Extending your Paperless Solutions

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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 …

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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  • 1. Presented by: Bill Whalen Solutions Specialist, RJS Software Extending Your Paperless Solutions: Building a Roadmap to Success
  • 2.  Why Extend Your Paperless Solution  Project Planning  The Solution Design/Taming Projects  The Six Steps of Solution Design  Summary  Learn More Agenda
  • 3.  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?
  • 4. 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?
  • 5.  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)
  • 6. Implementing an IT Project
  • 7. Understand the Problem1 Identify Goals and Requirements 2 Design the Solution4 Document and Present6 Calculate ROI5 Map the Current Process3Solution Design The Six Steps of Solution Design
  • 8. Calculate ROI5 Solution Design Understand the Problem 1 Identify Goals and Requirements 2 Map the Current Process 3 Design the Solution 4 Document and Present 6
  • 9.  Involve key users/departments and understand the problem:  Paper reduction in the workplace  Too many file cabinets  Difficulty in finding information (time + costs)  Distributed offices making it challenging to share documents  Need for increased security in accessing information  Industry/Government regulations  Too many systems, not integrated, difficult to distribute documents  Time and cost to retrieve and distribute documents  Managing the approval process Step 1: Understanding the Problem
  • 10. Basic Purchase to Pay Process – Executive View Receiving Make copies of documents Sends copy to Accounting Locate receiving document Advanced Shipping Notification Match to packing slip Notate exceptions Accept order Files 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 Mail A/P Sends copy to Receiving Purchasing User fills out requisition form Walks to Purchasing to deliver requisition Enters PO in the system Prints approved PO Mails / Faxes PO to vendor File copy in Purchasing Sends copy to Accounting
  • 11. Basic Purchase to Pay Process – User View
  • 12.  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
  • 13. Calculate ROI5 Solution Design Map the Current Process 3 Design the Solution 4 Document and Present 6 Understand the Problem 1 Identify Goals and Requirements 2
  • 14.  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
  • 15. Calculate ROI5 Solution Design Design the Solution 4 Document and Present 6 Understand the Problem 1 Identify Goals and Requirements 2 Map Current Process 3
  • 16.  It’s more than just technology  Think 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
  • 17.  How to map the current process:  Identify points of origin, decisions, and where it ends  Map 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
  • 18. 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 run X X NO Faxed Invoices X Date Stamped Placed in one of 4 folders Received Y/N Put in folder – recheck for receiving each day Email invoice to Requestor YES Received X X XX X X Email Paper Invoices received from remote location or in mail. Verify if received in ERP Visual 3 way match to determine if voucher ready YES Variance Y/N Scan to MFP Requestor corrects issue comments in email XX
  • 19. Calculate ROI5 Solution Design Document and Present 6 Understand the Problem 1 Identify Goals and Requirements 2 Map the Current Process 3 Design the Solution 4
  • 20.  Explore different scenarios to solve the problems identified  Validate chosen scenario with key users  Identify the technology required  Identify changes to business processes, business rules, etc.  Prioritize implementation plan  Schedule review of solution design with executive management Step 4: Design the Solution
  • 21. 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 X Date Stamped Placed in one of 4 folders Received Y/N Put in folder – recheck for receiving each day Email invoice to Requestor YES Received X X XX X X Email Paper Invoices received from remote location or in mail. Verify if received in ERP Visual 3 way match to determine if voucher ready YES Variance Y/N Scan to MFP Requestor corrects issue comments in email XX Solution: 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 Vouchers Invoice 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 approval If 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
  • 22.  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
  • 23.  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.
  • 24. Solution Design Document and Present 6 Understand the Problem 1 Identify Goals and Requirements 2 Map the Current Process 3 Design the Solution 4 Calculate ROI5
  • 25.  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
  • 26.  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
  • 27. ROI
  • 28. ROI 0k 200k 400k 600k 800k 1,000k 1,200k Month 1 (Project Kick-off) 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
  • 29. ROI – Detailed 5 Year ROI Analysis
  • 30. Solution Design Understand the Problem 1 Identify Goals and Requirements 2 Map the Current Process 3 Design the Solution 4Calculate ROI5 Document and Present6
  • 31.  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?
  • 32.  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
  • 33. Learn More Contact: Bill Whalen RJS Software Systems billw@rjssoftware.com or sales@rjssoftware.com 888-RJS-SOFT or 952-736-5800 or visit us online at www.rjssoftware.com