Automate, Automate, Automate - Bridging the Gap Between Capture and Process

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#AIIM14 #AIIM14 #AIIM14 Automate, Automate, Automate: Bridging the Gap Between Capture and Process Harvey Spencer President HSA inc HSAssocs@twi:er

description

Traditionally capture has been centered around automating paper based processes at the front-end of business systems and eliminating key entry. As with many of the back-end systems, it has been batch-oriented and thought of as a ‘front-end’ or ‘first-step’ separated from the processes that it feeds. But that is in a state of change and sources have been expanded substantially through the ready availability of multi-function intelligent mobile devices. Although the need for batch capture will continue, we live in a real time world with shrinking amounts of paper used to feed business processes, increasing business velocity and ever increasing demand for better, faster services. This session will explore how capture solutions are handling this, how cloud based services with scalable capture processes can leverage more element understanding and be expanded into providing effective automation for all capture processes concurrently with smoothing the transition from paper.

Transcript of Automate, Automate, Automate - Bridging the Gap Between Capture and Process

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Automate,  Automate,  Automate:  Bridging  the  Gap  Between  Capture  and  Process   Harvey  Spencer  

President  HSA  inc  

HSAssocs@twi:er  

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Archive  Business  Documents  

Fixed Geometry

Variable Geometry

The  move  to  integra;on  with  process    

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We  started  with    ‘Known  Forms  processed  in  

Batches’  

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Market  Intelligence  

Read  the  Research!  Download  Content  Collabora+on  and  Processing  in  a  Cloud  and  Mobile  World.  It’s  free.  Do  it  now.  

Eye  on  the  Industry  

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Fixed  Geometry  

§  Examples:  Tax  Returns,  Medical  Claims  §  Front  end  process,  relies  on  pre-­‐sorJng  §  Based  on  knowing  the  locaJon  of  key  fields  

allows  for  understanding  rules  to  be  built  §  IntegraJon  to  business  process  tends  to  be  batch  

–  aQer  the  capture,  data  extracJon  and  validaJon  

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Fixed  Geometry  Benefits  §  Benefits:  

§  Capture  image  for  archival  and  research  §  Fast  §  ReducJon  in  key  entry  costs  

§  LimitaJons  §  Requires  pre-­‐sorJng  §  Limited  applicaJons  §  Back  office  batch  orientaJon  delays  processes  

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Variable  Geometry  Adds  Value  

§  Benefits  in  Faster  Processing:  §  Reduced  sorJng  and  separators  §  Mixed  forms  layouts,  including  ‘semi-­‐structured’  forms  

may  be  understood  and  processed  

§  LimitaJons  §  Semi-­‐structured  forms  are  ‘mostly  known’  §  Usually  front  end  with  batch  updates.      

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Variable  Geometry    Added  Document  Types  

§  Examples:  Invoices,  Orders,  On-­‐boarding/  ApplicaJons  etc  §  Fields  of  interest  move  around  depending  on  

document  §  Can  be  used  to  reduce  pre-­‐sorJng  of  normal  fixed  

geometry  applicaJons  §  Allows  for  capture  closer  to  the  process  

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Value  of  Capture  to  Business  Process  Automa;on  in  Invoice  Processing  

§  Benefits  of  Integrated  in-­‐house  with  ERP  procure-­‐to-­‐pay  soluJons*    §  Speed  

§  Faster  turn  around  than  using  outsourcing  §  Be:er  excepJon  handling  §  Possibility  of  dynamic  discounJng  §  Faster  end  of  month  reconciliaJon  

§  ReducJon  of  excepJon  handling  §  No  lost  invoices  and  user  self  service  portal  can  see  invoice  and  status  §  Emailed  invoices  easier  to  handle  if  PDF  images  are  sent  rather  than  PDF  

normal  §  Lower  audit  costs  due  to  integraJon  with  ECM  §  Possibility  of  easier  offset  management  AP/AR  common  suppliers/customers  

*Source:  Open  Text  

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Discount  Management.  Never  Ending  Fric;on  Between  Buyers  and  Suppliers  

