document management best practices tips and tricks

7/29/2019 Document Management Best Practices Tips and Tricks

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www.intellichief.com 508-594-2700 [email protected]

Document Management

Best Practices Tips and

Tricks

Presented by :

Bill WhalenSolution Specialist, RJS Software
http://www.intellichief.com/http://www.intellichief.com/


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What are Best Practices?

The Best Practices RJS Recommends

Why Design Before Implement?

Basic Best Practices and Approaches

Controlling Uncontrollable Content and Documents

Forms Processing (AP, AR and others) and Internal or External Forms

Application Integration Best Practices

How to Best Identify Whats Missing (Know What You Dont!)

Document Assembly and Report Automation/Distribution

Agenda


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IT and Functional Business Units = Key to Rolling Out Successful

Paperless Implementations.

Behaviors

Ability to enforce HABIT

Paperless is limited by what you are willing or able to put in and also only

as valuable as you can articulate in Return on Investment (ROI)

People, Hours or Dollars

What are Best Practices?


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Requirements to User Expectations

Develop options and deliver solutions, not features

Avoid the I thought it would do ...

Stat about failed workflow projects here

RJS Solution Design and/or RJS Workbook

What is it how to get it?

Implement by Design or Design by Implement?


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Search is KING!!!

Dictates system configuration and deployment

Standardize capture processes and know the options

Accommodate for user behavior MS Office, Email, Printing, etc.

80/20 rule of automation and paperless

Dealing with politicsDang humans

Less clicks = adoption and maturity

Dont know? See and ask!

Basic Best Practices and Approaches


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What is Content in the ?

Forms Processing (Shift from Heads Down to Exceptions)

Accounts Payable

Accounts Receivables

HIGH ROI People Doing High Value Tasks vs. Low Value

WebForms

Human Resources

Smart Invoicing for AP Non-Inventory Purchasing

Manufacturing, Quality and Control

Controlling Uncontrollable Content and Documents


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3 Cs of Paperless for Optimal User Adoption

Clickless, Clickless, Clickless! Goal is to make users experience click-

less

Integration Types:

At the Glass

Database Integration

Validation and Backfill

Application Integration Best Practices


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Examples:

Interface integration for document search basically allows click to image or search

list. If a user is on your ERP screen, lets give them a single click to get to a list of

documents or to launch a single document.

Interface integration for index and document processing scanning paper is typically

time consuming and many AP or other departments dont want to increase efforts

because of indexing so we would deploy technology to screen scrape or click to

index a document that the user is working on. Within AP and Order Entry

departments we have a particular workflow involving dual monitors that streamlines

the work processes even further.


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Database integration for verification we typically like to utilize existing ERP backends

to validate incoming documents. The goal is to identify errored documents on the

front end to eliminate the garbage in, garbage out tendencies that can occur.

Database integration for backfilling this typically entails going out to an external

database and fetching other indexes keys so that the user has to provide as little

information as possible. A good example would be indexing a PO-based AP

invoice.if the user types in the PO number, we should be able to go out and get the

vendor information and possibly additional details about the invoice.

Portal solutions SharePoint, WebSphere Portal, Your Website, Direct Integration,

Internal report distribution


10/31www.intellichief.com 508-594-2700 [email protected]



Integrated Indexing Green Screen via Office Integrator



Integrated Indexing JD Edwards World



Accounts Payable Voucher Entry



Invoices are

scanned

Data Verification

and Validation

Release to

WebDocs

Image clean-up, Data

Extraction

Invoice

1. 2. 3. 4.

Forms Processing (OCR)

Capturing paper documents with forms processing technology

The difference from standard OCRFingerprints and Business Rules



The Challenge of A/P Scanning Template-Based

OCR vs. Integrated Scanning

Statistics about OCR (Optical Character Recognition)

Accuracy is not actually 95%+ as people advertise

This means that a OCR engine will read 95% of the indexed

CHARACTERS, not documents

A OCR Engine rated at 95% accurate is being used on a 9-digit field,

the true accuracy is 69.8% because the engine is reading 95% to the

9th power

OCR is only as good as print and scan quality

DPI is increased, increasing your storage size



What is it?

Software that turns any paper form into a web-based,

dynamically changing, Fill-able form.

Features:

Plugs directly into ERP and other business systems without modifying

your ERP.

Forms can pre-populate or dynamically retrieve data from ERP.

Data can be posted back to ERP, any database or web service.

Forms are filled out from any web browser.

Forms can be electronically signed.

Can be routed through business processes

Enforce business rules!

Solution: WebForms



Knowing what you dont have is almost more important than what

you do have

For every X document I should also have Y, Z.

AP, AR, HR Packets

How to Best Identify Whats Missing (Know What You

Dont!)



RJS Reporting Engine

How to Best Identify Whats Missing (Know What You

Dont!)



Highly paid people doing low value tasks

Example Job Packets, Insurance Policies, Order Documents (Invoice,

MSDS etc)

Time Sensitive Processes

Signature capture needs

Discounts (Workflow)

Report Distribution Options

Reinvent Email Push or Pull?

Portal Integration = Customer or Vendor Self-Service

Document Assembly and Report Automation or

Distribution


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Influence the RJS product line to fit your environment tighter.

RJS Product Development and PMT Groups

User Expectations

RJS Solution Design

RJS Workbook

Summary


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Questions & Answers


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Learn More

Contact:

Bill Whalen

RJS Software Systems

Cell: 651-226-3398

[email protected]

[email protected]

888-RJS-SOFT or 952-736-5800

or visit us online at

www.rjssoftware.com