Negotiating Unstructured Data to Accelerate Intelligent Automation

1©2019 Mindfields. All rights reserved. MindSpeaks Webinar Series
Negotiating Unstructured Data to Accelerate
Intelligent Automation
MINDSPEAKS
WEBINAR
SERIES
Guest Speaker:
Shaun Doherty
Channels & Alliances Manager Australia &
New Zealand, Ephesoft
Hosted by:
Sukalp Sharma
CEO Australia & New Zealand, Mindfields

Introduction - speakers
As CEO of Mindfields, Sukalp focuses on enabling
successful business outcomes for his clients by
leveraging Intelligent Automation and Artificial Intelligence
solutions. He has a track record of being a trusted
adviser to Australian CXOs and businesses over the last
decade and more. Prior to joining Mindfields, Sukalp held
various positions in the management consulting practices
of KPMG and EY Australia, where he spent considerable
time helping clients manage and solve complex business
challenges.
SUKALP SHARMA
CEO, Australia & New
Zealand, Mindfields Global
Through his many years of experience in transformative
automation projects, Shaun has seen how important
capture has become to the success of project delivery
and in setting the platform for a true digital
transformation journey.
Shaun’s role and focus with Ephesoft is to ensure the
strategic relationship between emerging technologies
such as RPA and AI, are successfully married with the
latest in smart data capture. Those relationships are the
bedrock for the next industrial change to the workforce.
SHAUN DOHERTY
Channel & Alliances
Manager, Australia & New
Zealand, Ephesoft

Introduction - organisations
Mindfields drives innovation and excellence by leveraging disrupting technologies to
optimize business processes that enable our clients to 'Grow for tomorrow'. We are a
vendor-agnostic automation and artificial intelligence services firm. Gartner and HfS
Research has positioned Mindfields as a leading, niche Robotics Process Automation
advisory (RPA) firm and we are globally recognized as a thought leader in this space.
We have ranked among the top 20 fastest growing Australian firms in the Deloitte Fast
500TM.
Ephesoft, Inc. develops technology that makes meaning out of unstructured data for
decision-makers worldwide. Using supervised machine learning and a focus on
efficiency and reliability, Ephesoft has crafted the next generation of enterprise
content capture and data discovery solutions. Organizations use this power to
automate any document-based business processes, improving accuracy, increasing
productivity and reducing costs. Ephesoft is headquartered in Irvine, Calif., with
regional offices throughout the US, EMEA and Asia Pacific. The company is
undergoing rapid growth and has customers in over 50 countries. To learn more, visit
www.ephesoft.com. Follow Ephesoft: Twitter, LinkedIn and YouTube.

Points to remember
• Attendees will be on mute mode
• Attendees can submit questions via chat message to panellists, to be answered during the Q&A
session
• Presentation slides and webinar recording will be sent to all attendees after the webinar

Agenda
Particulars Time
Introduction to webinar topic and speakers 5 minutes
Session 1: What is Smart Document Capture and why is it important? 10 minutes
Session 2: The importance of “Enhanced Machine Learning” for scalability 10 minutes
Session 3: Growing relevance of Smart Document Capture technology for RPA programs 5 minutes
Session 4: Use cases of the combined RPA Smart Document Capture Technology 10 minutes
Questions and Answers 10 minutes
Polls during the webinar 5 minutes

Poll Question 1
How are you looking to solve the increase of data coming into your organisation?
a. Add headcount
b. Look to solve with technology
c. Offshore processes
d. Don’t know yet

MindSpeaks Webinar Series© 2018 Mindfields. All rights reserved MindSpeaks Webinar Series© 2018 Mindfields. All rights reserved
Session 1: What is Smart Document Capture and why is it
important?

What Is Smart Document Capture?
SMART CAPTURE® TECHNOLOGY
VALIDATE
Receive alerts on any
errors or exceptions
DELIVER
Automatically sends
data to any
application, either
on-premises, hybrid
or cloud
CLASSIFY
Identify and sort
documents using
supervised machine
learning
EXTRACT
Extract the metadata from
documents
CAPTURE
Capture any type of
document from any
source

Why Is It Important?
ACCORDING TO IDC 80-90% OF DATA IS
UNSTRUCTURED AND THEREFORE IT CAN’T BE
EASILY ACCESSED, SEARCHED OR USED.
• TRADITIONAL OCR WON’T DELIVER VALUE
• ONE CAPTURE SOLUTION – NOT MULTIPLE
• INTEGRATES WITH BACK END SYSTEMS

Reasons Why Organisations Struggle
Complex processes
Documents are siloed in
multiple repositories
Lots of paper, files, archives
and mail
Lots of electronic documents:
PDFs, emails, chats,
customer support
communications
Decentralized locations with
duplicate departments that
generate documents
Information is duplicated by
employees downloading
copies, making physical files,
forwarding and digital files
with multiple versions
History of variable volume for
processing data and
documents
Compliance and regulations
Stuck in “that’s how it has
always been done” mentality

