How Will Ecm Pay Its Way in 2009 - 2010

How will ECM pay its way in 2009?Steve MacWilliamsCertified Document Imaging Architect

KNOWLEDGE WORKSHOP

Workshop

DocuSource wishes to thank you for your continued support…

INDUSTRY RECOGNITIONInc. Magazine's 500 Fastest Growing Private Companies in the U.S.Ernst and Young's Entrepreneur of the Year-FinalistLos Angeles Business Journal's Fastest Growing Private CompaniesTop West Coast OnBase Solution Provider, 3 years running

Office Dealer Magazine "Elite Dealer Award“

Offices in Irvine, Santa Fe Springs, West LA, Valley & Corona

The average office worker uses

10,000 sheetsof paper a year.

45% of office paper ends up in the trash.

40% of a worker’s time is spent searching for documents.

Workshop6

PayStream Advisors: Cost Of Storing An Invoice / Sale Order or Logistics Document = $1.00 each or more

$1.40 Cost Of Filing / Invoice

$16.80 Filing Person's Wage Rate/Hour

5Time Taken To File An Invoice (minutes)

Storage & Retrieval Costs For Paper Invoices

$0.42Cost Of Filing / Invoice$16.80 Filing Person's Wage Rate/Hour

1.5

Time Taken To File An Invoice (minutes)

Imaging & Document Management Costs

1.5

Workshop7

70% Cost Savings/Year

$2,800,000 200,000Large

$700,000 50,000Medium

$140,000 10,000Small

Cost/YrNumber Of Invoices/YrCompany Size

Storage & Retrieval Costs For Paper Invoices

$840,000 2,000,000Large

$210,000 500,000Medium

$42,000 100,000Small

Cost/YrNumber Of Invoices/YrCompany Size

Imaging & Document Management Costs

Workshop

Showing ROI doesn’t hack it in 09…We will show you how clients have improved their cash flow…by moving their paper based anchors to image based assets

Case Study #1: Electrical SupplierHow field workers were able to approve documents remotely

Case Study #2: Vocational SchoolHow an AP department processed 25,000 item with a 50% reduction in staff

Case Study #3: Music CompanyHow a Record Company emptied 50 storage boxes in a week

Case Study #4: Manufacturing CompanyHow a fuels company accelerated their receivables

Case Study #5: DistributorHow a distributor reduced their average AR by 5 days

Case Study #6: Security CompanyReduced the labor in hiring by going to paperless hire process.

Workshop

1

Case Study #1: Electrical SupplierHow field workers were able to review documents remotely and effect project status in real time…

Workshop

2

Case Study #2: Vocational SchoolHow an AP department processed 5,000 items with a 50% reduction in staff

Workshop

3

Case Study #3: Music CompanyHow a Record Company emptied their storage boxes in a week, and now have a status view of work in progress…

Workshop

4

Case Study #4: Manufacturing Companyaccelerated their receivables

Workshop

5

Case Study #5: DistributorHow a distributor reduced their average AR by 5 days

Workshop

Customer Service Empowered

14

Workshop

6

Case Study #6: Credit Compliance CompanyReduced the labor in hiring by going to paperless hire process.

Filing 17%

Keying 60%

Search-ing 17%

Approvals 6%

Workshop

The Operating System of Capture

Accelerating Business Processes

Date of BirthPatient ID

Invoice NumberBorrower’s NameClaim Number

Date

Recognize ReleaseValidateScan

Capture & Business Process Automation

Workshop

Client leveraged their MFP fleet as the collection points for docs

Destinations

ECM

LOB

WORKFLOW

EMAIL

FRONTPANEL

MFP

Push Control

Document Input

MFP on-ramp

to the info highway

Move to Email and then to workflows

EMAIL

DOCUMENTS

SCANNERMFP

FAX

Workshop

Clicking the “Scan Page” button starts the scanner

Select a Document Template to retrieve index fields

Add index information in the browser-based application

After indexing, submit the image/index info to Ascent

The scanned image is returned in the browser

Workshop

Office Actions Eliminated

Improved Cash Flow

Workshop

Difference between a ECM and a file store…

ECM File Store

Intelligent (Active) Storage Where is it? Do we have it? Should we have it?

