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Accounts Payable Killer Application for SharePoint

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    IOMA - The Institute of Management & Administration

    AmdocsAccounts PayableImaging and Approval Workflow 50 branches 500 invoices per month per location 3 month ROI  Advantage Sales & Marketing 50 LocationsApproval 40% fasterSave $95,000/Year5,000 Users

    IW Capture These are people like you and me. Work in office and outlook all day. Create lots of contentElectronic Files These are documents like HR Policies, Manuals, Vacation Forms, 401K Info, employee reviews, sales policies, etc Without ECM it is difficult to ensure that the latest documents are usedProduction Capture

    These are the users typically left out of traditional ECM implementations Too expensive - $2500 per user Difficult to implement Difficult to useMake it easier, not harderLosing your own documents

    Ease of Use, they don’t want:Complicated save and index processesSearching multiple repositories for related contentInefficient search process (lack of metadata) Desktop not tightly integrated with ECM so users don’t publish content to repository Low user adoption defeats ECM investmentEasy to find Accurate results – too much data Search for : Sales PowerPoint

    For our first example of KnowledgeLake in action we’ll walk through an Accounting capture experience.This demonstration will step you thru capturing images using KnowledgeLake Capture, indexing, searching and reviewing from within SharePoint.The first step is the scan the documents we start by opening KnowledgeLake Capture. As you can see it has the familiar ribbon bar that you will see in all new Microsoft Office 2007 products. Prior to capturing our accounting pages SharePoint was configured to store and organize these various document types. In this scenario both Invoices and Packing Slips will be captured, we have selected Invoices as our default document. Next press the Scan button.

    The next step is to index the pages, upon selecting this function the ribbon bar will change automatically. Prior to indexing you could have scanned, moved, deleted and inserted additional pages.

    In the right column the index panel appears, this lists the various document types and related indexes. Here the Invoice index values are listed. You can also see at the top of the screen the Index ribbon panel offers a number of functions including page, document, field and Zonal OCR.

    Here we have entered the first key index of PO Number 55555. In this demonstration we have configured the client to enable some index automation.By entering the first index value of 55555 KnowledgeLake Capture sends a request to the SharePoint server configured with KnowledgeLake Image Server to invoke a database lookup. Image Server provides the capability to connect to your LOB databases and send a query requesting additional data about this PO Number. By using auto indexing via db lookup the accuracy of data can be increased, and the labor entering index fields can be reduced dramatically.

    Here you can see the Invoice Amount and Vendor Name are returned and entered into the index values.

    Now the only indexes requiring manual entry are Invoice Number and Date. We enter the Invoice number Tab to the Date index.

    We now complete the indexes for the other documents

    These indexes will be used later to search for the documents from within SharePoint

    In addition to manual keyboard entry of key index fields another option is available, Point and Shoot OCR. By dragging a box over any text on the image a drop down list appears offering all available indexes for this document. Simply highlighting that index field will perform OCR recognition of the text within the box and then deliver into the assigned field.

    The index was successfully converted and entered into the PO Number field. You can see a snippet of the image extracted from the page directly above the index value. Once again the database lookup is initiated and the additional DB lookup fields are entered.

    The final index field is completed and the document is ready for release to the SharePoint server.

    By tabbing down to the Accept button the indexing step is completed and the user is prompted to authorize the Release of the Batch. Upon pressing the button the images with their respective index values are delivered into SharePoint. This completes the capture process.

    Now we’ll move over to SharePoint

    Here is a typical document folder within SharePoint. As you can see there are a number of invoices with different Invoice numbers, dates, PO Number etc. This is only a small sample of a repository, imagine that this could store 1000’s if not 10,000’s of images. KnowledgeLake actually organizes these documents with SharePoint in folders automatically created as you capture the content, we’re just not making those folders visible in this view.

    Here you are presented with a search page, created by KnowledgeLake Search, to retrieve your files. Administrators, or even users, can build these very simple yet powerful search pages to find anything stored by KnowledgeLake within SharePoint. Here you can enter the search criteria, these are preset fields setup by the Admin. The end user doesn’t have to worry which folders, or even document types they are search for.

    In this example the user enters the PO Number and a date, any criteria could have been offered for the users to search. Here we enter 55555 and the date of August 3, 2007. These are the indexes we entered during the capture process. And then press the Search button.

