5 STEPS TO OPTIMIZING YOUR COMMERCIAL LENDING ORGANIZATION

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1 5 STEPS TO OPTIMIZING YOUR COMMERCIAL LENDING ORGANIZATION Table of Contents INCREASE SPEED & ACCURACY WITH ELECTRONIC DOCUMENTS AUTOMATICALLY ROUTE DOCUMENTATION THROUGH PROCESSES WITH WORKFLOW COMPLY WITH REGULATORY REQUIREMENTS & QUICKLY PREPARE FOR AUDITS GET READY & GO

2 The Mortgage Bankers Association is expecting commercial and multifamily lending to spike in But if you still rely on paper-based processes, you may lose customers to more agile competitors. Researching solutions to this issue has led you to enterprise content management (ECM). Now you want to know exactly what it can do for your processes, departments and even your entire enterprise. The right ECM solution reduces the time, costs and risks involved in the delivery of a commercial loan by capturing documents and information electronically. It also gives you the ability to approve and close loans faster than the competition by automatically routing documents and information through processes flagging incomplete or inaccurate documentation and alerting stakeholders every step of the way. But to accomplish this, you need to let go of the past. You need to stop relying on paper. 2 Five Steps to Optimizing Your Commercial Lending Organization

3 Five Steps to Optimizing Your Commercial Lending Organization INCREASE SPEED & ACCURACY WITH ELECTRONIC DOCUMENTS

4 INCREASE SPEED & ACCURACY WITH ELECTRONIC DOCUMENTS By immediately capturing information whether paper, , fax or almost any other file type you have more control of it. Employees no longer have to search file cabinets, boxes or desks to find what they need to keep work moving. With ECM, you centralize important business content in one secure location. It drives this content through your processes working in conjunction with other applications and then delivers relevant information to you when you need it, wherever you are, from a desktop or almost any mobile device. Our loan files are huge at least 100 pages of paper each. By eliminating some of that paper, we increased the speed of our lending process and service to our clients while saving $10,000 a month. Denise Merkel, assistant vice president of data and financial services, PyraMax Bank Optimizing the loan process increases its speed and accuracy. It also gives everyone involved the ability to see exactly what s happening across the organization - in real time. Use electronic documents to shorten the lending cycle ECM shortens the lending cycle by electronically capturing documents and the important information that surrounds them and centralizing them in one secure location. Workflow then automatically routes them through processes, notifying key stakeholders along the way. By automating time-consuming manual tasks, you make your lending cycle more cost effective. And with faster and more accurate processes, employees are free to focus on profit-increasing activities like generating new business. 4 Five Steps to Optimizing Your Commercial Lending Organization

5 INCREASE SPEED & ACCURACY WITH ELECTRONIC DOCUMENTS Building blocks: The foundation for improved processes One of the leading ECM solutions in the industry, OnBase by Hyland is a single, unified product comprised of individual modular components. We like to think of them as building blocks. Used in combination, they create solutions tailored to meet the specific needs of your departments, or across the enterprise Capture Capture your important documents and data into one secure system. Any file type, from any location, automatically classified. Process Revolutionize your processes by working electronically. Automate the predictable, repeatable parts of your processes and facilitate case management. Access Access your content easily, from anywhere. Use intuitive software in the office, or on your mobile device while on the road. Work with your content while offline and improve service by extending access to your customers. Integrate Integrate OnBase with your other applications. Intelligently link the documents and data within OnBase to transactions and activities in other applications. Measure Monitor your process and system performance without involving the IT department. Easily produce reports, analyze the health of your processes and make better decisions. Store Securely store, protect and destroy content. Control access, utilize online redundancy and automate records management policies. Now that we ve taken a look at ECM in general, next we ll take a deeper dive and see how integrating OnBase with your systems allows them to communicate and share information. 5 Five Steps to Optimizing Your Commercial Lending Organization

