breaking down the barriers to ecm adoption

“Why Not”Invoice Automation in 2014

Pat MyersEVP, Capture Practice

Zia Consultingpat@ziaconsulting.com

Phil RobinsonSVP, Business DevelopmentZia Consulting

phil@ziaconsulting.com

• 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

• 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

• 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

• 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

What Makes it So Difficult?

• 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

• 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

• 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

The Problem:• Online Sales of Replacement Parts• Expanding Product Categories & Items• More Vendors • More Invoices / Invoice Types

Zia Case StudyeReplacement Parts

The Solution:• Digitize all invoices • Intelligent Capture • Integration with homegrown ERP systemThe Results:• Less than 3 month project• Saved hundreds of hours of employee time• Improved invoicing accuracy• Reduced paper waste / physical storage

Zia Case StudyeReplacement Parts

• 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

• 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

• 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

Smart Capture

• From Paper to PDF

• Mailroom Automation +

• OCR-as-a-Service (In-Process Capture™)• Within Repository• Within Business Process• Via Modern Web Services

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”

• 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”

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

Architectural Sample: ESB-Based Integration

Actionable Analytics

• How to prove it.

• Management metrics that drive decision making

• Reporting / BI Integration

• Data collection & delivery managed by Zia OneView ™

Zia Case StudyBSA

The Problem:• 1,000 Employees + 1,400 Contractors• 8 Branches• Immediate Needs + Long-term Goals• Processing & Approvals

Zia Case StudyBSA

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

Zia Case StudyBSA

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

Invoice Automation

DEMO

• 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

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

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

• 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?