Breaking Down the Barriers to ECM Adoption
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While true cost per invoice may vary significantly per organization, including differences in how this cost is calculated, virtually every report has shown this cost can be substantially reduced though invoice automation systems - up to 80 percent in some studies. So with the potential for such enormous cost savings, why hasn't every company adopted an invoice automation system? In this presentation, we'll examine the very real "why nots" that are barriers to adoption, and how to break them down. These objections include: ● Inbound invoices come from a wide range of sources (paper, fax, email, electronic data interchange or EDI). There’s just not a system that fits for us. ● Every invoice is different, and a system can’t possibly understand the variety of invoices we receive. ● My business rules are just way too complex for any technology to address — including the validation of invoices against enterprise resource planning (ERP) data. ● We have a unique or custom accounting system, so invoice automation can’t work for us. ● I’m concerned this process will be a “black hole,” that I won’t be able to get visibility into where invoices stand and other analytical information.
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Breaking Down the Barriers to ECM Adoption
- 1. “Why Not” Invoice Automation in 2014 Pat Myers EVP, Capture Practice Zia Consulting pat@ziaconsulting.com Phil Robinson SVP, Business Development Zia Consulting phil@ziaconsulting.com
- 2. • Most Common Objections and Why They Were Correct • What’s Different in 2014 • We’ll Tell You • We’ll Show You • How Do You Get Started Breaking Down the Barriers to Adoption
- 3. • We can’t automate, our invoices aren’t standardized – they arrive as Paper, Fax, Email, Upload, EDI. • All of our invoices are so different, we don’t have any single large vendor or small group of vendors • Our business rules are too complex to automate – with approvals, exception processes, etc… • We’ve tried automation (document capture) before and we didn’t see the benefits • How & when will I see the results, how will I know it’s working. Most Common Objections
- 4. • We can’t automate, our invoices aren’t standardized – they arrive as Paper, Fax, Email, Upload, EDI. • You are not alone. • Invoice Automation is not the Mailroom Automation of the past • Today’s Automation Solutions can receive, classify, extract, and process invoices from ALL sources Most Common Objections - #1
- 5. • All of our invoices are so different, we don’t have any single large vendor or small group of vendors • You are not alone • Past solutions (with approaches such as templates/variables) often didn’t deliver promised value • Today’s solutions can be trained for frequent suppliers / invoice types but for “one offs” also utilize full-page OCR for pattern recognition AND matching against ERP database Most Common Objections - #2
- 6. What Makes it So Difficult?
- 7. • Our business rules are too complex to automate – with approvals, exception processes, etc… • You are not alone • Past solutions focused on individual technologies (Capture) and didn’t address business needs. Often closed platforms couldn’t integrate with business applications • Today’s Automation Solutions include Advanced BPM/Workflow capabilities and integration with commercial/custom ERP Most Common Objections - #3
- 8. • We’ve tried automation (document capture) before and we didn’t see the benefits • You are not alone • Past solutions either lacked full OCR capabilities required for Invoice Automation or were too costly or too complex • Today’s Automation Solutions leverage modern technologies that are simple & smart, with pricing models to fit your needs Most Common Objections - #4
- 9. • How & when will I see the results, how will I know it’s working. • You are not alone • Past solutions failed to provide analytical data or required lengthy timeframes for ROI • Today’s Automation Solutions deliver actionable analytics integrated with BI/Reporting tools and ROI’s of less than 1 year Most Common Objections - #5
- 10. The Problem: • Online Sales of Replacement Parts • Expanding Product Categories & Items • More Vendors • More Invoices / Invoice Types Zia Case Study eReplacement Parts
- 11. The Solution: • Digitize all invoices • Intelligent Capture • Integration with homegrown ERP system The Results: • Less than 3 month project • Saved hundreds of hours of employee time • Improved invoicing accuracy • Reduced paper waste / physical storage Zia Case Study eReplacement Parts
- 12. • Most Common Objections and Why They Were Correct • What’s Different in 2014 • We’ll Tell You • We’ll Show You • How Do You Get Started Breaking Down the Barriers to Adoption
