Accelerate Your PeopleSoft Accounts Payable Process Into Overdrive with Oracle's Document Capture, Imaging, and Workflow Solutions

Accelerate Your PeopleSoft Accounts Payable Processes Into Overdrive with Oracle's document capture, imaging, and workflow solutions

Presented by:Jason Lamon & George Sokol – Fishbowl Solutions

Craig Morton - Oracle

Agenda

+Fishbowl Company Overview+Imaging Customer Successes+Business Problem: Paper and Manual

Processes+Oracle’s End-To-End System for Invoice

Processing Automation+Demo Walkthru+Questions

About Fishbowl Solutions

Experience+ Over 700 projects since founding in 1999+ Oracle “Gold” Partner+ Oracle “Public Sector Pillar Partner”

Expertise+ Portals and Content Management+ Enterprise Information Management+ Business Process Automation

Customer Successes+ Across verticals

Award Winning+ Forrester Groundswell Award - Mobile App+ Oracle Excellence Award+ Enterprise 2.0 Blazer

Fishbowl Consulting Services+ WebCenter Content

- Document Mgmt - Records Mgmt

- Digital Asset Mgmt - Web Content Mgmt

- Image & Process Mgmt - Document Capture

- Forms Recognition - Content Consolidation

+ WebCenter Portal- Employee Intranets

- Vendor or Partner Extranets

- Customer Portal

+ ADF \ SOA+ BPM (business process management)+ ERP Integrations+ Installations, Configuration, Performance Tuning,

Solution Design, Development, Implementation

Invoice Automation SuccessCity AP Processing Automation

• City of 250,000 Southeast of Toronto

• Oracle PeopleSoft Customer

• Key Areas of Interest– Eliminating Paper– Expediting process,

reducing delays– Improve leverage with

vendors

• Solution Set:– Oracle WebCenter

Imaging– Oracle Forms

Recognition

• Results– 100% automation for PO

based invoices– Workflow approval and

line item distribution for non-PeopleSoft users.

Invoice Automation SuccessLarge County Board of Education

• Large County Office of Education

• Project in conjunction with PeopleSoft deployment

• Key areas of Interest– HCM integration– PeopleSoft Managed

Attachments

• Project in progress• Expected results:

– Online job bank of resumes

– 100% paperless invoice storage

– Better accountability and visibility

BUSINESS PROBLEM: PAPER AND MANUAL PROCESSES

Financial Management’s Paper ProblemMoney doesn’t grow on trees :)

• Paper is an essential part of many financial processes

• Paper introduces inefficiencies that increase costs (storage, productivity, transportation, auditing)

• Paper-reliant processes are well defined but cannot be automated (no scalability, no visibility)

• Key examples: Accounts Payable, Travel & Expense

Typical A/P DepartmentInvoice 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

!

Errors | Delays | W

asted Resources | Poor Visibility

| Loss of Control

DAY 20 DAY 30+

!

A/P Automation Opportunities

• Lower invoice processing costs

• Reduce receipt-to-payment cycle time

• Improve invoice visibility during receipt-to-payment cycle time

• Reduce labor costs associated with invoice processing

• Regulatory compliance

$21.30 $12.40

MANUAL COST PER INVOICE

ELECTRONICCOST PER INVOICE

PO-Based Invoices Non-PO Based Invoices Other Invoices

Aberdeen Group: The E-Payables Benchmark Series: Imaging & Workflow, March 2008

$21.10

$14.00

$20.30

$12.60

Capture & Imaging Drivers

END-TO-END PROCESS AUTOMATION FOR INVOICE PROCESSING

Payables with Oracle’s Imaging SolutionOne integrated system for end-to-end invoice processing

Workflow & MonitorExtract & IndexCapture ApproveAccessStore

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 SpectrumWhich 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

10,000 invoices / mth +

5,000 invoices / mth

1,000 invoices / mth -

Invoices scanned centrally or remotely

Data extracted & sent to Oracle

Invoices stored in central repository

Invoice images & data accessed via Oracle ERP


Automated Approvals

Workflow & Monitor

Extract & IndexCapture ApproveAccessStore


+Scan

Centralized Document CaptureHigh-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 OCRRelational pick-lists and database look-ups

Content repository

Distributed Document CaptureWeb-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)


Data extracted & sent to Oracle ERP




Automated Approvals

Workflow & Monitor



Intelligent Forms RecognitionExtract 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

