Taming the Paper Tiger Taming the Paper Tiger in Accounts Payablein Accounts Payable

How Temple University eliminated the paper, streamlined the workflow and increased the productivity within the Accounts Payable Department by integrating the Feith Document Database system with their GEAC financial management system

Presented by:

Steve Hazzard – Dir of Applications Systems

Frida Lukov – Lead Software Developer

Wednesday January 11, 2006 10:45am

Copyright Temple University 2006. This work is the intellectual property of the authors. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate otherwise or to republish requires written permission from the authors.

Taming the Paper Tiger Taming the Paper Tiger in Accounts Payablein Accounts Payable

How Temple University eliminated the paper, streamlined the workflow and increased the productivity within the Accounts Payable Department by integrating the Feith Document Database system with their GEAC financial management system

Presented by:

Steve Hazzard – Dir of Applications Systems

Frida Lukov – Lead Software Developer

Wednesday January 11, 2006 10:45am

Copyright Temple University 2006. This work is the intellectual property of the authors. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate otherwise or to republish requires written permission from the authors.

Temple was founded by Dr. Russell H. Temple was founded by Dr. Russell H. Conwell in 1884, chartered as Temple Conwell in 1884, chartered as Temple College in 1888 and incorporated as College in 1888 and incorporated as Temple University in 1907Temple University in 1907

In 1967, Temple University became part of In 1967, Temple University became part of the Commonwealth System of Higher the Commonwealth System of Higher EducationEducation

Temple University has more than 34,000 Temple University has more than 34,000 students and 5,500 employeesstudents and 5,500 employees

Temple has distinguished faculty in 17 Temple has distinguished faculty in 17 schools and colleges, including schools of schools and colleges, including schools of Law, Medicine, Pharmacy, Podiatry, and Law, Medicine, Pharmacy, Podiatry, and DentistryDentistry

About Temple UniversityAbout Temple University Based in Philadelphia, Based in Philadelphia,

Temple is one of Temple is one of Pennsylvania’s three public Pennsylvania’s three public research Universities, research Universities, along with the University of along with the University of Pittsburgh and Penn State Pittsburgh and Penn State UniversityUniversity

Temple University is theTemple University is the

2828thth largest University in the United largest University in the United States, and we are the 6States, and we are the 6thth largest largest provider of professional education provider of professional education in the countryin the country

The University has education The University has education centers in Harrisburg and Fort centers in Harrisburg and Fort Washington, and international Washington, and international campuses in Tokyo, Japan, and campuses in Tokyo, Japan, and Rome, ItalyRome, Italy

About Temple UniversityAbout Temple University

What’s wrong with paperWhat’s wrong with paper Reduction strategiesReduction strategies Taming the TigerTaming the Tiger

Paper vs. ImagingPaper vs. ImagingWhat would you chooseWhat would you choose

The Feith Document DatabaseThe Feith Document Database Implementing Document ImagingImplementing Document Imaging Document Imaging up closeDocument Imaging up close QuestionsQuestions

Taming the Paper TigerTaming the Paper Tiger- Topics for Discussion -- Topics for Discussion -

What’s wrong with paper?What’s wrong with paper? Inefficient manual processInefficient manual process Paper was everywhere!!!!!Paper was everywhere!!!!! Less Secure, “Lost” Invoices, Less Secure, “Lost” Invoices,

Check Request, and Expense Check Request, and Expense Reports….known as the “Black Reports….known as the “Black Hole”Hole”

Payments not timelyPayments not timely Filing of over 6,500 invoices a Filing of over 6,500 invoices a

month month Customer Service–resulting in a Customer Service–resulting in a

game of “telephone tag”game of “telephone tag” Document Retrieval: 3 hours to Document Retrieval: 3 hours to

2 weeks2 weeks

Making/sending copies is Making/sending copies is not environmentally friendlynot environmentally friendly

Multiple copies invite Multiple copies invite duplicate processing duplicate processing

No Disaster Recovery Plan No Disaster Recovery Plan (are you making enough (are you making enough copies?)copies?)

Storage Space – 1 Million Storage Space – 1 Million Documents taking up 1/3 of Documents taking up 1/3 of the entire office space! The the entire office space! The equivalent of 400+ boxes… equivalent of 400+ boxes… Imagine that!Imagine that!