Business Process Automation Document Flow
Distributed;
Thin client;
Manual override
• 10010
• ABC, Inc.
• 30 January 2019
• $ 6,014.81
• $ 6,025.88
• Net 30 Days
Confidence
level-based
validation
Validate
UNC FOLDERS
SCANNERS MFPs
FAX
EMAIL
CMS | Portal
Server
Data Repository
MOBILE
Document
on-boarding
electronic & paper
formats
Capture
Image
Processing
Document normalization
OCR/ICR/OMR/PDF
image clean-up
rotate, eliminate blanks
Classify
1-3 Sample images;
Context-based
Doc type A
Doc type B
Doc type C
Extract
Business rules;
Database lookups;
Fuzzy logic
▪ Invoice Number
▪ Vendor Name
▪ Purchase Date
▪ Subtotal
▪ Grand Total
▪ Payment Terms
Connect to ERP, ECM,
BPM, RPA, etc.
on-premises, hybrid or
cloud
FILESYSTEM
DATABASE
CMIS
XML
CSV
CSV
Deliver

Key takeaways – The significance of smart document capture
• Smart document capture is much more than the conventional OCR
• It helps organisations to capture, classify, extract, validate and deliver
complex unstructured data in a structured format
• Access to accurate and timely structured data underpins the Digital
transformation journeys of most organisations

Session 2: The importance of “Enhanced Machine Learning” for
scalability

What is Enhanced Machine Learning?
Enhanced machine learning can
be used to learn values provided
by the operator in real time

How does it help drive scalability and value?
No page counts Cloud & hybridNo feature limits
• Time to Value achieved quicker
• Recognises document types faster – Multiple Processes Solved
• Learns and grows as you grow
SCALABLE & FLEXIBLE

Results Produced
Metrics Business Value Customer Industry
↑ 400% Productivity Finance Company
↑ 30% to 50% Labor Savings
Common across
industries
↑ 50% to 80% Processing Time
Common across
industries
↓ 50% Document Prep Time
Common across
industries
↓ 75% Indexing
Common across
industries
Metrics Business Value Customer Industry
↑ 99% Find Documents
Manufacturing /
Customer Service
↑ 96%
Throughput Accuracy
Rate
Common across
industries
15 min to 5 min
or ↓67%
Time Saved
Mortgage Closing
Docs
45 min to 5 min or ↓
89%
Classification
Processing
Mortgage Loans
↓ Several Weeks to
Several Days
Audits
Common across
industries

Key takeaways - “Enhanced Machine Learning” drives Scalability
• Enhanced machine learning promotes accuracy – Higher accuracy
inspires trust on the digital solutions among organisations
o Smarter and more focused machine learning algorithms for
invoicing
o Focuses on improved and faster learning of the header information
o High accuracy with relatively less human activity

Poll Question 2
What would be the best result for your organisation from adding Smart Data Capture?
a) Return on investment
b) Alleviating manual/mundane tasks performed by staff
c) Reallocation of staff
d) More visibility of processes
e) More accurate data

Session 3: Growing relevance of Smart Document Capture
Technology for RPA programs

Bottleneck to a successful RPA Program
• One of the biggest bottlenecks in leading RPA programs is sub par Data
Capture solutions.
• Top two drivers for implementing RPA?
Process efficiency 94% and better accuracy 85%.
• How do you solve the efficiency gains and accuracy problem if the data in
the RPA program is wrong?

How do you solve the efficiency gains and accuracy problem if the data in
the RPA program is wrong?
✓ Invest in a Smart Data Capture tool, not just
OCR
✓ Document on-ramping and Web Services
APIs give organisations a comprehensive
solution and dataset to feed their RPA
program
✓ Contextualise your Data

Key takeaway – Smart document capture makes RPA intelligent
• The ubiquity of large volumes of data is one of the key features of the
4th industrial revolution
• Smart document capture enables the digitisation and conversion of
large volumes of unstructured data to structured data
• RPA provides the ability to process large swathes of structured data to
generate meaningful results and insights for the organisation
• Hence the RPA – Smart document capture combination is very
powerful

Poll Question 3
Which department do you think would benefit most from Smart Data Capture and RPA?
a. Finance
b. HR
c. IT
d. Operations
e. Not listed

Session 4: Use cases of the combined RPA Smart Document
Capture Technology

Case Study
Industry:
Financial Services
Application:
RPA: Trade Finance and
Corporate Loans
Results:
• Trade Finance: POs, bills of lading, invoices
are captured, classified and metadata is
extracted to and RPA solution
• Corporate Loans for auto financing:
documents are captured, classified and
metadata is extracted
• The RPA’s Digital Workforce takes over and
keys in relevant metadata into repositories
• Fully automated solution improves efficiency,
accuracy and productivity

Q&A

Negotiating Unstructured Data to Accelerate Intelligent Automation

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