Posted by Mark Brousseau
In a recent document management industry survey sponsored by Oce Business Services, 83 percent of respondents indicated that their organization has a records management program in place. However, only 10 percent of the executives surveyed said their company's program included an integrated electronic records repository. This indicates that integrating digital processes and technology into their records programs could be an untapped opportunity for many companies.
Today's challenging business environment includes stringent statutory and regulatory mandates from a host of entities that require following specific processes. Digitizing business records – when implemented in an organized fashion using best practices – can help ensure that records are easily retrievable, storage costs are under control, legal discovery costs are mitigated and the organization is compliant.
An effective electronic document management program spans the capture, management, storage, preservation, and delivery of document images. Oce highlights the following key steps for developing and designing a thorough document capture process.
Sorting and Preparing
Sorting and preparing sets the stage for efficiently digitizing hard copy documents. In these steps, documents are sorted into a logical sequence to ensure that they are properly identified and routed for the capture process. Developing and implementing a logical sort sequence enables organizations to maximize the scanning process, insure intelligent distribution of images, and enhance future retrieval requirements. During this process technologies such as barcodes can be applied to reduce manual intervention and automate workflow processes, record retention, and image retrieval. Document preparation helps ensure that there are no obstacles present to interfere with maximum document processing.
Scanning
The preparation process is designed to make sure that documents will be transported through the scanner cleanly and efficiently. Using the proper equipment is important to this step. Scanner manufacturers provide a rated processing speed for each model they produce. When determining the proper scanner to use, organizations should consider the number of separator sheets that will be inserted in order to estimate the true volume and speed of the scanning process. (Separator sheets are pre-printed sheets of paper that have codes on them. Each time the scanning software encounters a separator sheet, it creates a separate document containing the pages found under it.) Other determining factors include size of paper to be scanned, simplex (one-sided page) versus duplex (two-sided page) scanning, and color requirements.
Indexing
The final step of the capture process is indexing. This is the process of assigning metadata (defined as data about data) to each image file. This metadata can be applied in a multitude of ways. One is manual data entry, which entails viewing the images and manually typing in certain metadata residing on the electronic image. Another method is using OCR (optical character recognition) software, which extracts certain data elements from the images and then applies this metadata to the image file. This eliminates possible operator error and improves metadata accuracy. A third approach is to employ technology that reads a barcode, a unique label on the document containing data that can be read by a computer.
Monday, July 5, 2010
How to communicate without saying a word
Posted by Tom Walker, portfolio manager, SAP Accounts Payable Solution, Open Text Corporation:
How to communication without saying a word?
This can be a difficult challenge in the world of Accounts Payable when working to post invoices accurately and quickly. Just accurately and quickly alone is a major task but when you add “quietly”…is it really possible?
Think of all the people involved…Accounts Payable Professionals, Approvers, Corporate Procurement, Field Procurement, Receiving, Contract Management, Master Data Management, Tax Professionals…just to name a few. There are a number of Vendors offering solutions to address the accurate and quick...although in many cases you have to decide…do you want it accurate or quick…one or the other but not both. Yet very few address the quietly issue.
Why is this important? For invoices that are received and immediately posted without any human intervention due to issues such as problem resolution or approval, communication is not a critical factor. Yet when that 80/20 rule kicks in where 20% of your invoices result in 80% of the problems, the Accounts Payable Professional must reach out and communicate. They need to communicate with the individuals that have both the knowledge and security authorization to resolve / approve invoices as required by best practice separation of duties.
As an example, in an ERP such as SAP this communication is often started by running a report such as MRBR to find invoices blocked for payment. Without a solution that includes “quietly” as a building block, the first communication triggers a barrage of activity including but not limited to emails, phone calls, entries into spreadsheets for follow up, follow up calls, making copies of invoices and pulling contracts.
So how do you add “quietly” to the process flow? You must examine the entire process flow from how you receive the invoice, how you capture the meta data at the header and line item level, how you determine if there is a problem and then who must be involved to resolve / approve. Equally important is anticipate what that person requires to complete the task…such as…access to invoice and related document images, history of others that have worked on the process including their comments, transactional data such as purchase order, goods receipt, prior postings to purchase order and options to resolution / approval.
One excellent example of a “quite” solution is provided by SAP with their SAP Invoice Management and optional OCR.
One last thought…quiet extends to reporting also…you need to anticipate the need for information related to the invoice. While invoice payment status is certainly important you must also anticipate others will want to know trends such as invoices paid without problem and if a problem…what type of problem is most common. Yet a truly quiet process goes beyond the expected reporting…the invoice occurred because of a purchase…the purchase occurred due to a larger business process such as a building project and so on. You must anticipate that others must be able to see the invoice as part of the bigger picture.
This bigger picture is ECM. You would expect that a large ERP would anticipate this more holistic requirement and SAP has also done that by providing an ECM solution through it partnership with Open Text that takes the invoice and quietly makes it available as part of the ECM big picture. This allows you to see for example all the invoices from one vendor on one project in one virtual view or to see all the invoices related to the project regardless of vendor. No longer is it required to communicate and ask the Accounts Payable Professional to accumulate all the related information and wait for a response…it is already waiting for you to access immediate and quietly.