Provides Biz-based distribution Where is the flow?

Version / Revision Controlled Is this the right copy?

Management Reporting File listings

Business Process Automation None

Meets Compliancy None

Supports biz-based doc type File type only

Workshop

There are three parts when creating a system that need to be considered…

Capture

Repository

BPABusiness Process Automation

ECM

Workshop

Our workshop is built around 9 second foods fictitious company

• HR - Demo dynamic foldering and exception management & workflows

• AR / AP - Demo of Reports cross referenced to Docs; and application enablement from host app to Docs

• Capture show how documents are automatically analyzed classified, data extracted and pushed to queues

• IT – Document Knowledge Transfer (DKT), how HR or IT can use reading groups to push compliance issues

• Portal Based Searches – SharePoint Integration

Workshop

Broadest Portfolio of Scanner Products

Kodak Capture Software

i1840

i1400 Series

Workshop

Scan to desktop or network Scan to email Scan to print Scan to USB flash

Or any combination…at the same time !

Digitize paper documents & send to yourchoice of destinations over the network

Kodak Scan Station 100

Workshop

• Automatic Document Feeder• Special Document Feeder

Document Output Tray

Color Touch-Screen,Easy Graphical User Interface

90-Degree, Rotatable Operator Control Panel for Ergonomic Operation

USB Port(3 drives included)

Duplex, 25ppm, A4/Letter, Capture

Network Connectivity

Color, Grayscale or Black-and-white images

Flash Image Preview to Confirm Transfer

Captures Both Sides of Documents in a Single Pass

KODAK Scan Station 100

Workshop

Our workshop is built around 9 second foods fictitious company

• HR - Demo dynamic foldering and exception management & workflows

• AR / AP - Demo of Reports cross referenced to Docs; and application enablement from host app to Docs

• Capture show how documents are automatically analyzed classified, data extracted and pushed to queues

• IT – Document Knowledge Transfer (DKT), how HR or IT can use reading groups to push compliance issues

• Portal Based Searches – SharePoint Integration

Workshop

Cash Cab

1. What two components make up an ECM system?

2. What does DKT stand for?

3. Name one thing an ECM system has over a file share?

4. How many pages of paper does an average office worker use per year?

5. How many pages per minute can the new Kodak Scan Station 100 scan?

Workshop

Integration with Microsoft Products…

Word, Excel, and PowerPoint . . . Save as…

Outlook Integration

SharePoint Portals

Web Interfaces

Workshop29

Paper Documents & Files

Mail

Email

Enterprise Applications

FaxElectronic Documents

FormsReports

Graphics, Video, &

Audio

Blueprints & Photos

XML & Meta Data

Print Output

So many sources; so many places to

look for info

Workshop

30

Workshop

31

Custom QueryCustom Query

Document Knowledge TransferDocument Knowledge Transfer

EnvelopeEnvelope

FolderingFoldering

EFormEForm

File UploadFile UploadWorkView SummaryWorkView Summary

WorkView FilterWorkView Filter

WorkflowWorkflow

Workshop

32

Workshop

33

Web Parts for Microsoft SharePoint

Workshop

Report Services

• Optimized reports provide information on system health and business activity

• Business users can easily run reports

• Controlled report generation

• Supports database security

• Simple deployment and upgrading are made possible by Smart Client technology

Workshop

Business Applications

Workshop

Key Features

• Over 80 pre-configured reports are available within Report Services.

• Optimized report queries ensure minimal impact on database performance.

• Newly created reports can be imported and are available for quick installation and use.

• Export dynamic report data to other applications like Microsoft Excel for further processing and evaluation.

• Report access is controlled by OnBase user groups, just as in all other parts of OnBase.

Workshop

EDM Services

• Manage and control documents

• Maintain security of draft and final documents

• Provide offline document access

• Promote data integrity

• Increase efficiency

Workshop

EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services E

7ROY G BIV

Workshop

Revisions and Versions

Workshop

EDM Terminology

• Rendition – Copies of a document generated in a different file format than the original document.

Workshop

EDM Terminology

• Rendition – Copies of a document generated in a different file format than the original document.

• Revision – Revised copies of an original document where the same file format is maintained.

