BtoB Solutions Hov Services

BtoB’s Solutions Overview & Relevant Experience BtoB Solutions’ Primary Mission is to provide its clients with multi-faceted, web-based, vendor-neutral solutions, that are: secure, economical, easy to use and implement, reduce costs, streamline workflow processes and provide compelling ROI’s. BtoB Solutions have focused mainly on the supply chain side of the business reducing customers costs from point of requisition to accounts payable. Customers on average see 25% to 50% reduction in their spend based on the selected partners. Our Customers Include

Background Information

Who Our Partners Are:

Who Our Partners Serve:

Banking, Financial Services & Insurance

State & Local Governments

Healthcare Payers & Providers

Manufacturing

Media & Publishing

Telecommunications

Non-Profits

BtoB Solutions’ partners are cost reduction solution providers with an extensive history of improving outcomes for their clients.

Key Findings from Research Companies that drive our focus! Aberdeen Reports, Buy-IT, Benchmark Partners

Web-based, hosted solutions minimize the requirements for internal IT resources and to purchase software and IT equipment.

More than one-third of all corporations purchase off-contract

Sourcing strategies can generate immediate cost savings by increasing compliance using solutions that provide greater control and visibility.

Research shows that each new dollar brought under management control can reduce costs 5% - 20%.

Poor spend visibility erodes negotiation & contracting performance between 5% - 7%.

Companies lose 22% of every dollar spent out of compliance

A/P Processing costs run as high as $100.00 an invoice on average

Eprocurement can help generate a 25 – 50% reduction in inventory costs alone

Improved controls creates more accountability within the organization and compliance with the Sarbanes-Oxley Act (SOX).

Advantages of Web-Based vs. Server Solutions The advantages of web based applications .

No hardware to purchase

No software to purchase

No additional monthly software maintenance fees

No IT dept. required to maintain software

Low risk with 30 day termination clause

Pilot can be implemented in less than 30 days

Payback 90 to 120 days after implementation

Compelling ROI

Minimal, one-time, up-front costs for set-up & training

Minimal on-going monthly user fees thereafter

BtoB Solutions Overview Procurement BPS is a vendor-neutral e-procurement solution that allows an enterprise to manage and control all of its purchases electronically. Our sourcing tools, integrated catalogs and process controls provide both supply and processing cost savings. Implementation takes less than 30 days. Delivery Management PointandShip is one shipping solution for all carriers that allows enterprises to take advantage of the best shipping option for cost savings while providing a single invoice for multiple carriers with the ability to identify and request credits on late shipments. Implementation takes less than 30 days. Transaction Mgt HOV Services is a leader in business process outsourcing and partnering with BtoB Solutions to transform manual paper extensive Accounts Payable and Accounts Receivable operations into a automated process reducing the cost to process accounts payable invoices by 50% or more per invoice with no capital investment

HOV’s Cost Reduction Solutions – Overview

HOV Services is proven business process and knowledge process service provider with an extensive 20 year history of improving outcomes for our customers.

Who We Are:

We Provide Services to over 50% of the Fortune® 100

Employ 11,900+ People to Service Over 500 BPO Customers

Operate in 50+ Multi-functioning Centers in the United States, Canada, Mexico, India & China

Who We Serve:

Banking, Financial Services & Insurance

Government

Healthcare Payers & Providers

Manufacturing

Media & Publishing

Telecommunications

Scanning over 50 million documents every month

Capturing over 3.6 billion characters of data every month

Printing & distributing 50 million pages e very month

Integration – Our Drive to Success

Collections Management

Enterprise Services

Data Mining

Data Warehousing

Information Analytics

Content Processing

Document Lifecycle

Management

Product Support

Healthcare Provider/Payer

Database Management

Enrollment

Claims Administration

Claims Adjudication

EOB/EOP Presentment

Revenue Cycle Management

Electronic Health Record

Insurance Processing

Digital Mailroom

Policy Capture & Workflow

Claims Processing/Doc. Distribution

Payment Disbursement

Customer Agent Communication

Loan Processing

Loan Capture

Document ID/Classification

File Status Inventory Mgmt

Post Process Auditing

Loan Sales & Transfers

Workflow

Accounts Payable

Invoice Scanning/Capture

Invoice Data Entry

Invoice Hosting

Workflow

Disbursements

Support Functions/Decisioning

Travel & Expense

Accounts Receivable

Statement Presentment

Remittance Processing

(Inbound/Outbound Support)