What’s wrong with paper?What’s wrong with paper?

Reduction StrategiesReduction Strategies

But at best, these strategies only calm the Paper Tiger. Temple needed to actually tame the beast!

MatchesMatches Re-use old paper and print Re-use old paper and print

on reverse sideon reverse side Offsite storageOffsite storage PurgePurge Shred, shred, shredShred, shred, shred

Taming the TigerTaming the Tiger- Paper vs. Imaging -- Paper vs. Imaging -

• Can be lost or filed incorrectly

• Eliminates lost files

Paper Files Digital Files

• Must search by reading entire contents

• Backup measures insure against loss

• Indexed or full text searching

• Vulnerable to catastrophic loss

• Take up a lot of space

• Take very little space

Paper Files Digital Files

• Deteriorate with age

• Simultaneous viewing

• Do not degrade

• Viewed by one person at a time

• Single copy • Often multiple copies

Taming the TigerTaming the Tiger- Paper vs. Imaging -- Paper vs. Imaging -

Taming the TigerTaming the Tiger- What would you choose? -- What would you choose? -

The Feith Document The Feith Document DatabaseDatabase

Key Components used in APVolume Image Processing (VIP)Computer Output to Laser Disk

(COLD) FDD/WebFDDQuick IntegratorWorkflow IQ FDD Auditor

Implementing Document Implementing Document ImagingImaging

Do not attempt without a documented Do not attempt without a documented processprocess

In case you missed it the first time…In case you missed it the first time…DO NOT ATTEMPT WITHOUT A DO NOT ATTEMPT WITHOUT A DOCUMENTED PROCESSDOCUMENTED PROCESS

Assemble your teamAssemble your team Minimize the trauma & build on Minimize the trauma & build on

success...Tackle one process at a timesuccess...Tackle one process at a time Balance best practice with best logicBalance best practice with best logic Build and trainBuild and train

Document Imaging Up CloseDocument Imaging Up Close- AP Process -- AP Process -

Step 1 - Generate a Step 1 - Generate a Bar Code Sheet to Bar Code Sheet to separate invoicesseparate invoicesdocument type, ie. document type, ie.

check request, invoice, check request, invoice, etc. etc.

alpha category for AP alpha category for AP clerkclerk

Step 2 - Scan Invoices Step 2 - Scan Invoices behind Barcode Sheet behind Barcode Sheet using Volume Image using Volume Image Processing (VIP)Processing (VIP)Single scan mode for 1 Single scan mode for 1

page invoicespage invoicesMulti scan mode for 1+ Multi scan mode for 1+

page invoicespage invoices

Document Imaging Up CloseDocument Imaging Up Close- AP Process -- AP Process -

Step 3 – Indexed Step 3 – Indexed documents go documents go through the Workflow through the Workflow processprocessUsing barcode, Using barcode,

workflow routes the workflow routes the document to assigned document to assigned clerkclerk

You build your You build your Business Rules into Business Rules into Workflow…KNOW Workflow…KNOW YOUR PROCESSYOUR PROCESS

Document Imaging Up CloseDocument Imaging Up Close- AP Process -- AP Process -

Workflow, the heart of the Tiger

Step 4 – Process Step 4 – Process invoicesinvoices ‘‘Vendoring’ – coding Vendoring’ – coding

invoice with TU vendor invoice with TU vendor ID.ID.

Pay ($$$$)Pay ($$$$)

Document Imaging Up CloseDocument Imaging Up Close- AP Process -- AP Process -

Document Imaging Up CloseDocument Imaging Up Close- AP Process -- AP Process -

Step 3Step 3Domesticate the Domesticate the animal by applying animal by applying your new found your new found knowledge along with knowledge along with your shiny new your shiny new equipmentequipment

IMPLEMENTIMPLEMENT

Step 2Step 2Once you know the Once you know the beast, identify the beast, identify the proper equipment and proper equipment and training techniques to training techniques to be used.be used.

SELECT THE RIGHT SELECT THE RIGHT SYSTEMSYSTEM

Step 1Step 1To tame the Paper To tame the Paper Tiger you must first Tiger you must first understand it’s habits.understand it’s habits.

DOCUMENTATIONDOCUMENTATION

Taming the Paper Tiger Taming the Paper Tiger in Three Easy Stepsin Three Easy Steps