    At the lower panel of the page the search results are listed. The columns in the result were also pre configured by the Admin. Here you can see two results, one was our Invoice, the second a Packing List, you can also see the additional index fields. It’s clear the results have a PO Number of 55555. Unlike traditional web based search where you really don’t see why the results were returned, here you can easily distinguish which file you wish to view, and why.

    Upon clicking on the dropdown list, next to our selection, a number of options are listed, two of which are specific to KnowledgeLake. View will launch our image into a new browser window and open the KnowledgeLake Viewer. This viewer requires not Active X or Java plug-ins and will work with most versions of Internet Explorer, users don’t have to install anything on their system. No confusing and sometime threatening 3rd party installations.

    This zero-footprint viewer makes it possible to view thumbnails and rotate, zoom, print and email images directly from a web browser. In addition, users can view and/or edit the SharePoint properties while viewing the document. In addition, KnowledgeLake View is integrated into SharePoint and Office Workflow, so users can participate in or start workflows directly from the viewer. Here we can see our multipage Invoice along with the stored index values.

    You can also annotate documents from the browser using text and image stamps, highlights, line drawings and sticky notes. Workers can also bookmark specific pages of large documents for easy access, plus easily send URL Links to these bookmarks to any SharePoint user.

    Here you can see a Highlight annotation added to the document bringing attention to the Invoice #, date and Customer ID.This will conclude the demonstration of capturing, indexing, storing and retrieving an image, we’ll now move onto capturing an e-document.

    Document copied 19 timesReduce Environmental Impact – Less paperImprove Operational Efficiency - WorkflowEnhance Customer Service – Faster responseEliminate Shipping and Faxing – Dist. CaptureStreamline Document Processing - WorkflowEnable Regulatory Compliance – Records MgmtDecrease Operating Costs – All aspectsDecrease Storage Space – No more filing cabinetsProvide Disaster Recovery - Backup

    Hard Dollar ROI vs. Native SPPer Information Worker (IW)Save 10 document/files per dayIndex 10 documents/files per daySearch 10 documents/files per day+ $1,000 per IW per year (~ 47 hours)Production ECM ROI$25,000 - $35,000 per capture specialistSame IW savings as above

    Every day, in offices throughout the world, people are in constant motion, creating products, delivering services, making decisions, and forging relationships. What is the one ingredient essential to driving success in all these vital activities? Easy access to the documents and data needed to produce results.

    KnowledgeLake provides companies like these with the leading document imaging and capture software that simplifies how Microsoft® SharePoint® users organize, store, access, and route millions of documents. These documents include everything from reports, correspondence, invoices, forms and other printed materials to faxes, e-mail messages, financial data, and other information stored electronically.

    Not only can KnowledgeLake can deliver a new ECM system, but also migrate and integrate with other leading industry solutions.

    KnowledgeLake drives user adoption Ease of use of productsAutomated content loading and indexingDirected/Index Search with robust viewingConsistent user experience with Office and Image documentsKnowledgeLake drives Hard Costs SavingsSavings of 43 hours per year per employee (save, index, search 10 docs/day)$1,000 per desktop user (SAVINGS POTENTIAL $$$)Save $20 in labor to file a documentSave $120 in labor to find a misfiled documentSave $220 in labor to reproduce a lost documentKnowledgeLake helps leverage Microsoft Investment

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    Accounts Payable Killer Application for SharePoint - Presentation Transcript

