enterprise content management steven gorgias [email protected] lenny morris...
TRANSCRIPT
Enterprise Content Management2
Enterprise Content Management
ECM allows you to minimize paper, organize and track documentation and automate business processes and their related documentation. This session will provide a comprehensive of OnBase from Hyland Software, our partner. The session will highlight practical and easy to implement solutions for managing tickets, invoices, statements and reports that are crowding your file cabinets and storage areas.
Session Objective
Increased Productivity
Reduce paper-handling tasks
Improve workflow
Reduce lost files
Manage more activity without increasing staff Too much time is wasted manually handling paper-based activities that are known to be managed more productively through electronic systems.
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Improved Client Responsiveness
Find requested information instantly Forward information to clients the way they
request it (fax, e-mail, reprint back to hard copy or download to CD)
Answer questions and provide necessary information in one call, no more return calls and "telephone tag“
Today's world is too competitive to operate without the efficiencies of electronic files, network faxing and other electronic tools that improve response time to clients.
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Savings Opportunities
Minimize staff time requirements Improve collection capabilities through
instant retrieval and forwarding of signed documents
Reduce overtime and temp hours Reclaim lost office space and convert back
to useable work areas The combination of aging receivables, increases in general administrative expenses and continuous loss of valuable office space to aging paper files has made it easy to justify electronic filing and faxing.
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Increase Control and Security
Easy file back up. All files are backed up on a daily basis.
Back ups can be stored at an “offsite” location for disaster recovery.
Can establish user rights to files and information. Reality is that any sort of disaster (fire, water, etc.) would completely destroy all records relating to your current business. For a manageable price, 100% disaster recovery could
be implemented.
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File Sharing and Portability
Paper files rest in file cabinets until they are manually “unfiled”.
Once unfiled, they are no longer accessible by others in need of the same information.
Electronically filed information never becomes unfiled—even while in use by others, the file remains accessible by anyone on the network.
Making room for new files always involves transportation of old files to secondary filing areas again involving manual efforts and requiring excess space.
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File Sharing and Portability
Electronic files are easily accessed and communicated via fax or e-mail to anyone, anytime and anyplace.
Electronic information can also be viewed remotely via Windows Terminal Services. Easy access over the world-wide-web enables you and your staff secure access to files and information at your convenience. The time, energy and expense associated with manual paper handling amounts over time and is completely unproductive. By filing documents electronically, you enable years and years of effortless access to those files and information.
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Some things to consider
90% of corporate "memory" exists on paper
Of all the pages that get handled each day in the average office, 90% are merely shuffled
The average document gets copied too many times
7.5% of all documents get lost, 3% of the remainder get misfiled
Professionals spend 5-15% of their time reading information, but up to 50% looking for it.
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Advantages of Electronic Filing
Filing electronically can triple process capacity
Electronic filing can reduce staff time by 50%
Digital files reduce storage space by up to 80%
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ECM
• Can be used throughout your entire company• Accounts Payable• Human Resources and Payroll• Legal• Purchasing• Inventory• We will focus on industry specific tasks like Delivery
Tickets, Invoicing and Accounts Receivable
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Delivery Ticket Example
Typical Operation
COMMANDseries OnBase
Batch Control
Scanner
Data
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Aggregate
C O M M AN D series O nBase
Scanner
D ata
W eig h S c a le
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Batch Link
C O M M AN D series O nBase
BatchContro l
Scanner
D ata
Batch Link
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Wide Area Network
W A N
C O M M AN D series O nBase
BatchContro l
Scanner
D ata
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Ticket Data Sent
C O M M AN D series O nBase
BatchContro l
Scanner
D ata
Ticket Data is sent to the plant
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Electronic Copy Created
C O M M AN D series O nBase
BatchContro l
Scanner
D ata
Electronic Ticket isstored
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OnBase gets ticket
C O M M AN D series O nBase
BatchContro l
Scanner
D ata
OnBase sw eepsdirectory fortickets on ascheduledtimeframe
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Ticket Printer
C O M M AN D series O nBase
BatchContro l
Scanner
D ata
Delivery Ticket printedw ith bar code
before batching
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Batch Control prints ticket
C O M M AN D series O nBase
BatchContro l
Scanner
D ata
Delivery Ticket printedw ith bar code
by batch control
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Ticket sent to main office
C O M M AN D series O nBase
BatchContro l
Scanner
D ata
Ticket is returned to mainoffice and scanned
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Workstation and Scanner at the plant
W AN
C O M M AN D series O nBase
BatchContro l
Scanner
D ata
Scanner
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Scan ticket at plant
W AN
C O M M AN D series O nBase
BatchContro l
Scanner
D ata
Scanner
S canticke t a t
p lan t
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Transmit Image
W AN
C O M M AN D series O nBase
BatchContro l
Scanner
D ata
Scanner
Transm it to m a ino ffice
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Invoice Example
Invoice Process Now
C O M M AN D series O nBase
Scanner
D ata
Prin te r
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Print Invoices
C O M M AN D series O nBase
Scanner
D ata
Prin te r
Invo ices sentto P rin ter
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Prepare for Mail
C O M M AN D series O nBase
Scanner
D ata
Prin te r
M anual p rocess tostu ff enve lopes and
insert ticke ts ifrequ ired
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Send Electronic Invoice to disk
C O M M AN D series O nBase
Scanner
D ata
Prin te r
C O M M A N D series prin tsinvo ices to d isk
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OnBase collects invoices and links tickets
C O M M AN D series O nBase
Scanner
D ata
Prin te r
O nB ase co llectsinvo ices and
associa tes ticke tsw ith the invo ice
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OnBase Distributes Invoices
C O M M AN D series O nBase
Scanner
D ata
Prin te r Fax
e-m ail
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Entering Documents into OnBase
• COLD– Read an electronic text file– Index selected text from the row and column coordinates
and make them keywords for the document
• Scan– Capture an image of the document– Hand-Key index information– Auto-Index the document from the information we collected
during a COLD process
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Most Common Document Types
COLD
• Delivery Ticket
• Customer Invoice
• Customer Statement
• Reports
SCAN
• Signed Delivery Ticket
• Check or Remittance Advise
Thick Client Demonstration
A Command Alkon Solution Partner
Scanners
Scanning documents is accomplished with any TWAIN or Kofax™ compliant scanner.
Support for most major hardware manufacturers;
Scanner Interfaces
TWAIN -Typical interface for Lower Volume Scanners
KOFAX – Interface for High Volume or “Production Level Scanners”.
Barcode Recognition is supported through Kofax Interface.
Scanner Categories
Desktop Workgroup Scanners
Up to 500 pages per day
Departmental Scanners
500 to 1000+ pages per day
Production Scanners
5000+ pages per day
Virtual Rescan Software
Perfect Scans the first time, Every Time
VRS performs a multi-point inspection of each document
VRS instantly adjusts for Correct Alignment (skew) Brightness, Contrast and image Clarity
Any inconsistencies are are immediately corrected so that only the straightest most readable
images are passed along to the imaging system.
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Please Complete Your Evaluation
• Be sure to circle the session you are evaluating on the back of your card– Back Office– BKO-002– Enterprise Content Management
• All breakout session materials can be accessed at:www.commandalkon.com/cc2012/update/index.htm
• Thank You!