[Webinar Slides] Intelligently Fueling Your Processes with Capture
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In these webinar slides we explore the value of getting ALL your information and data identified and routed into your processes automatically through capture. We’ll learn how machine learning and natural language understanding play an integral role in assisting in this intelligent and progressive way to capture valuable data. Want to follow along with the webinar replay? Download it here for free: http://info.aiim.org/intelligently-fueling-your-processes-with-capture
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[Webinar Slides] Intelligently Fueling Your Processes with Capture
- 2. Underwri(en by: Presented by: Tips for Par(cipa(ng in Today’s Webinar § Group Chat – to talk with each other, found in the icons along the bo(om. Note: everyone can see and par0cipate. § Q&A – for quesHons to the speakers, held for the end (and tech help). § Check out the Resources available to you today, in the box to the right of the slides. § A Survey will open at the conclusion of the webinar – we value your feedback on how we did today.
- 4. Underwri(en by: Presented by: David Jenness PorRolio Marke(ng Manager IBM Introducing our Speaker
- 7. Underwri(en by: Presented by: The Evolution of Capture Auto Indexing IdenHfy metadata with OCR and bar codes SoVware drives a scanner, key in data from image Scan and Store Transactional Zonal OCR pulls data off documents for transacHons Multi-channel Capture all document types, on all devices Cognitive Use analyHcs, machine learning and NLU for document understanding
- 8. Underwri(en by: Presented by: Cogni(ve Capture A new generation of document capture enhanced by artificial intelligence Eliminate templates, automate classification, prioritize next action based on understanding Apply data strategies to unstructured content
- 9. Underwri(en by: Presented by: AI-assisted Informa(on Extrac(on Page 9 Product Commander Category 4.0 Cu. Ft. Size 26-Cycle King-Size Model washer Color white Issue large items Issue leaves dry spots Issue ½ basket Issue not clean Issue mix bleach Structured data for analysis 9
- 12. Underwri(en by: Presented by: § Structural layout (clues!) § Title § Blocks § Paragraphs § Lines § Words § Embedded pictures § Text from the document § PDF embedded text § Read using OCR 2. Builds the Structure of Each Page with Text
- 13. Underwri(en by: Presented by: § SystemT text analyHcs engine § Rule-based extractors § Customizable via GUI § Names, amounts, dates, addresses, etc. § Watson Natural Language Understanding § Machine Learning extractors § Over 900 predefined enHHes § SenHment, EmoHons § Keywords Concepts 3. Two Types of Text Analy(cs to Find Data 13
- 14. Underwri(en by: Presented by: 4. Classify Documents, Pages, Sec(ons Analysis, training and previous experience are applied to identify documents, pages, and sections of documents
- 19. Underwri(en by: Presented by: Apply Dates, Diagnoses and Prescrip(ons to build a Pa(ent Timeline
- 22. Underwri(en by: Presented by: Trade Finance is Document Intensive Letter of Credit Airway Bill Import ScheduleExport Schedule Cargo Receipt Loan Application PO / Draft Packing List Damaged Goods? Insurance Claims Exporter Exporter Bank Importer Importer Bank Bill of Lading Carriers Customs Importer Warehouse Insurance Policy Inspection Certificate Trade Documents Insurance Co. CMR Document Insurance Policy Payment Commercial Invoice / Draft Certificate of Origin
- 26. Underwri(en by: Presented by: Datacap Insight Edi(on – Recorded Demo h(ps://youtu.be/BM94Et4i9Hs
- 28. Underwri(en by: Presented by: Escape Now While You Can Intelligently Fueling Your Processes with Capture • This presentaHon explains how to plan for and roll out the most significant new advanced ingesHon and document processing capabiliHes • Machine learning, natural language understanding, roboHc process automaHon, case management, automaHc document recogniHon, e- forms, e-signatures, and mobile distributed capture • If deployed properly, these capabiliHes allow complex ingesHon and other work acHviHes to be pushed upstream and automated
- 29. Underwri(en by: Presented by: About Doculabs Management Consulting Objective Enterprise Content Management (ECM)
- 30. Underwri(en by: Presented by: Session Overview 1. Some Basics 2. Program Frameworks 3. Build on a Strong OperaHon 4. Roadmaps 5. Next Steps
- 31. Underwri(en by: Presented by: Some Basics • SegmentaHon and Deployment Types • Large or Mid-Market • Shared Service, BPO, or Unit • Part of Enterprise Program or Point SoluHon • Common Pain Points • Paper and documents • Manual processes and inefficient workflow • Process control and quality • Visibility • OpportuniHes • Internal/ AdministraHve • Line of Business
- 32. Underwri(en by: Presented by: Service Unit Ex. Peer Industry For-profit In-house Sort & Prep Per hour $ 35.50 $ 35.28 $ 34.15 $ 36.40 Scanning Per image $ 0.0546 $ 0.0398 $ 0.0298 $ 0.0497 Data Entry (onshore) Tier 1 (<10 keystrokes) Per index $ 0.0650 $ 0.0891 $ 0.0665 $ 0.1117 Tier 2 (11-30 Keystrokes) Per index $ 0.0950 $ 0.2264 $ 0.1630 $ 0.2898 Tier 3 (ave. = 50) Per index $ 0.3750 $ 0.4589 $ 0.3460 $ 0.5717 Retrieval / Lookup / Research Research (Tier 1) Per hour $ 47.75 $ 49.70 $ 49.00 $ 50.40 Retrieval (Tier 2) Per hour $ 63.75 $ 58.50 $ 59.40 $ 57.60 Automated Recogni(on Per image $ 0.0225 $ 0.0206 $ 0.0132 $ 0.0280 How Do You Stack Up?