    1. Accounts Payable - The Killer App for SharePoint
    2. Invoice Processing
      Average cost to process an invoice around, $12
      Firms with high level of automation (imaging, EDI or e-invoicing, near paperless processing, etc.) have half the processing costs compared to non-automated firms with a median cost to process an invoice $6 going as low as $3
      Therefore if you process just 1000 per month savings could reach over $70000 per year.
    3. Benefits of AP Automation
      Capture - Scanning
      Increased processing speed
      Reduced labor – less data entry
      Reduced paper handling
      Decreased errors, Higher Accuracy
      Feeds ERP (Great Plains, SAP, Oracle, Lawson, etc.) systems
    4. Benefits of AP Automation
      Results of electronic paper
      Faster retrieval time Easy access to invoices (electronic)
      On-Time payments
      More early payment discounts
      Auditable business processes – greater visibility
      Support compliance
      No more misplaced/lost invoices
      Storage costs reduced or eliminated
    5. Agenda for Today’s Webinar
      Challenges facing Accounts Payable departments
      What to look for in a solution
      Benefits of automated invoice processing
      Invoice capture process
      Sample implementation
      Why a Information Worker centric solution
      Invoice capture demonstration
      Product Overview
      KnowledgeLake customer case studies
    6. Challenges and Key Issues for Accounts Departments
      Found in majority of organizations
      In fact any organization involved in buying or selling goods!
      Need for process automation increases
      70% of incoming mail is bills
      96% of processing is manual keying of data from paper
    7. Things to consider when you review Your Process
      Identify and document existing processes
      What errors occur and what improvements can be made
      Remove paper from the process early on, sooner the better
      Store off-site if needed
      Control access - secure storage
      Have an accurate audit trail - record receipt
      Track users productivity
    8. What to Look for in a Solution
      Ease of use
      ‘Out of the box‘
      No complex learning period
      Requires little to no maintenance
      No supplier-specific set-up or 'tuning' required
      Same level of performance when invoices change or are added
      Improve your accounts payable process
      Automatically prioritize invoices from suppliers with early-payment discounts
      Route high-value invoices or problem invoices to exception handling - Workflow
      Delivers maximum cost reduction, don’t pay for more than you need. Take advantage of existing software and hardware investment
    9. Benefits of Automated Invoice Processing Review
      Improved Data Accuracy
      Automation yields better data accuracy
      Preventing errors less costly than correcting them
      Human errors inevitable
      Difficult to catch, expensive to reverse
    10. Reduce Invoice Processing Delays
      Reduce the time delay between receipt of invoice and posting
      Leverage early payment discounts
      Avoid late payment penalties
      Financial information available real-time
      Quicker month, quarter and year end close
      AP staff are knowledge workers, not data entry clerks
      Separating data entry from accounts payable tasks saves money
      Accounts payable staff use their expertise in a more productive manner
      Negotiating discounts
      Reduce Paper Handling
    11. Invoice Automation Process
    12. AP Automation Challenges
      No such thing as a typical invoice
      Invoices vary in format
      Multiple pages
      Too many different formats to template
    13. Classifies the document type
      Invoice
      Purchase order
      Credit note
      Packing Slips
    14. Data for Extraction
      Date
      Purchase Order Number
      Invoice Number
      Supplier Details
      Total
      Tax
      Grand total
      Information is extracted and validated by operators or through database look-ups
      Matched to ERP system
    15. Backend System Integration
      Best-of-breed solution
      Open architecture platform - Compatibility with back-end systems
    16. Customer Examples
    17. “We now receive invoice approvals in hours versus weeks.”
      “With KnowledgeLake and SharePoint, we got rid of faxing and emailing for approvals [and] we increased processing by 40%!”
      Larry Bryant
      AP Supervisor
      Amdocs
      Lewie Wake
      CIO
      Advantage Sales & Marketing
      “The document capture solution from KnowledgeLake and Microsoft SharePoint has allowed Build-A-Bear associates to scan business critical documents from stores around the country and share them in SharePoint.”
      Dave Finnegan
      Chief Information Bear
      Build-A-Bear Workshop, Inc.
      Client Testimonials
    18. Why a Microsoft Centric Solution
    19. ECM Information Input Sources
      Information Worker (IW) Capture
      Ad hoc input: scanning, electronic files
      Desktop driven content
      Production Capture (paper to image)
      Converting paper and working with digital images
      Centralized and remote capture
      High volume
      Scan and index done by dedicated staff
    20. Information Worker (IW) ECM
      Who are Information Workers
