developer and fusion middleware 1 _ paul ricketts _ paper process automation for oracle...
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Paper Process Automation for Oracle Applications Paul Ricketts Oracle Content and Portals
Agenda
• Imaging Business Challenges • Introducing Oracle WebCenter Imaging • Customer Examples • Summary
BUSINESS CHALLENGES Paper Process Automation
Business Challenges
1. Cost of Managing Physical Information (Paper) 2. Time Taken to Process Physical Information 3. Visibility of the ‘Business’, Information Managed
Outside of the Application 4. Risk to the Organisation by Managing Physical
Information
Let’s take a look at what the organisation is after from an automation solution…
LOB Manager (Finance, HR etc.) Applications Imaging Decision-Maker
• What do I care about? • Decreasing key metrics such as receipt-to-payment cycle
times, cost per new hire and processing cost-per-invoice • Increasing departmental productivity (keeping labour
costs in check) • Gaining insight into processes to help achieve the above
• What am I looking for? • Imaging that is tightly integrated with the ERP system
(invisible content management) • Imaging that allows for workflow control at the
departmental level • Imaging that offers custom dashboard view of key metrics
• What don’t I care about? • Technology; just make it easy and make it work • Cost of imaging system
LOB End-User (Finance, HR etc.) Applications Imaging End-User
• What do I care about? • Working through my task queue as quickly as possible
so I can do more stimulating & rewarding work • Keeping errors (i.e. data mis-entry) to a minimum
• What am I looking for? • Imaging that is tightly integrated with the ERP system
(invisible content management) • Imaging that offers fast and easy exception handling
capabilities • What don’t I care about?
• Technology; just make it easy and make it work
IT Infrastructure/Applications Manager Applications Imaging Buyer
• What do I care about? • Controlling costs: SW, HW, M&S, administration • Building a sustainable, re-usable IT infrastructure • Keeping LOB managers and end-users happy J
• What am I looking for? • Imaging that is quick to deploy • Imaging that is fairly easy to maintain • Imaging that can be extended to multiple applications • Imaging that is in line with IT direction
• What don’t I care about? • Silly question: there’s nothing an IT manager doesn’t
care about when it comes to buying software
INTRODUCING WEBCENTER IMAGING (IPM)
Paper Process Automation
Oracle Fusion Middleware Integral Components of the Oracle Technology Stack
Oracle Applications
Oracle Database Oracle Systems
Oracle WebCenter Suite The User Engagement Platform for Social Business
• One Integrated Product Suite - Sites, Portal, Connect, Content
• Transforming Organizations to Social Business - Improve Business Agility, Increase Customer Loyalty, Enhance User Productivity, Seamless Access to the Right Information
• Architected together to Connect People and Information - Desktop/Mobile/Tablet, Search, Gadgets, Application Integration, SaaS/Cloud
Oracle WebCenter Content
• Document Management (DM) • Records Management (RM) • Web Content Management (WCM) • Digital Asset Management (DAM) • Image and Process Management (IPM)
• Document Capture • Distributed Document Capture • Forms Recognition • Workflow and Exception Handling • Pre-Built Applications Adaptors
The IPM Solution
• Eliminates paper and content-enables processes to lower costs and increase efficiency/productivity:
• Capture digitizes documents & extracts data: • Paper, eMails, Faxes, Print Streams etc. • Pulls key data from documents to decrease manual entry • Integrates with Applications to validate data
• Imaging stores, retrieves & manages documents: • Provides a centralized repository with lifecycle management • Enables seamless search and access from within application
UIs • BPM capabilities accelerate document-driven processes:
• Workflow enables faster and complex routing of documents • Monitoring provides insight into key performance metrics
IPM Customers
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• “Enterprises are recognizing the value of deploying a consistent set of technologies across all of the LOBs that require capture and imaging, and they will look to standardize on a limited list of suppliers providing seamlessly integrated solutions.”
• “Capture and image management vendors need to provide a service-oriented architecture and support Web services. Strong business process management (BPM) facilities or integration with platform BPM offerings are also key.”
• “Records management needs to be integrated with capture and image management solutions for large organizations.”