- 35. Underwri(en by: Presented by: Maturity Requires Planning and Some Sophis(ca(on • Program Framework • Once you’re beyond the simple point soluHons • Build on a Strong Capture OperaHon • RecommendaHons from 20+ years of official benchmarking of inhouse and for-profit operaHons • Roadmap Template • For point opportuniHes and broader use
- 36. Underwri(en by: Presented by: Plan and Manage with a Program Framework 1. Overall Program Strategy 2. Governance Team and OperaHons 3. Process Design and ImplementaHon 4. InformaHon Architecture 5. Technology Architecture and Standards 6. CommunicaHons and Training IG Program Categories Information Architecture Governance Team and Operations Technology Architecture and Standards Overall Program Strategy Process Design and Implementation Communications and Training Informa(on Management Program Categories
- 37. Underwri(en by: Presented by: Add New Capabili(es to a Strong Opera(on • We have found that organizaHons are most successful in adding new capture technologies when they already have a strong capture operaHon • What’s a strong opera0on? Here are the results of benchmarking in-house and for-profit operaHons since 1993 – conHnuously updated • Evaluate your ingesHon and automaHon operaHons (your readiness) according to the following criteria: 1. Primary Processes 2. Suppor(ng Processes 3. Primary Technology Capabili(es 4. Suppor(ng Technology Capabili(es 5. Opera(ons 6. Quality Mechanisms 7. Human Resources 8. Customer Sa(sfac(on 9. Financial Management 10. Vendor Management 11. Business Con(nuity
- 38. Underwri(en by: Presented by: Primary Processes • Criteria • Mailroom (Receiving, Prep, Sort, CerHfied Mail, Return Mail); Doc Prep • Ability to address all channels: Scanning, MFD, Fax, Email, Mobile, Upload • Indexing/Data Entry, Quality Assurance, Release/Commit • E-forms and e-sign • Best in Class • Process design is conducted prior to implementaHon of a new applicaHon • “Product management” takes an acHve role in advising clients on their opHons and encouraging document redesign • AcHve move to “born digital stays digital” and prioriHzaHon of “good” digital channels • Round trip focus
- 39. Underwri(en by: Presented by: Suppor(ng Processes • Criteria • Work scheduling • Error and excepHon handling • Ability to address downstream processes (e.g., NIGO) • Records management (paper storage and retrieval) • Best in Class • Automated rouHng based on index assignment • Addressing downstream processes by incrementally incorporaHng varieHes of automaHon (cogniHve capture, RPA) and case management • Real-Hme reporHng and excepHon monitoring with self-service with up- and downstream focus • Work load balancing based on volumes, capacity, and SLAs
- 40. Underwri(en by: Presented by: Primary and Secondary Technology Capabili(es • Criteria • IngesHon and processing playorm with dedicated soVware for all channels, centralized and distributed • Doc and data recogniHon and extracHon • Workflow and automated rouHng • Integrated case management, cogniHve capture, and RPA • Best in Class • Hub-and-spoke technology design • 60%+ doc volume auto-indexed (1+ fields) • E-forms, e-sign • Intelligent forms redesign • Bar codes, intelligent forms recogniHon, auto-processing and workflow • Case management, cogniHve capture, and RPA
- 41. Underwri(en by: Presented by: Opera(ons • Criteria • SLA conformance (cycle Hme, quality) • Device uHlizaHon • Employee producHvity • ShiVs/hours of operaHon • Percentage of temporary labor • Best in Class • Daily work volumes are monitored through various funcHons via online reporHng to idenHfy bo(lenecks • Temporary/contract labor represents 30% or more of workforce • Equipment, soVware and staff uHlizaHon level are reviewed quarterly
- 42. Underwri(en by: Presented by: Quality Mechanisms • Criteria • Item-level automated error tracking • StaHsHcal manual sampling • Feedback reporHng (closed-loop) • CerHficaHons • Best in Class • Real-Hme, automated tracking of quality staHsHcs within each funcHon; track both errors and “incidents” • Third-party quality assessments via samples sent to external data entry firms • Six Sigma Black Belt quality reviews on a periodic basis