So…accurate…quick…quiet…yes it is possible!
How to communication without saying a word?
This can be a difficult challenge in the world of Accounts Payable when working to post invoices accurately and quickly. Just accurately and quickly alone is a major task but when you add “quietly”…is it really possible?
Think of all the people involved…Accounts Payable Professionals, Approvers, Corporate Procurement, Field Procurement, Receiving, Contract Management, Master Data Management, Tax Professionals…just to name a few. There are a number of Vendors offering solutions to address the accurate and quick...although in many cases you have to decide…do you want it accurate or quick…one or the other but not both. Yet very few address the quietly issue.
Why is this important? For invoices that are received and immediately posted without any human intervention due to issues such as problem resolution or approval, communication is not a critical factor. Yet when that 80/20 rule kicks in where 20% of your invoices result in 80% of the problems, the Accounts Payable Professional must reach out and communicate. They need to communicate with the individuals that have both the knowledge and security authorization to resolve / approve invoices as required by best practice separation of duties.
As an example, in an ERP such as SAP this communication is often started by running a report such as MRBR to find invoices blocked for payment. Without a solution that includes “quietly” as a building block, the first communication triggers a barrage of activity including but not limited to emails, phone calls, entries into spreadsheets for follow up, follow up calls, making copies of invoices and pulling contracts.
So how do you add “quietly” to the process flow? You must examine the entire process flow from how you receive the invoice, how you capture the meta data at the header and line item level, how you determine if there is a problem and then who must be involved to resolve / approve. Equally important is anticipate what that person requires to complete the task…such as…access to invoice and related document images, history of others that have worked on the process including their comments, transactional data such as purchase order, goods receipt, prior postings to purchase order and options to resolution / approval.
One excellent example of a “quite” solution is provided by SAP with their SAP Invoice Management and optional OCR.
One last thought…quiet extends to reporting also…you need to anticipate the need for information related to the invoice. While invoice payment status is certainly important you must also anticipate others will want to know trends such as invoices paid without problem and if a problem…what type of problem is most common. Yet a truly quiet process goes beyond the expected reporting…the invoice occurred because of a purchase…the purchase occurred due to a larger business process such as a building project and so on. You must anticipate that others must be able to see the invoice as part of the bigger picture.
This bigger picture is ECM. You would expect that a large ERP would anticipate this more holistic requirement and SAP has also done that by providing an ECM solution through it partnership with Open Text that takes the invoice and quietly makes it available as part of the ECM big picture. This allows you to see for example all the invoices from one vendor on one project in one virtual view or to see all the invoices related to the project regardless of vendor. No longer is it required to communicate and ask the Accounts Payable Professional to accumulate all the related information and wait for a response…it is already waiting for you to access immediate and quietly.
So…accurate…quick…quiet…yes it is possible!
Thursday, July 1, 2010
I can see clearly now
Posted by Mark Brousseau
Recent advances in technology are raising the bar for payments analytics capabilities. Some of these technology enablers include: higher capacity and more affordable disk storage; database management systems with data partitioning; and evolving data warehouse capabilities. Leilani Doyle (ldoyle@usdataworks.com), product manager with US Dataworks (www.usdataworks.com) says these advances couldn't have come at a better time:
As a result of the recession, enterprises are under pressure to predict the internal performance of the organization more precisely than ever before. For organizations that do this well, the payoff includes lower costs, higher customer retention, increased responsiveness, a reduction in fraud, increased productivity and ultimately, increased profitability, explains David White of Aberdeen Group.
An Aberdeen Group benchmark report found that Best-in-Class companies used analytics solutions to improve their ability to detect risk by two and a half times, and that 76 percent of Best-in-Class organizations enjoyed a customer retention rate of 90 percent or better, thanks in part to analytics.
Drawn by these benefits, more organizations are evaluating analytics solutions, particularly for payments environments. Twenty-four percent of organizations plan to adopt analytics technologies within the next year, reports Aberdeen Group. "The fundamental drivers of adoption remain strong," says Dan Vesset, program vice president for IDC's Business Analytics Solutions Research service, adding that even during the recession, the business analytics software market continued to grow.
In payments, demands for information reporting and analysis have never been greater. Key decisions depend on the ability to accurately monitor, measure and predict operational needs and payment trends. Most organizations try to bridge legacy payment silos, only to find themselves left wanting -- despite a tremendous effort expended to integrate, report and analyze data across payment channels.
The Case for Analytics
Several trends are driving demand from payments processors for business analytics solutions:
• The need to predict the future. All operations managers, treasury executives and risk managers rely on historical data in order to properly plan for the future. The more timely and more complete the data these individuals have at their disposal, the better the predictive models can be. The same concept holds true for predicting consumer buying behaviors.
