Document Processing AutomationUsing Kofax Capture & Transformation Modules

Document Processing AutomationUsing Kofax Capture & Transformation Modules

Agenda

• Introduction

• Business Challenges

• Benefits of using Kofax Capture and Transformation Modules

• Demo

• Q&A

World’s Largest Information Capture Vendor

Successful• 20+ years in business• 132,000 Kofax Capture licenses sold• 23,000+ end users• Thousands of integrations with ERP, ECM,

workflow, line-of-business, etc.

Global• 1200 employees in 36 countries• 1200 resellers in 60 countries

Focused• 18% of software revenue goes into R&D

ECOPRO, INC.ECOPRO, INC.

ECOPRO is a ‘KOFAX’ Certified Solution Provider re-selling Kofax VRS, Capture, KTM, KCS range of products for efficient scanning, data capture, and automated index processing

Ecopro offers Total ECM and BPM Implementation services and long-term support services along with off-shore, low cost data entry logistics.

84 of the Fortune Global 100 Are Kofax Customers

Document-Driven Business Processes

• Need for increasing transaction speed

• Many forms of documents, many channels

CompaniesCustomers

Employees Corporate

CRM

HR

CM

ERP

Legal

LOB

Paper

Email

Fax

SMS

Voice

Kofax Solutions

• Collect – from multiple formats• Transform – automation to reduce costs, increase speed• Deliver – to multiple systems

Companies

Paper

Email

Fax

SMS

Voice

CRM

HR

CM

ERP

Legal

LOB

Collect DeliverTransform

Customers

EmployeesEmployees CorporateCorporate

Second Image – Document Processing Business Model

• Handles Mixed - Unstructured , Semi-Structured, Structured documents (Hospital records, business documents, legal agreements, employee records, Time

cards, purchase orders, invoices etc)

• Documents originate at remote client locations. Locations are fixed offices or one-off, drive-to-remote locations.

• Documents could be grouped by client or by driver who scanned the documents. Has dependency and time line.

• Document are often variable in page length

• Documents are mixed, and often come across never seen before type requiring knowledge work to handle them.

• Remote scan, centralized indexing: Room for automation, and integration

Kofax Capture

VRSImage Quality

Kofax Solutions

TransformIntelligent

Classification

CaptureFront-OfficeBack-Office

DeliverRelease to Multiple

Back-Ends

KofaxTransformation

Modules

KofaxDocumentExchange

Server

Integrationswith hundreds

of systems

Front Office

DeliverData, Information, Metadata

Kofax Product Portfolio

TransformClassification,Data Extraction

CollectPaper, Fax,Electronic

OptimizeImage Quality, Orientation,

File Size

Back Office

What is Transformation?

• Transformation is the automatic conversion of paper and electronic documents into useful business information

• How?• By classifying and extracting data from paper and

electronic documents

• Why?• Removes need for document sorting

• Reduces need for manual data entry

• Reduces data errors

Key Business Benefits of Kofax Transformation Modules

• Leverage your existing Kofax Capture (Ascent) investment

• Single Platform for all your capture needs

• Reduced labor & shipping costs

• Streamlined business processes

• Improved compliance

Line of Business Owner – Pain Points

Pain Points• Customer acquisition & retention

• Customer service• Cost structure

• Bloated back-office• Seasonal variation• Compliance• Economic environment

Job Function – Line of Business• Accounts Payable• Sales Order Processing• Customer Services

• New Business• Inquiries• Complaints

Where to use Kofax Transformation Modules

Where to use Kofax Transformation Modules

Manual Document Handling

• In many organizations, the daily work is initiated by distribution of documents to departments, groups and individuals

• Paper documents

• Emails

• Faxes

• Manual distribution requires• Knowledge of organization structure

• Analysis of document content

• Physical movement of paper

Problems• Processing delays

• High labor costs

• Lost documents

• Errors

Automating the Process with Kofax

• Kofax software can automate the collection and distribution of all incoming documents