- 43. Underwri(en by: Presented by: Human Resources • Criteria • Training • Turnover/tenure • Variable compensaHon and incenHve systems • Management • Best in Class • Train all staff on each funcHon to address peaks in the flow of work • Retain only the staff that finds piece rate incenHves a(racHve • Rotate management and supervisory staff across various funcHons to increase end-to-end process knowledge
- 44. Underwri(en by: Presented by: Customer Sa(sfac(on • Criteria • Business unit saHsfacHon (internal customer) • IT and compliance/internal audit saHsfacHon • Customer saHsfacHon survey methods • Best in Class • Understand the dynamics between customer saHsfacHon and unit costs • AcHvely solicit input via surveys and phone interviews, and staHsHcally monitor progress • Use both e.g. Net Promoter and topical methods
- 45. Underwri(en by: Presented by: Financial Management • Criteria • ApplicaHon / service level pricing; variable pricing (based on SLA or Hme period) • Reinvestment levels / Profit levels • Job cosHng • Best in Class • ApplicaHons are variably priced based on supply and demand • Costs are tracked by applicaHon to monitor contribuHon margin • New investments are focused on soVware automaHon rather than equipment
- 46. Underwri(en by: Presented by: Vendor Management • Criteria • Centralized relaHonship management • Measurement, review and evaluaHon processes • ContracHng process • EscalaHon process and issue resoluHon • Best in Class • All vendors are accountable to SLA performance, and incenHves and penalHes are used • Contracts are renewable annually to encourage renegoHaHon and review
- 47. Underwri(en by: Presented by: • Criteria • Documented strategy, policies and plans • Site redundancy/dedicated backup locaHon • Third-party backup site • IT system availability • Best in Class • Business conHnuity exercises are conducted twice a year • Manual, paper-based processing is conducted once a year • CriHcal and non-criHcal documents are idenHfied and prioriHzed for business conHnuity Business Con(nuity
- 48. Underwri(en by: Presented by: 1. Program iniHaHves that improve your organizaHonal discipline for managing processes and its ability to implement governance over them 2. Technology iniHaHves that select and "stand up" the capture, automaHon, and ECM technologies that will address your major requirements 3. Business Process or Migra(on iniHaHves that provide capture, automaHon, and ECM to specific areas or applicaHons 48 Your Roadmap: 3 Types of Ini(a(ves
- 49. Underwri(en by: Presented by: Year 1 Initiative Type Q1 Q2 Q3 Q4 Program Initiatives Year 2 Q1 Q2 Q3 Q4 Year 3+ Q1 Q2 Q3 Q4 Document Processing Automation Digital Document Capture Mobile Document Capture Online, Dynamic, Fillable E-forms Distributed Paper Capture Unified Document Submission Interface Ongoing program activities Establish key program elements Upgrade Datacap Design and develop solutions for multiple DDC use cases Pilot for in-users Implement document processing automation for initial set of document packages Rollout across in-user groups and locations Define strategy and use cases for mobile document capture; evaluate alternatives Select and implement solution Pilot Roll out across user groups and customer groups Define strategy and use cases Evaluate alternatives; select and implement Pilot Roll out across user groups and customer groups Evaluate options Roll out across locations Design and develop unified document submission interface Legend Program Initiatives Technology Initiatives Business Initiatives/Rollouts Barcode inhouse-generated forms Roll out processing automation across doc packages (recognition, separation, indexing, data extraction/validation, vetting) Pilot for customers Roll out for online customers Select and implement solution Pilot and Rollout Develop solution for exception handling process Pilot Q+ A Basic Roadmap Template