slash business cycle times – an introduction

© Copyright 2015 EMC Corporation. All rights reserved.

EMC Enterprise Content Division

Slash Business Cycle Times An Introduction May 2015


Document Capture Misconceptions

1. Most define success by the numbers of indexers replaced

2. Capture process cycles are fixed and constant


1

3

Physical Delivery

Manual Sorting

Scanning

Storage

Manual Data Entry

Business Systems

Avg. USPS delivery time = 2-4 days Avg. courier = 1 day

Hours-days if retrieval is required.

½ - 1 shift for bag in to sorted bin Costly + error prone

½ - 1 shift May be lengthened due to time zones

Minutes-hours depending on backlog.

Time is spent to process and manage error prone data

4

5

2

6 Mis-steps

(incorrect batches, missing separators, wrong patch codes, etc.)

Mis-queues (~30% is routed to the wrong work queue potentially adding 2-3 days)

Traditional Document Processes

10 min total touch time, but 2-7 days start to finish

7

Complete


1

3

Physical Delivery

Manual Sorting

Scanning

Storage

Business Systems



½ - 1 shift for bag in to sorted bin Costly + error prone



4

5

2

6 Mis-steps

(incorrect batches, missing separators, wrong patch codes, etc.)

Implement data extraction, data exception handling, & enhanced capture workflows


7

Complete

Table stakes – Eliminate Exceptions

Manual Data Entry ½ - 1 shift May be lengthened due to time zones


1

3

Physical Delivery

Scanning

Storage

Business Systems





4

5

2

6 Implement automated document classification

Implement data extraction, data exception handling, & capture workflows


7

Complete

Good State– Minimize Paper Handling

Manual Sorting ½ - 1 shift for bag in to sorted bin Costly + error prone



Slash business cycle times by eliminating manual preparation, sorting, and automatically extracting data for

use in vital backend business processing

Advanced Recognition


Automated document classification

ADVANCED RECOGNITION

Intelligently recognizes all document types for faster processing

Eliminates manual preparation and speeds up business cycles

Automatically organizes complex data sets for faster turnarounds

Text-based analysis

Precision anchor techniques

Full-page image

Handwriting

Text-based analysis

Precision anchor techniques

Full-page image

Handwriting



Production Auto Learning (PAL)


Document classification • Global, local and keyword analysis expedites

classification of documents

• Learns based on images captured, operator input, data captured, and free-form rules for faster processing

Text-based classification • No setup required—automatically & quickly

determines text block and position pattern

• Delivers 20% better accuracy than expert created templates

INVOICE

TOTAL

WORK ORDER



Intelligent data extraction


ZONAL FLOATING

FREEFORM HANDWRITING



Enhanced Captiva Workflows

CAPTIVA DESIGNER

Captiva Designer

Unified design client and configuration

Manage development, test, and production deployment

Offline usage and multi-user development environment

One-click deployment


1

3

Business Systems Time is spent to process and manage error prone data

4

5

2

6 Implement distributed capture & automated document classification expedites scanning

Implement data extraction, data exception handling, & capture workflows


7

Complete

Ideal State– Eliminate Paper

Manual Sorting ½ - 1 shift for bag in to sorted bin Costly + error prone


Physical Delivery Avg. USPS delivery time = 2-4 days Avg. courier = 1 day Scanning


Storage Hours-days if retrieval is required.


Slash business cycle times by quickly transforming documents into actionable data for use in vital business processes and applications via mobile, web, & process

embedded capture implementations

Mobile/Web/Process Embedded Capture

Distributed Capture


Mobile Capture Improves Business

Cycles • Ideal for:

– Low volume document capture ensures fast ingestion into the system

– Quick transmission of content provides immediate backend processing

– Seamless integration to backend provides quick turnarounds

• Not ideal for: – High volume document

capture – High volume, multi-page,

multi-batch documents

Mobile Capture

ON-DEVICE CAPTURE

CAPTIVA SERVERS

CUSTOMER WEB SERVERS


Web Capture Improves Business


– Low to mid-volume document capture ensures fast ingestion into the system


– Low to medium indexing of content data provides faster processing


capture – High volume content

data indexing and/or indexers

CAPTIVA SERVERS


CUSTOMER WEB CAPTURE

Web Capture


Process-Embedded Capture Improves Business


– Low to mid-volume document capture ensures fast ingestion into the system


– Low to medium indexing of content data provides faster processing


capture – High volume content

data indexing and/or indexers

CAPTIVA SERVERS


CUSTOMER WEB CAPTURE

CUSTOMER LOB CAPTURE

Process-Embedded Capture


Business cycle improved via mobile, web, & process embedded capture to include advanced recognition & Captiva