• Independent of delivery mechanism

• Independent of document type

• In a proven and secure process

DeliverData, Information, Metadata

TransformClassification,Data Extraction

CollectPaper, Fax,Electronic

OptimizeImage Quality,

Orientation,File Size

Key elements• Intelligent classification

• Automatic data extraction

Address Changes

Cancellations Complaints Applications Inquiries

2. Gather samples 4. Classify unknown documents

3. Train the system1. Understand the categories

Intelligent Classification

• Intelligent classification - removes the need for document sorting• Documents are delivered/scanned in unsorted batches

• Each document is automatically classified by content

• Documents are then distributed to the correct workflow process

• A simple to configure and maintain process:

Fax

Paper mail

E-mail

Intelligent Classification - Highlights

• Accuracy - KTM uses hierarchic classification to break down complex tasks into simple schemes

• Flexibility - combine several technologies• Layout classification

• Content classification

• Rules

• Quality assurance - built in testing and statistics

Inquiry

Contract

Claim Continued

Complaint

New

Automatic Data Extraction

• Automatic data extraction - removes the need for manual keying• Paper documents are scanned and OCR’ed

• Electronic documents are imported

• Powerful extraction technology locates and extracts data from any document

Forms Correspondence Invoices/Orders

Automatic Data Extraction - Highlights

• Trainable, learn-by-example extraction

• Easy to configure and maintain

• On-line performance improvement in real-time

Per

form

ance

General

Industry-Specific

Customer-Specific

On-line

Knowledge Base concept - portable containers for learnt information

• Pre-trained - performance out of the box

• Re-trained - improved performance

• Re-used - no image or text data held

• Combined - for better performance

Key Messages

Customer Service

Capacity

Quality

Security

Control

CostsErrorsLost documentsRisk

C-level Executive – “I want all our processes to be streamlined – we need be more efficient and differentiate by providing better service”

Customer Service Manager – “I want a secure, predictable and easy to manage process where my staff focus on serving our customers, not handling documents”

Image-enabled workflow is not enoughWithout transformation, workflow is workslow!

Corporate Express – Invoices

“Well, last Monday we processed 774 invoices manually. Yesterday, our first day on Kofax, we processed 2900 invoices. To say the least, I'd say it was quite a success.”

Director Financial Systems, Corporate Express

Why Kofax?

• Single platform for all your capture needs• Department or enterprise

• Low or high volume

• Centralized or distributed offices

• Collect from any source• Paper (fax, scan, MFPs)

• Electronic Documents

• Connect to any back end• Vendor agnostic

• CRM, ERP, database, workflow and more

DemonstrationDemonstration

Kofax Batch Class; Document; Form

• Batch is collection of pages• A batch class contains one or more document classes, which in turn contain one or more form types. This

allows you to have different kinds of documents and forms within one batch. Kofax Capture can automatically separate the pages into documents and identify different types of forms.

Document class Form Type  Invoice 1 invoice from client A

(same set of X indexes) invoice from client B

invoice from client C

PO PO from client A

PO from client B

PO from client C

Time card Time car of employee A

Time car of employee B

Time car of employee C

Agreement

(same set of indexes)

 

Medical lab reports Record of Patient A

Record of Patient B

•  Two processes, document separation and form identification, oversee the transformation of raw images into individually identified documents. First, pages are either scanned or imported to create a batch. Then, document separation divides the images into documents. Finally, form identification matches each document with a batch class form type.

•  

•  Kofax-Defined Document Separation Methods

• Manual

• Fixed pages separation (automatically creates a new document every set number of pages)

• Kofax patch code separation (uses a patch code separator sheet to separate documents).

• Kofax bar code separation uses a bar code separator sheet to separate documents.

• Kofax separator sheet separation uses a Kofax separator sheet to separate documents.

• Kofax page recognition separation - analyzes each image and separates when it finds the first page of a form type.

• Separator zone separation analyzes a specific zone on each image and separates when the zone matches the same zone on the first page of a form type.

• Form identification zone separation analyzes a specific zone(s) on each image and separates when the zone(s) matches the first page of a form type.

Thank You!Thank You!

Maria.Mikus@Kofax.comMaria.Mikus@Kofax.com