Hosting ( document DNA )

Notice Presentment

Workflow

Collections

Pre-Write Off (Healthcare)

Insurance Verification

Insurance Billing

Private Pay Collections

Research/Location/Verification

Post Write Off

Research/Location/Verification

Collections

Arbitration

Legal Strategies

Insurance Billing (Healthcare)

Insurance Follow-up (Healthcare)

Transaction Management Risk Management Business Intelligence Content Management

F&A Services - APM

APM Scan

Clerical Processing

Scan, OCR

APM Capture

Manual & with Technology

Paper, Electronic, EDI, Web, Fax etc.

APM Hosting

Images & Data

Transaction Audit Trail

Integration

Publish via Web

APM Business Process Management

Business Rules

Approval & Exception Routing

Web Based Reporting

Complete Audit Trail

The Components of Accounts Payable Management Business Solutions:

APM Disbursements

Vendor Payments

Various Media, Checks, e-Present etc.

Vendor Self Service

APM Support Functions (Co-Sourcing)

Vendor File Maintenance

Customer Service

Invoice Problem Resolution

Collaboration

Analytical

Support Functions for Outsourcing :

Check Printing / Post Processing

Image Hosting

Field Internal / External Calls (& Emails) Support

Vendor Statement Reconciliation

Summary Billing Reconciliation (I.e. Procurement Card)

T & E Report Manual Processing and Audit Reporting

Electronic Web Based T&E Tool

Invoice Exception Resolution Support

Web-based Workflow Solution

Vendor File Maintenance Support

AP Case Study - Hospitality Industry

Challenges

No central image repository

High labor cost

Lack of integration stores with corporate

400,000 invoices per month

No formal quality program

Minimal reporting and reconciliation process

HOV Solution

HOV implemented a centralized image repository and workflow

Created detailed web based reporting and reconciliation process

Created a formal quality program

Reduced cost by 40%

Benefits

Provided real time access to vendor invoices for follow-up

Reduced amount of time required to adjudicate invoices

Enhanced Web Based Reporting and Reconciliation Process

Allowed Customer to close their accounting period within a timely fashion

As a Result of the project, HOV continues to take on additional business such as HR documents, Payroll, T&E etc.

AP Case Study - Distribution Industry

Challenge

No Central Image Repository

Paper was out of control (e.g. losing documents)

Not able to reconcile to their PO’s

60,000 invoices per month, mostly PO based

Integrate stores with corporate

Minimal Reporting and Reconciliation Process

Not able to take advantage of discount terms

HOV Solution

Centralized mailroom, scanning and data capture operations

Created tracking and reporting systems

Created a workflow for resolving invoice exceptions

Benefits

Ability to capture significant discounts

Improved service levels to their vendors enabling them to negotiate terms

Significant reduction in labor cost

Reduced exception processing such as reducing unmatched PO’s

Facilitated the standardization and streamlining of their nationwide AP process

Snapshot of our Accounts Payable Outsourcing

Solution in the ARM Segmen t

ARM Presentment/Output

Statements, Invoices

Track & Trace

E-Present, Print & Mail

ARM Remittance Processing

Collect Payments

Encode/Endorse Checks & Payments

File Export to Bank & Customers

Gather Additional Data

ARM Hosting

Images & Data

Transaction Audit Trail

Integration

Publish

ARM Business Process Management (Co-Sourcing)

Web Exception Processing

Unapplied Cash

Research & Reconcile

Collaboration

Analytics

1st Party Collection Calls

ARM Collections

3rd Party Collections

Debt Servicing

Debt Acquisition

Reporting & Compliance

Lockbox A/R Collections Bad Debts Collections 1 st Party 3 rd Party HOV ARM Solution Exception Processing Unapplied Cash Cash Posting Research & Reconcile Pre Write-Off Collections, Collection Calls Collection Letters, Notices Collect Payments Encode/Endorse Checks & Payments File Export to Bank & Customers 3rd Party Collections All Stages of Debt Arbitration and Legal Channels Debt Servicing, Acquisition Reporting & Compliance Billing

Invoice/Statements

Planet Code,

Track & Trace,

Print, e-Present Postal Discount

Single stream in processing.

