Advantages to a Paperless Office• Any number of users can access and process a document at the same time, from different location• Much Lower Storage costs, Virtually no floor storage costs, or personnel costs involved in filing and retrieving documents• Electronic Documents can be crossed referenced when they’re filed. There not limited to 2 dimensional filing• Disaster Recovery- Documents are automatically backed up (Best Practice- Different locations)• Electronic Documents are available for use in SAP workflows• Electronic Documents are faster and easier to produce for audits• They automatically adhere to system configured retention policies.
Typical Configuration PBS ContentLink SAP R/3 SAP Archive Server Content Server IBM, FileNet, IXOS File system or data base (No optical Media support) CAS Storage CenteraJukebox Server Retrieval-Client Clients SAP - GUI Scanner NoScan Client Scanner Interface for SAP Content Server
Imaging and Optical Archiving What is it?Storage of CI and NCI data• CI = Coded Information (computer generated documents)• NCI = Non Coded Information (e.g. scanned incoming invoices)Optical Media• WORM disks (Write Once Read Multiple)- Most common• CD-R (Compact Disc Recordable) (Not recommended)• Inexpensive media for large quantities of data that will not changeEMC- Centera HDWO (Harddisk Write Once) Storage• Stored as ISO image (Read Only), treated as a Virtual Jukebox (IXOS)• Much lower Administration, Much faster data retrieval• 4 node, 2.2 TB of usable storage, backed up, self-healing, self- configuring, self-administering.
Reduce Floor Space Roughly 204,750 images per WORM using a 40 KB per image average without compression Fun but Costly Facts On Average 19 copies are made of every document* $20 in labor to file/retrieve/store a document* 250 dollars to replace or duplicate missing documents* 3-4% of all documents are missed filed, resulting in $120 to located and re-file* 7.5 % of all documents are lost (1 in 20)* $25,000 to fill a 4 draw filing cabinet, & $2,100 to maintain it* * Source: Coopers & Lybrand/Lawrence Livermore
Scenarios Late Archiving with Barcode and the SAP Content Server using Kofax Ascent Capture Early Archiving and the a Third party Content Server Kofax AR4ERP release and Early Archiving with SAP Content Server
SAPBarcode is entered Barcode Number With SAP and SAP Key fields transaction Added to BDS_BAR_IN Table SAP Scanning software SAP process new If a Match is found entries in both of both entries are Document is these tables looking Scanned and deleted and an entry in for Matching Bar the Link Table TOA01Barcode is read codes is made IntegrationImage and Barcode Doc and ID and Bar is sent to Archive code are sent to Server SAP BDS_BAR_EX Table
1 - Scan Station Receiving/Processing Paper Scanned Department Processor 2 – Image Assigned User assigns image to an SAP Document type ProcessorContent Repository SAP R/3 Processor 4 – Process Work Item Work item executed, image is viewed and Archive Image Work Item Created SAP transaction is Image assigned Work item created and createdArchive ID and stored electronically routed to appropriate SAP Inbox
Early Archiving Storing for subsequent entry • Distribute work to others • Most commonly used in A/P and for incoming Sales Orders. • Uses SAP’s Workflow (TS30001128), so Workflow needs to be initialized • An Org structure may have to be used • Allows for ad hoc approval process. • Standard reporting on end-user processing. Drawbacks • More complicated then Late archiving
OCR- What’s in it for me? Increased Faster Reduced Reducedautomation processing paper handling laborSay Good-Bye to Never Miss a Gain An Auditable Retrieval Time Discount Again Business Process
Information Types Structured • Form based documents – the same information is listed in the same position or layout, in the same format on every document Semi-Structured • Documents contain all the same type of information, but in different positions or in a different layout Vendor Unstructured Invoices • Documents contain various information in various layouts
Rules based vs. Template basedOCR Rules based • Uses zones to search for a key (key words, phrases or expression) • Keys are then used to logically locate content • Once configured, it is most likely that all header information on “New Invoices” can be read • OCR rates .5 to 3 seconds, much faster because you only OCR the zones and not the whole page Template (Logo Id) Learning, Memorize, Teach • Each vendor invoice has to be maintained as a template • New invoice might not be read • OCR rates 8-12 seconds
OCR Processing Solution Steps OCR Rules Verify Documen Validate t Images Process Vendor Scan Extraction PO PO Lines Data SAP Database
Integration Options into SAP 1. Standard Kofax Release into SAP – AR4ERP Simple integration using a single step Workflow with Pre-filling at both the header and line item level. (Early Archiving with OCR) 2. Automatic Parking of Accounting documents- Header fields are typically captured, and documents are parked. Optionally this “Parked” transactions can be routed via workflow for additional processing. 3. Automatic Posting of documents via SAP BAPI’s. Header and Line items fields are captured and documents are automatically posted in the background. 4. Release into custom “ledger solutions” or other custom workflow solutions.
Release and IntegrationOption #1 Kofax AR4ERP Direct Release of Image and data into SAP • Release scripts calls SAP function modules to fill the necessary tables/fields in SAP and to store the image via SAP ArchiveLink. • Header or Header and line item is captured from the Vendor Invoice. • Workitems created and routed for further verification, approval, and manual posting. • Fields are pre populated with OCR data
Process Workitem POSTFields are Pre-Filled with OCRdata from Image
What do I need to get started? • Scanner for Document imaging • Scanner that is supports VRS (Virtual ReScan) • Electronic documents are supported • OCR Software solution • Rules based OCR solution • Content Management solution • SAP Content Server • PBS ContentLink with EMC Centra • IBM, Documentum, EASY, FileNet, IXOS, Saperion, etc • Release to SAP system • Automatic Posting or further processing within SAP Workflow
Virtual Re-Scan (VRS) Eliminates Rescanning Low Contrast Logo Dot Matrix Text Highlighter Carbon Copy Handprint Coffee Cup Stain Shaded background
Watch Out For Solutions that try to handle all exceptions out side SAP • Chances are you’re being sold an external Workflow • Clients Thin or Thick have to be administered • “BASIS” are not going to like having so many interfaces into SAP Keep in mind there are other options for Non SAP users • Workflow that interface with the users daily email service • Web interfaces, including portals
Leading Practice Notify your vendors- • Tell them that their documents will be processed via OCR • Get them to work with you. • Single line line items • Stop sending invoices on blue paper with balloons • Clearly identify the information that you need to see Consolidate Vendors • Use this as a opportunity to consolidate vendors, if they are not going to help with the above, then consolidate Clean up Vendor Master records • Vendor Address and Phone numbers will be used daily for vendor look up, make sure the information is correct. • Set up process to correct errors efficiently
Take Aways When choosing an OCR solution make sure it can do what you need it to do. Integration- “Is key” not only with SAP but into your Content Management system as well. Look for exception handling within SAP, not in home grown vendor solution. Start slowly for better results • New technology- employees need time to adjust and embrace. Using the light switch approach may turn employees off. OCR is hear to Stay
Questions ? Thank you for attending the ASUG Midwest – Central Chapter Meeting For More Information about Imaging, OCR, Workflow, Data Archiving and Content Storage Systems Visit www.VerbellaCMG.com Contact Information John Walls Verbella CMG, LLC Email John.Walls@Verbellacmg.com Call 484-888-2199