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






Automated Approvals

Workflow & Monitor



Enterprise Image Archiving High volume, configurable storage

• 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






Automated Approvals

Workflow & Monitor



Tightly Integrated User ExperienceOne-click access to imaged documents

• View task and image• Key from image • Resolve exceptions• Annotate invoices

• Viewer and Task List is launched from ERP UI to:






Automated Approvals

Workflow & Monitor



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 PeopleSoft environment

• Automatic re-assignment, delegation or escalation

Real Time Process MonitoringCustomizable 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)






Automated Approvals

Workflow & Monitor



Productized, Not CustomizedDecrease 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

DEMO

WebCenter Capture Process

WebCenter Capture

• Scanning Process for large # of invoices, generally starts in Oracle WebCenter Capture.

WebCenter Capture:Scanning & Importing

• Items are entered thru:– Scanning– Fax– Import

• This screen shows importing files into the batch.

WebCenter Capture:Scan Process

• Opening a ‘Batch’ goes to the first image as shown in the screen.

• The scan operator can view each individual document in the batch.

• This allows correcting issues such as invalid document separation or poorly made scans.

WebCenter Capture:Batch Indexing

• The next phase is the “Indexing” Phase.

• The Indexing phase assigns metadata to each document/invoice in the batch.

• Users select the batch to index as shown to the left.

WebCenter Capture:Indexing Individual Invoices

• Upon selecting a batch, the user is presented with each document – one by one.

• During the indexing, the user only enters the necessary data to route to the appropriate AP specialist (i.e. such as Group or Priority).

• Batches are then “Committed” and Capture releases all documents into P/S.

Invoice Processing with WebCenter Imaging

WebCenter Imaging:Entering Data into PeopleSoft

• Once images are committed, items are routed to P/S to the appropriate specialist.

• Based upon how the specialist works, the appropriate screen is shown.

• The AP specialist begins work by clicking on “Start Processing Images” as shown to the left.

WebCenter Imaging:Processing the “Task List”

• Pressing the “Start Processing Images” button displays the Imaging Task List screen.

• The user can select a specific task from a list that is restricted to their id.

WebCenter Imaging:The Task List Screen

• The next screen displayed is the Item Task List.

• From here, a user may select an individual invoice to process.

WebCenter Capture:Indexing Phase

• From the Item Task List, users are then presented with an image selected.

• Note the commands show left of the image, described on next slide. These are configurable.

WebCenter Imaging:Keying from Image

• This example shows user keying from image .

• Image opened on right with P/S screen for item on the left.

• User can now key from image.

• Note, most customers use dual-monitors to support this.

WebCenter Imaging:Completing the Voucher in PeopleSoft

• Once the voucher has been completed with the line items, it is ready to save.

• Upon save, key voucher values are synced between P/S and Imaging to support easy searching and reference.

WebCenter Imaging:Moving to the Next Invoice in the Batch

• After it is entered, user clicks “Complete Invoice” in Imaging which returns user back to the Item Task List for the next item.

WebCenter Imaging:Accessing the Image from PeopleSoft

• General users and AP Specialists can have access to view the attached image anytime by clicking on “Invoice Image”.

WebCenter Imaging:The Imaging Viewer

• Clicking this link will bring up the image in the viewer.

Issue Resolution

WebCenter Imaging:Vendor Maintenance

• For missing or invalid vendor information, users select “Vendor Maintenance” which shows form on the right.

• This form supports predefined problem codes & comments.

• Once submitted, the form is routed to the correct AP queue.

• Once resolved, the item will return to the AP specialist’s queue.

Issue resolution

+Similar functionality exists to request the following:– Rescan: send back to scan operator to rescan poor

or illegible image.– Request More Information: Can be used to route

questions to any PeopleSoft user.

Why WebCenter Imaging for PeopleSoft?More imaging and automation, less cost and complexity

• Complete: • Single-vendor, comprehensive document process automation – applications,

capture, imaging & workflow - on one enterprise platform• Open & Integrated:

• Image-enables processes across the enterprise via open, productized integrations with Oracle Applications

• Cost-effective: • Maximizes existing

investments in Oracle technology & skill sets

• Provides strategic value as the default imaging solution for Applications Unlimited & Fusion Applications

Questions?

Thank you!

Contact Info

George Sokol: +1.952.465.3488Craig Morton: +1.703.364.0531

Technology

Accelerate Your PeopleSoft Accounts Payable Process Into Overdrive with Oracle's Document Capture, Imaging, and Workflow Solutions