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Presented by:
Bill Whalen
Senior Solutions Specialist, RJS Software
The RJS Solution
Design and
Business Analysis
Your Roadmap to Success

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• About RJS Software
• The Solution Design and Business Analysis
• Summary
• Learn More
Agenda

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• Software Developer
• Founded in 1990 in Minneapolis
• Product focus:
About RJS Software

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A Solution Design is a comprehensive
planning and analysis service and the
first step for any major IT project. We
analyze current business processes,
identify areas for improvement or
automation, and work with you to
establish a project plan and solution
recommendation.
Why Use the Solution Design?

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A Business Analysis can help you get the
most out of your current software and
systems and provide recommendations
for extending those solutions to other
departments or business processes.
Why Choose a Business Analysis?

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• The Solution Design and Business Analysis
Help You:
– Solidify your understanding of the problem
and desired solution
– Select the best solution for you
– Ensure everyone is on the same page
– Document clear objectives
– Create a feasible schedule
– Get commitment to implement
– Define a common language to use when
talking with a solution provider
– Describe the requirements and the
expected results
– Avoid surprises
Taming Your Projects (and the solution provider)

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Implementing an IT Project

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Understand the Problem1
Identify Goals and
Requirements
2
Design the Solution4
Document and Present6
Calculate ROI5
Map the Current Process3Solution
Design
The Solution Design

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Calculate ROI5
Solution
Design
Understand the
Problem
1
Identify Goals and
Requirements
2
Map the Current
Process
3
Design the
Solution
4
Document and
Present
6

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• Involve key users/departments and understand the problem:
– Paper reduction in the workplace
– Too many file cabinets
– Difficulty in finding information (time + costs)
– Distributed offices making it challenging to share documents
– Need for increased security in accessing information
– Industry/Government regulations
– Too many systems, not integrated, difficult to distribute documents
– Time and cost to retrieve and distribute documents
– Managing the approval process
Step 1: Understanding the Problem

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Basic Process – Executive View
Receiving
Make copies of
documents
Sends copy to
Accounting
Locate receiving
document
Advanced Shipping
Notification
Match to
packing slip
Notate
exceptions
Accept order
Files in
receiving
Accounting files
copy
Sends copy to
Purchasing
Purchasing files
copy
AP receives
documents
Makes copies
Sends copy to
Approver
Matching of
documents Conforming
Non-
Conforming
Reconcile
process GL Coding
Voucher entry Print checks
Match checks
with paperwork
Approve /
Sign
Mail
A/P
Sends copy to Receiving
Purchasing
User fills out
requisition form
Walks to Purchasing to
deliver requisition Enters PO in the
system
Prints approved PO
Mails / Faxes PO to
vendor
File copy in Purchasing
Sends copy to
Accounting

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Basic Process – User View

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• Customer Paper Problems - Examples:
Step 1: Understanding the Problem
Average time taken
from receipt of invoice to
payment: 42 days
On average, 3.6% of
invoices handled by A/P
have errors
Cost of manually
handling, checking, and
processing a paper
invoice and cutting a
paper check: $8 to $12
dollars
Taking advantage of
vendor discount offers
due to processing time
2 Way & 3 Way matching
of PO’s, Receivers, and
Invoices are manual
Cost to reproduce
documents for audits or
customer research
Lack of control during
approval process
28 AP processing locations creating redundancy
and delivery cost
Increased cost of postage for mailing purchase orders
and checks
Average days in payables is too high / too low
Average cost to process vendor payment: $8.15

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Calculate ROI5
Solution
Design
Map the Current
Process
3
Design the
Solution
4
Document and
Present
6
Understand the
Problem
1
Identify Goals and
Requirements
2

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• Key questions:
– What are the manual steps in the process (photocopying, delivery,
sorting, follow-up on approving steps)?
– Can we automate the claims, processing, new business process?
– Can we centralize any of the processes?
– How do you handle certificate creation, (other docs, etc.)?
– How do you send your final documents?
– Who needs to review and approve certain documents?
– How do you file and retrieve the documents?
Step 2: Identify Goals and Requirements

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Calculate ROI5
Solution
Design
Design the
Solution
4
Document and
Present
6
Understand the
Problem
1 Identify Goals and
Requirements
2
Map Current
Process
3

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• It’s more than just technology
– Think about the documents you receive or create
– Think about the ways in which you send/receive documents
• Faxes, Emails, Mail
– It is more than simply transforming paper into image format, it includes:
• Indexing, Archiving
• Searching, Retrieving
• Sending it out to other people for approval, getting alerts and notifications, etc.
• Integrating into your business application
– AND it includes integrating your business process into the equation
Step 3: Map Current Process