Courtesy:  Taulia  

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0 DAYS invoice

10-15 DAYS approval

60 DAYS due date

OPPORTUNITY

AVERAGE PAYMENT TERMS (DAYS) Anheuser-Busch

Hertz

Apple

Industry Average

120 DAYS

60 DAYS

45 DAYS

56 DAYS

Payables  terms  change  by  Supplier  

Courtesy:  Taulia  

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A sliding scale allows for higher discount the earlier the payment for ALL invoices

•  Reduction of working capital •  Alternative to more expensive sources of financing as Factoring •  Suppliers can opt in to the program

•  Leverage more Early Payment discounts •  Risk-free short-term investments with double digit returns •  Does not create upward pressure on purchase prices •  Typical $1M to $2M returns per $1B in-scope spend

Definition

Supplier Benefits

Buyer Benefits

Key  Benefits  of  Dynamic  Discoun;ng  

Courtesy:  Taulia  

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3.0%  

2.5%  

2.0%  

1.5%  

1.0%  

0.5%  

0%  0 10  Days   20  Days   30  Days  

$  2%  10    Net  30  

“Hit-­‐or-­‐Miss  Discount”  3.0%  

2.5%  

2.0%  

1.5%  

1.0%  

0.5%  

0%  0 10  Days   20  Days   30  Days  

$  

$  

Sliding  Scale  Discount  

Antiquated Discounting Dynamic Discounting

Courtesy:  Taulia  

Dynamically  Changing  Discount  

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Discount  Management    Supplier  Bidding  

§  The  Priceline  Approach  §  From  a  supplier  standpoint  allows  for  factoring  at  lower  

cost  §  From  customer  standpoint  allows  for  be:er  cash  

management  

§  Only  possible  if  invoices  and  procure-­‐to-­‐pay  are  integrated  

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The  next  stage:  Content  Ini;a;on    

Spee

d/Va

lue/

Rel

evan

ce to

C

usto

mer

Content  IniJaJon  

Capture  to  a  Process  

Drive  process  decisioning  from  Capture  Content  

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Content  Ini;a;on    Branch  Automa;on  

§  Scan  back  office  documents  (new  account  opening,  loan  apps,  mortgage  apps,  etc.)  in  the  branch  §  Savings  can  provide  less  than  one  year  pay  back  §  Savings  in  copier/prinJng,  plus  courier  +  be:er  

customer  experience/service  §  Encapture  ROI  Model    

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Content  Ini;a;on  -­‐-­‐    Global  Shipping*  

Process  Shipping  documents,  commercial  invoices  arrive  on  paper,  email,  fax    §  MulJchannel  input  eliminated  prinJng  of  emails  and  faxes  §  Automated  data  recogniJon  and  classificaJon  eliminate  manual  data  entry  and  accelerate  

scanning  §  AutomaJc  populaJon  of  data  into  customs  documents  §  Automated  archiving  for  ten  years  in  FileNet  Content  manager  

Benefits  §  Improved  Process  efficiency  and  imaging  speed  and  accuracy  §  $13  million  savings  over  three  years  from  headcount  reallocaJon  and  prinJng/postage  costs  §  Improved  accuracy,  customer  service  

*  Source:  IBM  

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Automate,  Automate,  Automate  

§  The  key  value  is  to  integrate  with  the  Business  Processes  §  Be:er  Customer  Service  §  Greater  efficiency  §  Less  rework  and  lower  cost  §  Lower  risk,  be:er  cash  management  

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Branch  Automa;on  +  Capture  to  a  Process  

§  Example:  New  Account  Opening  or  Loan  Processing:  §  Documents  scanned  in  branch  §  Real  Jme  understanding,  checking  documents  and  

extracJon  of  relevant  data  §  Savings  in  copier/prinJng,  plus  courier  +  be:er  customer  

experience/service  +  immediate  decisioning  +  opportunity  for  cross  selling  

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The  Next  Wave  of  Capture  

§  Automate  from  anywhere,  anyJme  §  Immediate  understanding  §  Integrated  with  business  processes  and  workflow  

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Ques;ons?  

Thank  you  [email protected]  

Twi:er@HSAssocs