6 Five Steps to Optimizing Your Commercial Lending Organization INCREASE COMMUNICATION BY INTEGRATING SYSTEMS

7 INCREASE COMMUNICATION BY INTEGRATING SYSTEMS OnBase is one of the easiest and fastest ECM solutions to integrate with, and we can prove it. Since 1991, lenders have integrated OnBase into more than 500 unique applications without custom coding, including the industry s leading loan origination systems (LOS) and core banking systems. Everyone is using OnBase in some way, shape or form. But since it runs in the background, they just don t know it. Tammy Plummer, senior vice president, The First, N.A. Integrating with existing applications also makes life easy for users. It eases transitions to new software, eliminates switching between screens to find the right information and improves user adoption and satisfaction. It also empowers organizations with automatic document indexing increasing content capture speeds and eliminating the risk of human error from manual data entry. Moreover, integrating with OnBase ensures compatibility, so you re automatically forwarding documents that are complete and accurate. That s why we developed OnBase with the ability to handle any document type or file format. Integrate with any system Integration gives your existing investments, like your core banking platform and accounting software, the ability to communicate and share information. That empowers your employees to make better, faster decisions. By creating a paperless lending process, you also save money by decreasing the costs and risks of printing, storing and shipping paper. 7 Five Steps to Optimizing Your Commercial Lending Organization

8 INCREASE COMMUNICATION BY INTEGRATING SYSTEMS Practice Straight-Through Processing Integrating OnBase with applications and operational processes, users import documents and information into multiple systems without having to manually enter key pieces of data. With automated processes linking your key applications, you perform straight-through processing. That empowers your staff to focus on moving work forward instead of searching for information. OnBase saves a ton of time because users don t have to gather and scan paper, and then separate and index documents. Outlook Integration is one of our users favorite features of OnBase. With the OnBase Integration for Microsoft Outlook, users have access to essential content from an application they already know and use every day. Directly from their Outlook inbox, they easily capture s and attachments and store them in OnBase as they receive them, instantly linking content to related transactions. Users even perform tasks such as approvals without leaving their familiar interface, keeping critical business processes moving. Mitzie O Rourke, developer, Hilliard Lyons OnBase automatically begins processing documents the moment they are imported from Outlook eliminating the need to manually transfer information and further streamlining business processes. With vital business-related content easily accessible directly from Outlook, you increase efficiency and improve service. Speed service and revenue with e-signature technologies and ECM Electronic signatures have rapidly become one of the most powerful ways to gain efficiencies within various business processes. By integrating electronic signatures with OnBase, you gain the ability to sign electronic documents from just about anywhere. Automatic s notify signers when their signatures are required and, with the click of a button, their documents are presented to them for signature from any computer or mobile device. No more shipping loan documents. No more piles of paper. No more lost information. If that sounds good, you re going to love workflow. 8 Five Steps to Optimizing Your Commercial Lending Organization

9 Five Steps to Optimizing Your Commercial Lending Organization AUTOMATICALLY ROUTE DOCUMENTATION THROUGH PROCESSES WITH WORKFLOW

10 AUTOMATICALLY ROUTE DOCUMENTATION THROUGH PROCESSES WITH WORKFLOW As a lender, you rely on your LOS to get work done. But many lending institutions are realizing they need document workflow capabilities beyond what their LOS provides. They re finding a more robust workflow helps them automate, optimize and connect business processes to handle loans faster and more efficiently. Further increasing productivity, easy-to-configure workflows speed processes by automatically delivering documents to the right people, processes and systems. Everyone who needs to see information receives an notification alert, letting them know when documents are ready for review. In a paper world, a file can only be worked on by one person. In a paperless world, we can have nine people working on a file simultaneously. Susan Hartsock, business analyst, Mountain West Financial Automatically receiving, routing and completing all relevant documentation speeds the loan process, so you recognize profits faster. The increased visibility and tracking also gives you the ability to easily provide documentation to internal and external stakeholders. All without any paper. 10 Five Steps to Optimizing Your Commercial Lending Organization

11 AUTOMATICALLY ROUTE DOCUMENTATION THROUGH PROCESSES WITH WORKFLOW Optimize and connect your processes Workflow isn t just a way to automatically push documents through work queues it optimizes your processes by using a framework of consistent rules that efficiently route electronic documents without manual intervention. By presenting users with all related documents and information simultaneously, workflow facilitates business transactions. That means employees aren t repeatedly asking for s, searching through file cabinets or waiting for documents. Before, we could never find documents. Now, we have one place to go for a 360-degree view of our customers. Steve Junglas, director of Application Services, GreenStone Farm Credit Services Automatically letting you know when documentation is out-of-date or incomplete, OnBase helps ensure only validated loan packages move forward. Further improving the loan process, OnBase makes it easy to track documentation for loans associated with many borrowers by letting you grant multiple parties the ability to collaborate and manage revisions. The increased speed, accuracy and information access improves customer service levels and helps ensure opportunities for new business stay high. Automatically connect people with documents and real-time information Let s use the loan origination process as an example. Your LOS has an internal workflow that collects data in the application phase. The workflow places loan requests into a status or work queue where they ultimately sit and wait for underwriters to make decisions. Once underwriters retrieve loans from the queue, they gain access to all the information the originators entered. In most cases, they also receive paper loan files with supporting documents. This is where OnBase helps. 11 Five Steps to Optimizing Your Commercial Lending Organization