Capture & Image Management Software Market Forecast, 2008-12
IDC
• Attachments: • Replace native application attachment document stores • View and attach documents associated with application entities • Provide enterprise class scalability and functionality • Leverage application content throughout the enterprise • Examples: call centers, marketing campaigns
• Imaging: • Automate paper-based processes • Provide imaging, capture, workflow and document task processing • High document routing and mark-up requirements • Examples: Accounts payable, time & expense management, order
management, employee onboarding, etc...
Oracle IPM Complimentary solutions for active & transactional content
15
IPM Solution Areas Compared to Traditional Content Management
Accounts Payable
Compliance/Governance
Traditional DocMan
Dealer Extranet
Call Center Public Web Sites
General Intranet
Report Output Mgmt
Claims Processing
Accounts Receivable
SMALL VOLUME OF CONTENT
LOW NUMBERS OF USERS AND
CONSUMERS
HIGH NUMBERS OF USERS AND CONSUMERS
LARGE VOLUME OF CONTENT
Knowledge Mgmt
Expense Processing
HR application processing Policies & Procedures Brand mgmt E-Gov
Transactional Content
TraditionalContent
INVOICE PROCESSING Paper Process Automation
Typical A/P Department Invoice processing without capture & imaging
Invoices Received: Opened, Prepped, Sorted
Manual Invoice Entry into ERP
Validation Against P.O.
Manually Route for Approvals
DAY 10
Invoices Return to A/P Desk
Final Review & Release for Payment
!
DAY 20 DAY 30+
!
LOW
INV
OIC
E V
OLU
ME
HIGH INVOICE PROCESS AUTOMATION
EDI/XML from
large suppliers
Oracle iSupplier Portal PeopleSoft eSettlements
Oracle E-Business Suite PeopleSoft Enterprise
ORACLE’S IMAGING SOLUTION FOR FINANCIALS
Oracle’s Integrated Invoice Processing Solution End-to-end invoice process optimization and automation
Self-service
invoicing
Paper invoices
Complete
• Complete solution from invoice receipt to payment
• Supports varying automation levels • Developed as product and supported
by Oracle
Integrated
• Maintains ERP user experience
• Solutions based on Oracle’s best practices
• No duplication – leverages native ERP functionality where available
Strategic • Component of Fusion Middleware
• Provides imaging infrastructure for other enterprise imaging needs
Oracle’s Imaging Solution Key differentiators
Payables with Oracle’s Imaging Solution One integrated system for end-to-end invoice processing
Workflow & Monitor Extract & Index Capture Approve Access Store
Invoices Scanned Centrally or Remotely
Data extracted & Sent to E-Business Suite / PeopleSoft
Invoices Stored in Central Repository
Invoice Images & Data Accessed via EBS / PSFT
DAY 1
Exception Handling Workflows & Real-time Monitoring
Automated Approvals
DAY 2-5 DAY 5-7
• Decrease storage, transportation and labor costs • Streamline procure-to-pay operations • Improve process visibility • Strengthen financial controls • Maximize your E-Business Suite / PeopleSoft investment
A/P Automation Spectrum Which level is right for you?
