data: •  Paper, eMails, Faxes, Print Streams etc. •  Pulls key data from documents to decrease manual entry •  Integrates with Applications to validate data •  Imaging stores, retrieves & manages documents: •  Provides a centralized repository with lifecycle management •  Enables seamless search and access from within application UIs •  BPM capabilities accelerate document-driven processes: •  Workflow enables faster and complex routing of documents •  Monitoring provides insight into key performance metrics
  • 13. IPM Customers
  • 14. <Insert Picture Here> Capture & Image Management Software Market Forecast, 2008-12 IDC • “Enterprises are recognizing the value of deploying a consistent set of technologies across all of the LOBs that require capture and imaging, and they will look to standardize on a limited list of suppliers providing seamlessly integrated solutions.” • “Capture and image management vendors need to provide a service-oriented architecture and support Web services. Strong business process management (BPM) facilities or integration with platform BPM offerings are also key.” • “Records management needs to be integrated with capture and image management solutions for large organizations.”
  • 15. Oracle IPMComplimentary solutions for active & transactional content•  Attachments: •  Replace native application attachment document stores •  View and attach documents associated with application entities •  Provide enterprise class scalability and functionality •  Leverage application content throughout the enterprise •  Examples: call centers, marketing campaigns•  Imaging: •  Automate paper-based processes •  Provide imaging, capture, workflow and document task processing •  High document routing and mark-up requirements •  Examples: Accounts payable, time & expense management, order management, employee onboarding, etc... 15
  • 16. IPM Solution Areas Compared to Traditional Content Management LARGE VOLUME OF CONTENT Claims Processing Expense Processing Report Output Mgmt Traditional Knowledge MgmtLOW NUMBERS OF Content USERS AND CONSUMERS Accounts Payable General Intranet Accounts Receivable Traditional DocMan Dealer Extranet Compliance/Governance Brand mgmt E-Gov HR application processing Policies & Procedures HIGH NUMBERS OF USERS AND Call Center CONSUMERS Transactional Public Web Sites Content SMALL VOLUME OF CONTENT
  • 17. Paper Process AutomationINVOICE PROCESSING
  • 18. Typical A/P Department Invoice processing without capture & imaging ! !Invoices Received: Final Review &Opened, Prepped, Manual Invoice Validation Manually Route for Invoices Return to Release forSorted Entry into ERP Against P.O. Approvals A/P Desk Payment DAY 10 DAY 20 DAY 30+
  • 19. Oracle’s Integrated Invoice Processing Solution End-to-end invoice process optimization and automation INVOICE VOLUME ORACLE’S IMAGING SOLUTION FOR Oracle iSupplier Portal FINANCIALS PeopleSoft eSettlements Paper invoices EDI/XML from large suppliersOracle E-Business Suite Self-servicePeopleSoft Enterprise invoicing LOW INVOICE PROCESS AUTOMATION HIGH
  • 20. Oracle’s Imaging SolutionKey differentiators •  Complete solution from invoice receipt to payment Complete •  Supports varying automation levels •  Developed as product and supported by Oracle •  Maintains ERP user experience •  Solutions based on Oracle’s bestIntegrated practices •  No duplication – leverages native ERP functionality where available •  Component of Fusion MiddlewareStrategic •  Provides imaging infrastructure for other enterprise imaging needs
  • 21. Payables with Oracle’s Imaging Solution One integrated system for end-to-end invoice processingCapture Extract & Index Store Access Workflow & Monitor ApproveInvoices Scanned Data extracted & Invoices Stored in Invoice Images & Exception HandlingCentrally or Remotely Sent to E-Business Central Repository Data Accessed via Workflows & Real- Automated Suite / PeopleSoft EBS / PSFT time Monitoring Approvals DAY 1 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