• Increasing complexity of payment types. New payment channels have emerged over the last few years, and we are certain to see the evolution of mobile payments during the next year or so. There's no question that consumers and businesses alike are rapidly changing the way they make payments. In the past, consolidating this data for analytical purposes was extremely difficult, if not impossible. Today's advanced analytics tools solve this problem.
• Fraud detection. When it comes to payments, fraudsters are becoming more sophisticated, and the economic downturn has made them more desperate than ever. Businesses need to protect their assets with superior fraud detection. A key element of any fraud detection program is the early and accurate identification of unusual patterns and behaviors. Today's advanced analytics tools give organizations the ability to analyze payments data across channels and produce actionable assessments that can prevent or stop fraudulent activity.
• Staff management. Using analytics to identify changes in peak processing windows enables organizations to better manage their staff, which have been stretched thin after the recession.
• Reduced cost. Consolidating data with an enterprise analytics solution enables organizations to decommission redundant systems, some of which are maintained only for their archived data; some large companies are sitting on old, out-of-production systems for this very reason.
The Bottom Line
Today, financial institutions, corporate billers, and government entities are challenged to manage images and data from multiple payments channels, and to provide a high-level of data protection, data accessibility, and data tracking and reporting for compliance. Adding to these challenges are ever-increasing demands for real-time analytics to improve corporate agility and customer responsiveness. Traditional siloed payment archives are too costly, too inefficient and too fragmented to be effective. The answer lies in emerging payments analytics solutions.
Using analytics solutions, organizations can finally get a clear and timely view of their operations.
What do you think?
Recent advances in technology are raising the bar for payments analytics capabilities. Some of these technology enablers include: higher capacity and more affordable disk storage; database management systems with data partitioning; and evolving data warehouse capabilities. Leilani Doyle (ldoyle@usdataworks.com), product manager with US Dataworks (www.usdataworks.com) says these advances couldn't have come at a better time:
As a result of the recession, enterprises are under pressure to predict the internal performance of the organization more precisely than ever before. For organizations that do this well, the payoff includes lower costs, higher customer retention, increased responsiveness, a reduction in fraud, increased productivity and ultimately, increased profitability, explains David White of Aberdeen Group.
An Aberdeen Group benchmark report found that Best-in-Class companies used analytics solutions to improve their ability to detect risk by two and a half times, and that 76 percent of Best-in-Class organizations enjoyed a customer retention rate of 90 percent or better, thanks in part to analytics.
Drawn by these benefits, more organizations are evaluating analytics solutions, particularly for payments environments. Twenty-four percent of organizations plan to adopt analytics technologies within the next year, reports Aberdeen Group. "The fundamental drivers of adoption remain strong," says Dan Vesset, program vice president for IDC's Business Analytics Solutions Research service, adding that even during the recession, the business analytics software market continued to grow.
In payments, demands for information reporting and analysis have never been greater. Key decisions depend on the ability to accurately monitor, measure and predict operational needs and payment trends. Most organizations try to bridge legacy payment silos, only to find themselves left wanting -- despite a tremendous effort expended to integrate, report and analyze data across payment channels.
The Case for Analytics
Several trends are driving demand from payments processors for business analytics solutions:
• The need to predict the future. All operations managers, treasury executives and risk managers rely on historical data in order to properly plan for the future. The more timely and more complete the data these individuals have at their disposal, the better the predictive models can be. The same concept holds true for predicting consumer buying behaviors.
• Increasing complexity of payment types. New payment channels have emerged over the last few years, and we are certain to see the evolution of mobile payments during the next year or so. There's no question that consumers and businesses alike are rapidly changing the way they make payments. In the past, consolidating this data for analytical purposes was extremely difficult, if not impossible. Today's advanced analytics tools solve this problem.
• Fraud detection. When it comes to payments, fraudsters are becoming more sophisticated, and the economic downturn has made them more desperate than ever. Businesses need to protect their assets with superior fraud detection. A key element of any fraud detection program is the early and accurate identification of unusual patterns and behaviors. Today's advanced analytics tools give organizations the ability to analyze payments data across channels and produce actionable assessments that can prevent or stop fraudulent activity.
• Staff management. Using analytics to identify changes in peak processing windows enables organizations to better manage their staff, which have been stretched thin after the recession.
• Reduced cost. Consolidating data with an enterprise analytics solution enables organizations to decommission redundant systems, some of which are maintained only for their archived data; some large companies are sitting on old, out-of-production systems for this very reason.
The Bottom Line
Today, financial institutions, corporate billers, and government entities are challenged to manage images and data from multiple payments channels, and to provide a high-level of data protection, data accessibility, and data tracking and reporting for compliance. Adding to these challenges are ever-increasing demands for real-time analytics to improve corporate agility and customer responsiveness. Traditional siloed payment archives are too costly, too inefficient and too fragmented to be effective. The answer lies in emerging payments analytics solutions.
Using analytics solutions, organizations can finally get a clear and timely view of their operations.
What do you think?
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