LOW: Back-end capture & archive
MID: Front-end capture & data entry
HIGH: Front-end intelligent capture & workflow
• Invoices scanned centrally or remotely upon receipt • Routed to ERP for data entry (key from image)
• Batch scan and index invoices at process completion • Accessed via searches on image indexes
• Invoices scanned upon receipt, indexed with IDR • P.O. matching, vendor maintenance automated • Human intervention only required for exceptions
Processing Volume 5,000 invoices / mth + 3,000 invoices / mth 1,000 invoices / mth -
Oracle Document Capture Oracle Forms Recognition
Oracle’s End-to-End Invoice Processing Solution Components
Oracle Imaging & Process Management
Oracle Financials
Store | Retrieve | Manage
Search | Access | Approve
Ready for Payment
Route | Delegate | Monitor Oracle Business Process Management Suite
Scan Extract
Index Commit
Invoices scanned centrally or remotely
Data extracted & sent to Oracle
Invoices stored in central repository
Invoice images & data accessed via Oracle ERP
Exception Handling Workflows & Real-time Monitoring
Automated Approvals
Workflow & Monitor
Extract & Index Capture Approve Access Store
Payables with Oracle’s Imaging Solution One integrated system for end-to-end invoice processing
+Scan
Centralized Document Capture High-volume scan & index
Import Index
Recognition
Commit
High-volume scanning Automated indexing via barcode recognition
Import from email, network folders, fax and FTP servers
Zonal, ad-hoc OCR Relational pick-lists and database look-ups
Content repository
Centralized Document Capture High volume scan & index
• Import paper documents, emails, faxes and electronic documents
• Barcode recognition captures key data (expense reports)
• Assign invoices by region or priority level (or customize as needed) for routing to E-Business Suite
• Auto-archiving of invoices to content repository
• Supports all enterprise scanners (Adrenaline and ISIS)
Distributed Document Capture Web-based scan & index for remote workers
• Reduce inter-office shipping costs • Decrease processing times with ad-hoc scanning capability • Index invoice data remotely or centrally • Support for desktop scanners (TWAIN) or Multi-Function Devices
(MFDs)
Invoices scanned centrally or remotely
Data extracted & sent to Oracle ERP
Invoices stored in central repository
Invoice images & data accessed via Oracle ERP
Exception Handling Workflows & Real-time Monitoring
Automated Approvals
Workflow & Monitor
Extract & Index Capture Approve Access Store
Payables with Oracle’s Imaging Solution One integrated system for end-to-end invoice processing
Let’s Take a Look at an Invoice
What is the PO Number? Who is the supplier? What goods are being invoiced for, how many, how much?
What about this one?
What is the PO Number? Who is the supplier? What goods are being invoiced for, how many, how much?
Dealing with Different Layouts
= 500000 Global Suppliers = 50 Image Configurations = 31 Out of the Box!
Intelligent Forms Recognition Extract Invoice Data without Templates or Rules
• Process diverse invoice formats with no rules, anchors, templates or keyword libraries
• Extract invoice header and line data • Automatic invoice line matching with POs
Classify: • Content-based recognition & sorting • Document agnostic
3
1
Extract: • Context-based data extraction • Language independent
2
Validation and Matching: • Leverage ERP data • Fuzzy search for fault tolerant data validation
3
1
2
3
1
2
3
Invoices scanned centrally or remotely
Data extracted & sent to Oracle ERP
Invoices stored in central repository
Invoice images & data accessed via Oracle ERP
Exception Handling Workflows & Real-time Monitoring
Automated Approvals
Workflow & Monitor
Extract & Index Capture Approve Access Store
Payables with Oracle’s Imaging Solution One integrated system for end-to-end invoice processing
Enterprise Image Storage High volume, highly-configurable
• Very high volume document storage • Managed in applications for security and behavior
• Configurable storage policies: • Leverage fast storage when needed
• Cross application and secured saved searches
Magnetic
SAN, NAS
SnapLock Oracle UCM =
Need Records Management? = Oracle URM
Invoices scanned centrally or remotely
Data extracted & sent to Oracle ERP
Invoices stored in central repository
Invoice images & data accessed via Oracle ERP
Exception Handling Workflows & Real-time Monitoring
Automated Approvals
Workflow & Monitor
Extract & Index Capture Approve Access Store
Payables with Oracle’s Imaging Solution One integrated system for end-to-end invoice processing
Tightly Integrated User Experience One-click access to imaged documents
• View task and image • Key from image • Resolve exceptions • Annotate invoices • Redact information
• Viewer and Task List is launched from ERP UI to:
Workflow Solution
Task List
Application Integration Solution
Images