Extended cut off of depositing checks with Check21.

Ability to post cash and checks to accounting system within 15 minutes.

Ability to use current equipment for processing if required.

Web Based private label system for customer service / exception processing.

Email notification on specific payment processed.

Enhanced search engine.

Custom reports.

On-line ticker on everything being processed network wide.

All stubs and checks will be able to be reviewed via the web for customer service.

Download of Billing File to be used in processing transactions.

Ability to download exception file to be used in processing transactions.

HOV will write interface to accounting system to eliminate any work from IT staff.

Features & Benefits

Tools Used For Successful Outsourcing

HOV Services AP Futures

OCR

Balancing technology investment with customer value

Vendor Portal

Secure Web Site

Integration into AP Workflow processes

Designed for Vendor self service

EDI

Enablement and support

Drive supplier adoption

Support small suppliers

Fax & Email Invoice Processing

AP Vendor Portal

Electronically submit Invoices

(PDF, Fax, Image Upload, Form/Template)

Check Invoice status

Received, Pending, Approved, Exception, Paid

Scheduled payment date (with integration to ERP system)

Exception resolution

Update P.O. #, Requester, Ship to location

Vendor Profile Changes

Address, Email, Phone Number

Statement Reconciliation

View of all invoices for a given period with their status

AP EDI Solutions

EDI Enablement and support

Supplier adoption strategy and communication

Strategic Partner for EDI translation

Integration with Workflow

Duplicate invoice detection (paper and EDI)

Support for two and three way matching

Exception handling through workflow

Approval

Keying / Post OCR Process Flow

Data entry – 1st Operator / OCR

Capture fields as per specification

Data entry – 2nd Operator (Verify)

Verify all fields as per specification

Correct any mis-keyed characters

Data entry – 3rd Operator (mismatch if necessary)

Make final determination if field(s) still mismatch

Duplicate Invoice Verification

Capture data process comparison

Invoice data is compared against the data previously captured for duplicate and suspect duplicate invoices

Fields checked

Invoice Number

Invoice Amount

Invoice Date

HOVS also checks for 'suspected' duplicate invoices

HOVS can reject to a queue any suspected duplicates, or reject to a web report or process but flag and report to the customer on these invoices so that the invoices can be reviewed prior to posting and/or payment within financial system in the event that they were not caught by the customer’s system.

Workflow Capabilities

What Are Your Objectives?

Eliminate Paper

Centralized Control with Remote Approval

Reduce Exception Handling Time

Maximize Vendor Discount

Eliminate Duplicate Payments

Reduce Audit Costs

Reduce PO/Invoice Discrepancy

Increase SOX Compliance with increased Visibility & Control

Reduce Cost Per Invoice

Reallocate/Redeploy Headcount

Eliminate Management Headache, Focus on Strategic Issues

A Day in the Life of an Invoice

AP Workflow

HOVS breaks workflow down into three parts:

Rules

What information is routed and to whom?

What conditions must be met to get to the next step?

How are exceptions handled?

Routes

What paths do the workflow objects take?

Roles

What job functions are performed by each work action on the path?

HOV’s Implementation Model Stage 1 Due Diligence Stage 2 Design & Implementation Stage 3 Ramp-Up Stage 4 Transition Stage 5 Steady State Conduct Due Diligence Knowledge Transfer Ramp-Up Transition Steady State Implementation and Client Servicing

Client Engagement Process Sales Team Customer Relationship Team Migration Team Operations Team Pre-Engagement Mobilization Transition Production Improvement

Planning

Process Development

Training

Pilot

Planning

Execution

Monitor, Track and

Report

Continual Improvement

Product Strategy Contract Ramp-up Delivery Engagement Process Solution Design Start-up Production Steady State

Create Relationship

Discover Factors to Create Compelling Value

Mutual Qualification

Consensus to Proceed

Due Diligence

Scope Development

Cost Estimation

Proposal Development

and Evaluation

Confirm Relationship

Contract Negotiations

Communication Approach

SIX SIGMA & CMM 4 Compliant Processes

Equipped to Handle Mission-critical Functions for Customers

Well-positioned as One of a Select Group that Fully Satisfies Large, Sophisticated Clients

HOVS Certifications Stringent Data Security and Quality Assurance Throughout Supply Chain Recognized for Quality and Service* Exceptional Performance on Compliance Reviews