      Senior management, middle management, staff, clerks from all departments
      Busy people who don’t want new responsibilities unless the investment will make their job easier
      Produce and Handle High Value Content $$$
    21. Information Worker ECM Challenge
      Ease of Use, they don’t want:
      Complicated save and index processes
      Searching multiple repositories for related content
      Inefficient search process (lack of metadata)
      Desktop not tightly integrated with ECM so users don’t publish content to repository
      Low user adoption defeats ECM investment
    22. Capture Demonstration
    24. Separator Sheets
    38. Enter SharePoint
    47. Capture eDocs
    57. LOB IntegrationGreat Plains
    62. AP Just the On Ramp to a Document Management Environment
    63. Document Imaging Benefits
      Reduce Environmental Impact
      Improve Operational Efficiency
      Enhance Customer Service
      Eliminate Shipping and Faxing
      Streamline Document Processing
      Enable Regulatory Compliance
      Decrease Operating Costs
      Decrease Storage Space
      Provide Disaster Recovery
      • Capture E-documents From Desktop, Outlook And Also Drag-n-drop
      • Accurately Index Documents
      • Release Into SharePoint Libraries
      • Complete Process In Just 2-clicks!
      • Scan Paper Documents With Desktop, Departmental And Production Scanners
      • Index Documents
      • Release Into SharePoint Libraries
      Connect
      Capture
      SharePoint
      KnowledgeLake extends the native capabilities of SharePoint to give you the freedom and flexibility to scan, index, store, retrieve and view large volumes of documents in a variety of ways
      Server
      Imaging
      • Database Lookup & Index Automation
      • Perform Exact Relevance Searches With Any Combination Of Index Values
      • Central Enterprise Indexing Schema
      • Zero-footprint Image Viewer
      • Capture From Office Copiers, Multi-function Devices, Fax Servers And Network Scanners
      • Index And Scan Via Web Browser
      • Automate PDF, OCR Conversion
    65. Total ECM with SharePoint
      Centralized and remote paper capture
      IW capture for electronic and paper content
      Metadata driven pinpoint searches
      Total ECM w/ SP: scan, index, search, view, manage
      Leverage SharePoint: repository, workflow, document management, records management, web content management
      Fast user adoption
    66. KnowledgeLake SharePoint Success
    67. High Value Documents
      KnowledgeLake Customer Processes
    68. Sample KnowledgeLake Customers…
      Financial
      Scottrade
      Bank of America
      Axis Capitol
      Western Union
      Lutheran Church Extension Fund
      Cambridge Investment Research
      Circle Lending
      Healthcare/Insurance
      WellPoint
      Carle Clinic
      Good Shepherd Hospital
      BJC Healthcare
      AAA Auto Club
      Retail/Mfg.
      Pella Window
      Build-A-Bear
      Save-A-Lot
      Valero Oil
      Delta Gas
      Advantage Sales/Marketing
      Government/Education
      Unified Government
      Adams County
      State of Illinois
      Washington University
      Winona State University
      Notables. . .
      Scalability
      Scottrade – 20M Documents, 275 Capture Locations
      Accosta – 285 capture locations
      Advantage Sales/Marketing – 5,000 Users
      Integration
      Amdocs – Oracle Financials
      Valero Oil – SAP
      Build-A-Bear – Lawson
      Legacy Migrations
      Washington University – Optika/Stellent
      LCMS– FileNet
      Tricor Braun – Documentum
      House Hold Names
      Bank of America
      WellPoint
      Chevron
    69. Company
      Marketplace
      Experience
      Microsoft
      Document Imaging & Capture for Microsoft SharePoint
      Regional offices throughout North America
      Partners throughout the world
      Years of experience with legacy ECM products
      First mover in SharePoint ECM since 2003
      100’s of successful customers using SharePoint for ECM
      Founded in 1999
      Headquartered in St. Louis
      Privately held by KnowledgeLake executives and Fujitsu
      Managed Gold Certified ISV
      Member Technology Adoption Program
      Member Partner Advisory Council
      Member Developer Advisory Council
      About KnowledgeLake…
    70. ROI with KnowledgeLake
      94% of imaging projects pay for themselves in less than 1 year*
      KnowledgeLake drives user adoption
      KnowledgeLake drives Hard Costs Savings
      Savings of 43 hours per year per employee (save, index, search 10 docs/day)
      $1,000 per desktop user (SAVINGS POTENTIAL $$$)
      Save $20 in labor to file a document
      Save $120 in labor to find a misfiled document
      Save $220 in labor to reproduce a lost document
      KnowledgeLake helps leverage Microsoft Investment
    71. Resources
      KnowledgeLake White Papers
      Product Demonstrations
      Streaming Presentations
      Webinars
      ROI Calculators and Assessments
    72. Contact Information
      Sales at KnowledgeLake
      insidesales@knowledgelake.com
      KnowledgeLake, Inc.3 City Place Drive, Suite 700 Saint Louis, Missouri 63141
      Phone: 314.898.0500Fax: 314.898.0501Toll Free: 888.898.0555

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