ERP Lookups, Updates Human Workflow
Workflow Task
Task Viewer
Application Adapter for ECM
ERP Events
• Adapters available for E-Business Suite and PeopleSoft*
• Designed to minimize application footprint
• Provides configurable, loosely coupled application integrations
ERP UI
Application Adapters for ECM Configurable UI Integration
* JDE Adaptor also available from Oracle Partner
Application Adapter for Oracle ECM How it works
APPLICATION ADAPTER FOR ORACLE ECM
Complete tasks and update index values
Send async events (e.g. invoice saved, invoice paid)
List tasks, perform tasks Access images
EBS / PSFT SERVER
EBS / PSFT UI
IMAGING WEB SERVER & WORKFLOW
IMAGE VIEWER
• Adapters available for E-Business Suite and PeopleSoft
• Designed to minimize application footprint
• Provides configurable, loosely coupled application integrations
Invoices scanned centrally or remotely
Data extracted & sent to Oracle ERP
Invoices stored in central repository
Invoice images & data accessed via Oracle ERP
Exception Handling Workflows & Real-time Monitoring
Automated Approvals
Workflow & Monitor
Extract & Index Capture Approve Access Store
Payables with Oracle’s Imaging Solution One integrated system for end-to-end invoice processing
Exception Handling Workflows Prevent lost or delayed payments
• Augments native ERP processes with key exception handling abilities:
• Supplier maintenance • Request information • Re-scan invoice • Coding of non-PO invoices
• Email notifications of task assignments
• Accessible to users outside the E-Business Suite/PeopleSoft environment
• Automatic re-assignment, delegation or escalation
Real Time Process Monitoring Customizable Dashboard Views
• Real-time metrics available to managers for staffing decisions and workload shifting: • Visibility into in-flight
processes at the individual and aggregate level
• View types including real-time lists, charts and KPIs
• Business user friendly: • Configurable rules/alerts • User created dashboards
(No programming needed)
Invoices scanned centrally or remotely
Data extracted & sent to Oracle ERP
Invoices stored in central repository
Invoice images & data accessed via Oracle ERP
Exception Handling Workflows & Real-time Monitoring
Automated Approvals
Workflow & Monitor
Extract & Index Capture Approve Access Store
Payables with Oracle’s Imaging Solution One integrated system for end-to-end invoice processing
6 business units 14 processes
Winner of 2008 Oracle ‘Green Award’
A M E R I C A
3 business units 5 processes
4 business units 10 processes
Non-AP Imaging Solutions Extend automation value while lowering TCO
• Replicate cost savings by expanding imaging to other E-Business Suite modules or apps: • Expense Mgmt., Receivables, Contracts,
Leasing, HR processes etc. • Leverage shared services to lower costs:
• Content-enable processes enterprise-wide; centrally manage on one platform
• CPU-based licensing adds value over time: • No added costs to content-enable more
applications
REAL-WORLD CUSTOMER ROI Paper Process Automation
The ROI of A/P Imaging
• Processing 30,000 transaction documents a day • Capturing 75 million images a year • A/P response time reduced from 2 -10 days to 1-10 sec. • Saving $1 million a year • Maintained A/P staffing levels while transaction volume
increased by 25% • Currently processing 250,000 invoices per week, with over
1 billion documents in storage • Reduced document retrieval time from 2-3 days to seconds • Achieved ROI in less than 18 months
• Receipt-to-payment time cut down from 30 to 7-10 days • ROI achieved within a few months of implementation • Saving $100,000 annually in compensation previously paid
to temporary staff
SUMMARY Paper Process Automation
Oracle’s Imaging Solution More business process automation, less cost & complexity
• Fast ROI by automating paper-based processes • Eliminate paper and manual processing from key business processes
• Long-term ROI on services: • No high consulting costs for every Oracle Financials/PeopleSoft Enterprise
upgrade • Build expertise in-house to decrease consulting reliance
• Long-term ROI on software: • Image-enable the enterprise while lowering system TCO • Highly scalable imaging repository supports billions of items • Protect your applications investment today with tomorrow’s technology
• Ongoing ROI on support: • Leverage a single support channel to simplify operations
Productized, Not Customized Decrease upgrade costs, increase in-house expertise
• Loosely-coupled integration: • Minimizes application footprint -- no hard-coding between I/
PM and ERP • Upgrade each system independently
• Productized, standards-based solution: • Out-of-the-box, customizable best practice solution templates • Make workflow modifications in-house as needed • Leverage standard Oracle support channels
Questions..
San Francisco 2011 October 2–6, 2011
Latin America 2011 December 6–8, 2011
Tokyo 2012 April 4–6, 2012