- 13. • Modern Technology + New Approach • Smart Document (Invoice) Repository + • Smart Capture + • ERP/Accounting Integration • New Pricing & Deployment Models • Pricing for Your Business Goals • Leveraging the Cloud What’s Different in 2014
- 14. • iFolder – docs + metadata • Paper, Fax, Email Integration, Vendor Uploads • Enterprise Document Management • Version Control • Enterprise Search • Annotation (Markup) of Documents • Automated Records Management Smart Repository
- 15. Smart Capture • From Paper to PDF • Mailroom Automation + • OCR-as-a-Service (In-Process Capture™) • Within Repository • Within Business Process • Via Modern Web Services
- 16. Smart Capture • Centralized / Remote Scanning • Intelligent Capture Technologies • Classification and Extraction • Without Bar Codes or Separator pages • Free-Form & Tables • Integration w/ ERP & Accounting Systems • Hardware “Agnostic”
- 17. • Email Integration • Secure Vendor Website/Portal • ERP/Accounting • SAP, Oracle/PeopleSoft, NetSuite, etc… • Homegrown, Customized • Lookup/Matching • Point-to-Point or ESB How – “In-Process Integration”
- 18. Zia Case Study: City of Chattanooga Point-to-Point Integration • Procure-to-Pay Solution • Contracts Management • Invoice Automation with Database Matching • Customized Integration with Oracle E- Business Suite
- 20. Actionable Analytics • How to prove it. • Management metrics that drive decision making • Reporting / BI Integration • Data collection & delivery managed by Zia OneView ™
- 21. Zia Case Study BSA The Problem: • 1,000 Employees + 1,400 Contractors • 8 Branches • Immediate Needs + Long-term Goals • Processing & Approvals
- 22. Zia Case Study BSA The Solution: • Scan/Email/Upload to Capture Technology for OCR Extraction • Data & Metadata Tags Exported to ECM • Workflow for Review, Comments, Approval • Integration with ERP • Searchable Records based on Retention Policies
- 23. Zia Case Study BSA The Results: • Automation of Invoice Process • Email based workflow • ERP/ECM integration via Webscripts • Initial Rollout to 100 users in AP • Adding Additional Business Operations
- 25. • Most Common Objections and Why They Were Correct • What’s Different in 2014 • We’ll Tell You • We’ll Show You • How Do You Get Started Breaking Down the Barriers to Adoption
- 26. Enterprise Software/Solutions • License + Maintenance • (Per-Page & Per Module Charges) Cloud Model • Unit-Based SAAS Model • Annual Subscription (Per Server/CPU) • No Per-Page / Module Charges Pricing for Your Business Goals
- 27. Data Center • Existing Hardware • “Everything Inside” Cloud Based • Public Cloud: Amazon EC2, Azure, etc… • Private Cloud: Vendor Cloud, Dedicated Hosting Hybrid Model • Data Center Document/Records Management & ERP • Cloud Collaboration Leveraging the Cloud
- 28. • Talk to us • Talk to our customers • Enterprise / Cloud Trials • Initial Consulting Engagements (ICE) • Learn More - http://www.ziaconsulting.com/home/resources/ • Case Studies • Whiteboard Series • Webinars • Data Sheets How do YOU get started?
Notas del editor
- Matching – against entire ERP databaseVendor Name, Address, Every invoice different / thousands of invoice types (“no two invoices are the same”)Where to find:PO NumberInvoice NumberSubtotalTaxesGrand TotalSupplier DetailsTemplates don’t really workDifficult to define comprehensive list of variables“Train by sample” for frequent suppliers / invoicesPattern recognition intelligent extraction for “one-offs”
- You are not alone – every company unique business processes, even when use SAP, everyone’s deployment is differentBusiness rules – approvals over $10k, etc… exceptions more than rules
- You are not alone – many tried earlier scanning/capture solutions – didn’t address business needsSimple: To InstallTo Train SystemTo Train Users(Compared with Kofax KTM or Captiva Advanced Recognition)
- Pull data from Oracle Financials to match “loose integration” - City-wide deployment – neogov integration, employee onboarding to payroll / workflows, into Oracle HCMRequestions to – Lifecycle w/in oracleCitations & documents / doc prep – courtsPolice deptEphesoft – w/in courts system – incode – custom filer, custom renamerCitywide, cross department – hr to payroll – 4.2 deployment largest – open platform, open to consistents – secure cloud site Alfresco OneAutomated redaction w/in HR remove all SS’#’s for exampe
- Once in the Alfresco system, a workflow begins by triggering an email in Microsoft Outlook with the document URL to the accounts payable department. The invoice is then reviewed, commented on, and additional information can be added as appropriate before final approval. Zia helped integrate Alfresco with BSA’s ERP system from Pronto via Webscripts. Once an invoice is approved it is turned into a Pronto record and moved into a final invoice folder. The invoices can be easily searched using the metadata and stored according to the predefined retention policies.