12 AUTOMATICALLY ROUTE DOCUMENTATION THROUGH PROCESSES WITH WORKFLOW Working behind the scenes, OnBase integrates systems with data from your LOS and transactional workflows. By remaining in familiar applications, users avoid the need to log in and out of different systems, increasing productivity. They immediately find the documentation they need, when they need it. This increased speed and accuracy translates into exceptional customer service. Workflow also provides visibility into your processes, so you know exactly where things are and manage your organization using real-time information. That s the key to connecting your processes making sure you re working with the most current information. Executive management believes OnBase gives us a competitive advantage through improved customer service, increased processing performance and reduced costs. Steve Junglas, director of Application Services, GreenStone Farm Credit Services Ensure consistent business practices across the enterprise Workflow increases your speed and accuracy by eliminating process variances, reducing any associated risks. By ensuring that employees always handle processes correctly, you comply with local, state and federal regulations. Workflow also shows you real-time document and process statuses, as well as historical data, saving time and energy when preparing for audits. From accounts payable to human resources and contract management, workflow expands beyond banking processes to eliminate paper across your financial institution. Using electronic workflow to ensure the right people have immediate access to the right information decreases bottlenecks and keeps loans moving forward. Further optimizing your loan process, multiple parties can collaborate on projects and manage revisions of documents. This is particularly important for certain documents inherent to commercial loans. With the increased speed, accuracy and visibility of your loan process, OnBase empowers your employees to focus on high-value tasks, giving you a competitive advantage in the marketplace. Next, we ll take a look at everyone s favorite subject: Regulations. 12 Five Steps to Optimizing Your Commercial Lending Organization

13 Five Steps to Optimizing Your Commercial Lending Organization COMPLY WITH REGULATORY REQUIREMENTS & QUICKLY PREPARE FOR AUDITS

14 COMPLY WITH REGULATORY REQUIREMENTS & QUICKLY PREPARE FOR AUDITS With OnBase, you streamline your compliance efforts, making them a natural extension of the business process, not a roadblock that impedes efficiency. OnBase does this with automated document retention, records management, audit trails, increased visibility into processes and views into the lifecycles of documents. This reduces manual errors and preparation time for audits while controlling the retention of business records all in a secure environment. Take a proactive approach to compliance Not only does OnBase enable faster access to information, but it guarantees consistent and timely management and disposition of documents. Easing compliance and audit efforts, OnBase lets you grant web-based access to specific documentation of critical business processes and procedures. You also control revision of documents and instantly track changes to records, making traceability a non-issue. With OnBase, you proactively comply with local, state and federal regulations, instead of dealing with them on an ad-hoc basis. That lets you focus on improving customer service and generating new business, instead of spending time, money and energy reactively dealing with existing regulations. The increased visibility into information and processes also helps you adapt to new regulations that are on the way. 14 Five Steps to Optimizing Your Commercial Lending Organization

15 Five Steps to Optimizing Your Commercial Lending Organization GET READY & GO

16 GET READY & GO Now that you re armed with the right information, it s time to leave paper with your competition in the dust. By decreasing your reliance on paper, you: Increase the speed and accuracy of your processes Decrease costs and risks Proactively comply with regulations That s why financial institutions have been relying on OnBase for decades. And why over the last 20 years, an average of 98 percent of them renew their annual maintenance. Create your own work experience OnBase enhances the way you work by allowing you to personalize your interface, creating your own work experience. Since your job likely requires you to manage multiple activities at once, OnBase allows you to create a dashboard view of all the documents you need and the processes, tasks and activities you use most often. You can even see the critical decisions you need to make. All your work is right there, at your fingertips. Are you ready? Learn more at OnBase.com/Lending» 16 Five Steps to Optimizing Your Commercial Lending Organization