  • 22. A/P Automation SpectrumWhich level is right for you? Processing VolumeHIGH: Front-end intelligent capture & workflow•  Invoices scanned upon receipt, indexed with IDR 5,000 invoices / mth +•  P.O. matching, vendor maintenance automated•  Human intervention only required for exceptions 3,000 invoices / mthMID: Front-end capture & data entry •  Invoices scanned centrally or remotely upon receipt •  Routed to ERP for data entry (key from image) 1,000 invoices / mth -LOW: Back-end capture & archive•  Batch scan and index invoices at process completion•  Accessed via searches on image indexes
  • 23. Oracle’s End-to-End Invoice Processing SolutionComponentsOracle Document CaptureOracle Forms Recognition Oracle Financials Scan Search | Access | Approve Extract Index Commit Route | Delegate | Monitor Oracle Business Process Management Suite Store | Retrieve | Manage Ready for Oracle Imaging & Process Management Payment
  • 24. Payables with Oracle’s Imaging Solution One integrated system for end-to-end invoice processing Capture Extract & Index Store Access Workflow & Approve MonitorInvoices scanned Data extracted & Invoices stored Invoice images & Exception Handling Automatedcentrally or remotely sent to in central data accessed via Workflows & Real- Approvals Oracle repository Oracle ERP time Monitoring
  • 25. Centralized Document CaptureHigh-volume scan & index High-volume scanning Automated indexing via barcode recognition Commit Scan + Recognition Content repository Import Index Import from email, Zonal, ad-hoc OCR network folders, fax Relational pick-lists and database and FTP servers look-ups
  • 26. Centralized Document Capture High volume scan & index•  Import paper documents, emails, faxes and electronic documents•  Barcode recognition captures key data (expense reports)•  Assign invoices by region or priority level (or customize as needed) for routing to E-Business Suite•  Auto-archiving of invoices to content repository•  Supports all enterprise scanners (Adrenaline and ISIS)
  • 27. Distributed Document Capture Web-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)
  • 28. Payables with Oracle’s Imaging Solution One integrated system for end-to-end invoice processing Capture Extract & Index Store Access Workflow & Approve MonitorInvoices scanned Data extracted & Invoices stored Invoice images & Exception Handling Automatedcentrally or remotely sent to in central data accessed via Workflows & Real- Approvals Oracle ERP repository Oracle ERP time Monitoring
  • 29. Let’s Take a Look at an InvoiceWhat is the PO Number?Who is the supplier?What goods are being invoiced for, how many, how much?
  • 30. What about this one? What is the PO Number? Who is the supplier? What goods are being invoiced for, how many, how much?
  • 31. Dealing with Different Layouts = 500000 Global Suppliers = 50 Image Configurations = 31 Out of the Box!
  • 32. Intelligent Forms Recognition Extract 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 POs1 Classify: •  Content-based recognition & sorting •  Document agnostic 22 Extract: •  Context-based data extraction 1 •  Language independent3 Validation and Matching: •  Leverage ERP data •  Fuzzy search for fault tolerant data validation 3
  • 33. Payables with Oracle’s Imaging Solution One integrated system for end-to-end invoice processing Capture Extract & Index Store Access Workflow & Approve MonitorInvoices scanned Data extracted & Invoices stored Invoice images & Exception Handling Automatedcentrally or remotely sent to in central data accessed via Workflows & Real- Approvals Oracle ERP repository Oracle ERP time Monitoring
  • 34. Enterprise Image StorageHigh volume, highly-configurable•  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 SnapLock Oracle SAN, NAS = UCM Magnetic Need Records Management? = Oracle URM
  • 35. Payables with Oracle’s Imaging Solution One integrated system for end-to-end invoice processing Capture Extract & Index Store Access Workflow & Approve MonitorInvoices scanned Data extracted & Invoices stored Invoice images & Exception Handling Automatedcentrally or remotely sent to in central data accessed via Workflows & Real- Approvals Oracle ERP repository Oracle ERP time Monitoring
  • 36. Tightly Integrated User ExperienceOne-click access to imaged documents •  Viewer and Task List is launched from ERP UI to: •  View task and image •  Key from image •  Resolve exceptions •  Annotate invoices • Redact information