Designer implementations

Improved Document Processes

Overall Improvement


1

3

Distributed Capture


Scanning

Storage

Intelligent Data Extraction & Captiva Designer

Business Systems

Timely ingestion of content fed to backend systems for processing

Eliminate costs in storing physical documents in-house

Eliminates manual sorting & preparation time

Efficient data extraction eliminates unnecessary risks

Efficient time spent on scanning documents

Optimized time to process content captured

4

5

2

6

Improved Document Processes

Better business

cycle times

7

Complete


Getting rid of the Mis-steps & Mis-queues Eliminate manual sorting with automated

document classification

Teach system to learn document types with production auto-learning

Enable free-form extraction to intelligently extract data

Continually measure any mis-queues and tweak (e.g. 1 additional metadata = 1 document type)

Configure the triggers for exception handling workflows to send data to correct business workgroups for validation


Business cycle improved via managed services ondemand deployment of Captiva

Managed Services OnDemand Captiva

Deployment Options


EMC Managed Services OnDemand (MSOD)

On-Premises

How do I get started? Start small Start agile


What is EMC Managed Services OnDemand?

A comprehensive managed service where EMC manages

the entire software stack and infrastructure leveraging the latest automation tools and cloud

technology


What is EMC Managed Services OnDemand?

A comprehensive managed service where EMC manages

the entire software stack and infrastructure leveraging the latest automation tools and cloud

technology

What is EMC Managed Services OnDemand? APPLICATIONS SOLUTIONS Enterprise Capture CAPTIVA

Content Management DOCUMENTUM

Case Management XCP

Customer Communications

• Research & Development

• Quality & Manufacturing

• Electronic Trial Master File

• Submission Store and View

• Capital Projects DOCUMENT SCIENCES

Enterprise Archive INFOARCHIVE


MSOD affects Business Cycles Quickly streamline physical delivery

steps and eliminate bottlenecks

Rapidly replace manual sorting with automation to eliminate errors and mis-steps

Modify manual data entry steps to incorporate automated extraction and exception handling

Rapidly incorporate changes and upgrades to meet additional business needs

Managed Services OnDemand


1

3

Distributed Capture


Scanning

Storage

Intelligent Data Extraction

Business Systems

Timely ingestion of content fed to backend systems for processing

Eliminate costs in storing physical documents in-house

Eliminates manual sorting & preparation time

Efficient data extraction eliminates unnecessary risks

Efficient time spent on scanning documents

Optimized time to process content captured

4

5

2

6

Managed Services OnDemand (MSOD)

Optimized Document Processes

Best business

cycle times

7

Complete


Captiva Partners Help Address Cycle Time Issues Web-based & process-driven capture solutions

PdfOptimizer for efficient document processing

Pre-configured Captiva monitoring solutions


See What Other Companies Have Done

Large Financial Institution

CHALLENGE SOLUTION

Eliminate manual delivery of correspondence to different departments

Need to improve scanning/capture process to meet ever-changing demands of the business

Need to efficiently handle and process paper-documents which comprised 99% of information coming into the business

• EMC Captiva Capture with Advanced Recognition provided the scalability and automation needed by the organization

• EMC Captiva eliminated the need to physically store paper documents and freed up storage space

• EMC Captiva streamlined the business processes, reduced operational efficiencies and downtimes

3–5X Faster Speed-up capture and evaluation of the key data points while data quality was maintained

Down to 5 Effective reduction from the original 24 production business processes

Nearly Zero Lost documents drastically eliminated

NYL AARP Case Study

Delivering Significant Improvements to Customer Service

Large Financial Institution

Reduce support costs for Distributed Capture System

Security concerns over existing capture solution

Poor User Experience

Need to improve scanning/capture process to meet ever-changing demands of the business

• ImageTrust reduced average project implementation time by 50%

• ImageTrust is built on Java meeting all industry security requirements

• Thin application, providing a user experience that is expected only by thick applications

• Enterprise Architecture, allowing the bank to offer their solution to 160 internal departments

Case Study

CHALLENGE SOLUTION 50% reduction of implementation time

Eliminated security risks

Increase revenue by offering solution to additional internal departments

CNO Financial Group Case Study

Complex sorting and separator sheet insertion limited the value of capturing documents

Data entry outsourcing was expensive and inaccurate

Need a scalable capture system capable of handling more than 350K images daily

Automate the document preparation and data extraction steps to handle backlogs in processing

> 90% classification rate for all documents

> 90% accuracy produced by data extraction –with data validation

> 90% touch-less document processing

• EMC Captiva Capture with Advanced Recognition provided the scalability and automation needed by the organization

• EMC Captiva Module Development Kit helped to quickly create and implement custom indexing and validation modules against their database

• EMC Captiva helped cut outsourcing budgets and significantly improved the business process

CHALLENGE SOLUTION

Accelerating Claims Processing

slash business cycle times – an introduction

Technology

emc corporation

error prone data

data extraction

time zones copyright

usps delivery time

exceptions manual data

data exception handling

day hoursdays