Workshop

EDM Terminology

• Rendition – Copies of a document generated in a different file format than the original document.

• Revision – Revised copies of an original document where the same file format is maintained.

• Version – Comprises a series of revisions to one document.

FINAL VERSION

Workshop

HR Manager Employees

Revision 1

Revision 2

Revision 3

Revision 4

Revision 5

Revision 6

Approved(Version 1)

Updated & approved

(Version 2)

HR MANAGER

••••••••Final Handbook

EMPLOYEE

••••••••

Workshop

Great for ….

• Employee handbooks• Sales contracts• Legal documents• Insurance underwriting documents• Marketing collateral• E-Forms used in Workflow• Policy documents• Terms and conditions• Medical face sheets• Price lists

Workshop

Contract Management

Workshop

Benefits

• Manage and control documents– Centralized document storage

• Maintain security of revisions and versions

– Makes changes without losing history

– Never overwrite existing documents

• Promote data integrity– Establish audit controls for document history

Workshop

Office Add-In

Workshop

Workshop

Office Add-In Integration

Workshop

Office Add-In Integration

Workshop

Office Add-In Integration

Workshop

County Government

Workshop

Benefits

• Manage and control documents– Direct access to OnBase

• Increase efficiency– Work in familiar Office applications

– No additional training required

Workshop

Keyword Property Mapping

Workshop

Keyword Property Mapping

Workshop

Benefits

• Increases efficiency– Simplifies document indexing

• Promotes data integrity– Ensures keyword accuracy

Workshop

Multiple Drag and Drop Import

Workshop

Workshop

EDM Briefcase

Workshop

Remote Access

Workshop

EDM Briefcase

Workshop

Insurance

Workshop

Benefits

• Provides offline document access – Remote, disconnected workforces– Frequent travelers

• Increase efficiency– Automatic synchronization of documents

Workshop

Image Markups

Workshop

Image Markups

Workshop

Markup Options

Rectangle Colors

Ellipse Text

Line Fonts

Arrow Font size

Checkmark

text

Font Styles

Font Size

Workshop

Lots of Possible Uses

• Invoices• Police documents• Photographs• Check images• X-ray reviews• HR documents• Nursing notes• Packing slips• Transcripts

• Product catalogs• Drivers licenses• Government forms• Birth certificates• Pay stubs• Floor plans• Court exhibits• Receipts• Bills of lading

Any image file!

Workshop

Staffing Company

Workshop

Benefits

• Manage and control documents– Apply permanent comments to any image

document

• Promote data integrity– Provides auditable history of document

revisions

Workshop

Very Valuable Document Templates

Workshop

Out of Control Document Creation

Workshop

Document Templates

Workshop

Credit Union

Workshop

Benefits

• Manage and control documents– Standardizes documents for consistency,

accuracy and branding

• Increase efficiency– Reduces document formatting and setup

Workshop

Very Valuable Document Templates

Image Markups

EDM Briefcase

Multiple Drag and Drop Import

Keyword Property Mapping

Office Add-In

Revisions and Versions

Workshop

DMV Solution

• Disconnected Scanning

• Converted all paper documents to electronic

• Immediate document retrieval

• Maintain document security around document viewing and printing

Workshop

Admissions Letter Solution

• Document Composition for Microsoft Word

• Dynamically generate letters– Pulls data from data sources, user input and

OnBase

• Manage letter revisions and versions

• Save and publish versions of document templates

Workshop

Policy Approval Solution

• Workflow & Document Knowledge Transfer

• Route policy document to appropriate parties for review and approval

• Use Workflow action to stamp document version

• Distribute document to organization for review and acknowledgement

Workshop

Contract Solution

• Collaboration and WorkView

• Create workspace to negotiate contract terms – Sales, Legal and Customer Service

• Manage document revisions and versions

• Attach final contract to sales order or customer record

Workshop

Requirements

• Requires a valid client license

• Available in both OnBase Client and Web Client

• 3rd party requirements– If saving/retrieving with Microsoft Office

applications, licenses for those software applications are required

Workshop

EDM Benefits

• Manage and control documents

• Maintain security of draft and final documents

• Provide offline document access

• Promote data integrity

• Increase efficiency

Workshop

EDM Services

EDM Services

Workshop

Workshop