  • 37. Application Adapters for ECM Configurable UI Integration Application Adapter for ECM •  Adapters available for E-Business Suite and PeopleSoft* ApplicationERP UI Integration Solution •  Designed to minimize application footprint Task List Task Viewer •  Provides configurable, loosely coupled application integrations Workflow Task ERP Lookups, Human Workflow Updates ERP Events Images Workflow Solution * JDE Adaptor also available from Oracle Partner
  • 38. Application Adapter for Oracle ECM How it works•  Adapters available for E-Business Suite and List tasks, perform tasks Access images PeopleSoft•  Designed to minimize application footprint IMAGE VIEWER•  Provides EBS / PSFT UI configurable, APPLICATION loosely coupled ADAPTER FOR ORACLE application ECM integrations EBS / PSFT SERVER IMAGING WEB SERVER WORKFLOW Send async events (e.g. invoice Complete tasks and update saved, invoice paid) index values
  • 39. Payables with Oracle’s Imaging Solution One integrated system for end-to-end invoice processing Capture Extract & Index Store Access Workflow & Approve MonitorInvoices scanned Data extracted & Invoices stored Invoice images & Exception Handling Automatedcentrally or remotely sent to in central data accessed via Workflows & Real- Approvals Oracle ERP repository Oracle ERP time Monitoring
  • 40. 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 E- Business Suite/PeopleSoft environment•  Automatic re-assignment, delegation or escalation
  • 41. Real Time Process Monitoring Customizable 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)
  • 42. Payables with Oracle’s Imaging Solution One integrated system for end-to-end invoice processing Capture Extract & Index Store Access Workflow & Approve MonitorInvoices scanned Data extracted & Invoices stored Invoice images & Exception Handling Automatedcentrally or remotely sent to in central data accessed via Workflows & Real- Approvals Oracle ERP repository Oracle ERP time Monitoring
  • 43. Non-AP Imaging Solutions Extend automation value while lowering TCO•  Replicate cost savings by expanding A M E R I C A imaging to other E-Business Suite modules or apps: 6 business units 14 processes •  Expense Mgmt., Receivables, Contracts, Leasing, HR processes etc.•  Leverage shared services to lower costs: 4 business units •  Content-enable processes enterprise-wide; 10 processes centrally manage on one platform•  CPU-based licensing adds value over time: •  No added costs to content-enable more applications 3 business units 5 processes Winner of 2008 Oracle ‘Green Award’
  • 44. Paper Process AutomationREAL-WORLD CUSTOMER ROI
  • 45. The ROI of A/P Imaging •  Processing 30,000 transaction documents a day •  Capturing 75 million images a year •  A/P response time reduced from 2 -10 days to 1-10 sec. •  Saving $1 million a year •  Maintained A/P staffing levels while transaction volume increased by 25% •  Currently processing 250,000 invoices per week, with over 1 billion documents in storage •  Reduced document retrieval time from 2-3 days to seconds •  Achieved ROI in less than 18 months •  Receipt-to-payment time cut down from 30 to 7-10 days •  ROI achieved within a few months of implementation •  Saving $100,000 annually in compensation previously paid to temporary staff
  • 46. Paper Process AutomationSUMMARY
  • 47. Oracle’s Imaging Solution More business process automation, less cost & complexity•  Fast ROI by automating paper-based processes •  Eliminate paper and manual processing from key business processes•  Long-term ROI on services: •  No high consulting costs for every Oracle Financials/PeopleSoft Enterprise upgrade •  Build expertise in-house to decrease consulting reliance•  Long-term ROI on software: •  Image-enable the enterprise while lowering system TCO •  Highly scalable imaging repository supports billions of items •  Protect your applications investment today with tomorrow’s technology•  Ongoing ROI on support: •  Leverage a single support channel to simplify operations
  • 48. 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
  • 49. Questions..
  • 50. San Francisco 2011October 2–6, 2011Latin America 2011December 6–8, 2011Tokyo 2012April 4–6, 2012