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• How to map the current process:
– Identify points of origin, decisions and where it ends
– Map the process, not only one task
– Identify all personnel involved
– Identify potential user issues
– Identify all integration points with core applications
– Identify document-related as well as activity-related tasks
– Identify the “problem areas” or “opportunity areas”
Step 3: Map Current Process

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Current: Clerical/Processing

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Calculate ROI5
Solution
Design
Document and
Present
6
Understand the
Problem
1 Identify Goals and
Requirements
2
Map the Current
Process
3
Design the
Solution
4

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• Explore different scenarios to solve the problems identified
• Validate chosen scenario with key users
• Identify the technology required
• Identify changes to business processes, business rules, etc.
• Prioritize implementation plan
• Schedule review of solution design with executive management
Step 4: Design the Solution

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Solution: Clerical/Processing
What does this mean to me?
• Electronic matching & associated document lookup from your desk
• Documents routed to proper workbasket for processing
• Electronically route documents for review/approval
• Timers & Alerts for timely processing
• No manual filing

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• Processing efficiency
– Your Systems are the core: Your keystrokes within your Policy, Claims and other
systems feed the document management database. This standardizes data entry,
eliminates redundant data entry and allows for easy retrieval of data and
documents from system.
– Immediate access: Get direct access to documents from Policy, Claims or other
systems from anywhere, anytime.
– No printing: Electronic documents digitally move through processes and are
instantly available from authorized users’ desktops.
• Quicker resolution
– Manage reviews and approvals: Automated workflow will allow users to
electronically route, review and approve documents in-process without ever
moving a physical document.
Solution and Benefits Overview

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• Enhanced visibility and control
– Automated archival: Documents and their indexes become electronic
documents and are archived as they are created.
– Disaster recovery: In the event of fire, natural disaster or data loss, your critical
information can be retrieved as part of your disaster recovery plan.
– A single platform: You document management solution can expand to
additional departments such as Legal, HR and more.
• Reducing the paper shuffle
– Less paper and storage: Copies kept in multiple locations can be eliminated. This
reduces cost for storage and personnel while mitigating risk. Users will also be
able to email, fax, view or print without creating multiple copies in multiple
locations.
Solution and Benefits Overview, cont.

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Solution
Design
Document and
Present
6
Understand the
Problem
1 Identify Goals and
Requirements
2
Map the Current
Process
3
Design the
Solution
4
Calculate ROI5

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• Hard Savings
– Reduction in personnel
– Business operating costs (photocopying, postal mailing, courier services)
– Reduction in infrastructure costs (sell a building, remove filing cabinets, etc.)
– Increased in productivity measured by man hours saved not handling paper
(standing at fax machine, looking for lost or misplaced files, etc.)
– Increased cash flow through better decision making
• Soft Savings
– Improved customer service (higher customer satisfaction)
– Better and faster access to information
– Faster internal communications
Step 5: Calculate the ROI

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• Areas to look at for savings:
– Legal mandates and Regulatory compliance
– Off-site and onsite storage costs for existing documents
– Labor reductions possible or additional labor required in the future
– Lost/misplaced documents (a lost document may cost up to $150 to replace)
– Reduced printing, mailing, faxing, special delivery costs
– Cost of printing and printers (Total Cost of Ownership for printers)
– Moving documents internally and making better decisions more quickly
– Improve/leverage existing legacy apps and processing by linking to imaging
– Improved security
– Cost aversion – avoiding legal, compliance and other expenses since controls are
in place
Step 5: Calculate the ROI

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ROI

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ROI
0k
200k
400k
600k
800k
1,000k
1,200k
Month 1
(Project
Kick-off)
Month 2
(Implem.)
Month 3
(Implem.)
Month 4
(Go Live)
Month 5 Month 6 Month 7 Month 8 Month 9 Month 10 Month 11 Month 12 Month 24 Month 36 Month 48 Month 60
Total Net Savings Cummulative Savings
Cummulative Costs
Payback

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ROI – Detailed 5 Year ROI Analysis

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Solution
Design
Understand the
Problem
1 Identify Goals and
Requirements
2
Map the Current
Process
3
Design the
Solution
4Calculate ROI5
Document and
Present6

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• Helps solidify your ideas, the goals, the analysis and all other steps
you took until now.
• Gives other people an opportunity to review the Solution Design as
a whole (some people may have only participated in parts of this
process).
• Good way to ensure everyone is literally on the same page.
• You can always go back to the document to check why certain
things are (or are not) being done.
• You have something to hold the Solution Provider accountable.
Step 6: Why Document and Present?

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• Paperless projects are more than just
technology.
• Use the Solution Design to understand the
problems, how to solve them and set goals.
• Use the solution design to help you select the RIGHT solution for
your needs and requirements.
• Beware of those who say “you don’t really need this, just trust
me.”
• Project management is key to any implementation. Be on top of it
and make sure there is a methodology and a process in place.
– Management of scope and expectations = success.
Summary