End-To-End Invoice Processing Automation at Land O Lakes. Session #705. Natalie Hawley, Applications Developer

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1 End-To-End Invoice Processing Automation at Land O Lakes Session #705 Natalie Hawley, Applications Developer

2

3 Agenda 1) Opportunities for Improvement 2) Automation Options 3) Oracle s End-to-End Solution 4) Why Solutions Fall Short 5) Fishbowl Solutions Imaging Value-Add 6) Land O Lakes Project Objective 7) Previous State 8) Technologies Leveraged 9) Current State/System Flow 10) Describe Technologies Leveraged Integrations 11) Lessons Learned 12) Future Plans

4 Opportunities to Improve Invoice Processing Process Costs $6 per paper invoice Manual data entry 6 days to process Error Rates 4% have errors Fraud and Duplicates 36% of companies Financial Controls Payments without invoices Source: API Outsourcing

5 Many Options for Automation HIGH Front-end intelligent capture & workflow Invoices scanned upon receipt, indexed with IDR P.O. matching, vendor maintenance automated Human intervention only required for exceptions Processing Volume 10,000 invoices / mth + MID Front-end capture & data entry Invoices scanned centrally or remotely upon receipt Routed to ERP for data entry (key from image) 5,000 invoices / mth LOW Back-end capture & archive Batch scan and index invoices at process completion Accessed via searches on image indexes 1,000 invoices / mth -

6 Oracle s End-to-End Imaging Solution Oracle Document Capture Oracle Forms Recognition Scan Extract Index Commit Oracle Financials Search Access Approve Route Delegate Monitor Oracle Business Process Management Suite Store Retrieve Manage Oracle Imaging & Process Management Ready for Payment

7 Why Imaging Point Solutions Fall Short Proprietary Proprietary workflow and integration mechanisms Solution strategy often disjointed from ERP strategy Embedded Typically require extensive customizations Provide only limited access to images and workflow outside of the ERP Restricted Limited functionality metadata, security etc. Limited scalability struggle with larger volumes of invoices Priced by module and integration

8 Value-Add Imaging Services from Fishbowl Solutions Services Provided Installations and Upgrades Process Automation - Oracle Invoice Accelerator Installation and Configuration Back File Conversions Process Design and Architecture Product Expertise Oracle WebCenter Imaging Oracle WebCenter Forms Recognition Oracle WebCenter Capture Oracle SOA and Business Process Management (BPM)

9 LAND O LAKES DOCUMENT IMAGING USE CASE

10 Project Objective Convert to front-end invoice processing Reduction of manual data entry Eliminate processing off paper invoices Track invoice lifecycle

11 Project Objective cont d. Central location for image and metadata Support all ERP systems Allow for company growth Allow for agile process changes

12 Previous State

13 Technologies Leveraged Oracle WebCenter Capture 10g (ODC) Oracle Forms Recognition (OFR) Oracle WebCenter Content: Imaging 11g (I/PM) Oracle Business and Process Management Workspace (BPM)

14 Current State/System Flow

15 Oracle WebCenter Capture Scanning Electronic Document Importing and Conversion Indexing Job Scheduling Integration with OFR & IPM

16 Oracle Forms Recognition Process Automation Character Recognition Train your system Prebuilt AP Solution Customizable Database Lookups on a Schedule Fail Correct

17 Create Image for Fusion

18 Oracle WebCenter 11g: Imaging

19 I/PM 11g Advantages Central Repository for Image and Metadata BPM Workflow Connection Input Agent Document and Application Security Utilizes UCM as repository Annotation of Documents

20 BPM Suite 11g Workspace

21 Oracle Business & Process Management Suite 11g Customized workflow Routing of invoice to proper team ADF task forms BPMN is standards based Common IDE for Development Process Metrics Updates I/PM s metadata

22 BPEL Database Adapters

23 BPMN Workflow

24 JDE & Fusion Integration

25 Lessons Learned 1. Allow sufficient time for process re-engineering 2. Think from the users perspective 3. Know your data and data types 4. I/PM 11g limits numeric fields to 10 characters 5. Train for administration and configuration of the SOA environment 6. OFR does not support active directory groups 7. Develop a purge script for BPM instances 8. Request original invoices to use during OFR testing. 9. Plan for unknowns by leveraging Oracle Trainings and/or Oracle partner consulting 10. Understand the dashboards and reports in BPM

26 Future Plans Complete integration with ERPs Database maintenance forms Additional Roles Additional Work Queues Develop Reports and Dashboard Functionality Single-Sign-On OFR Supervised Learning Enhancements requested from the users

27 Conclusion 1) Industry Advantages 4) Technologies Leveraged 2) Project Overview 5) Integrations 3) Previous vs. 6) Lessons Learned Current State 7) Future Plans

28 Questions? Comments?

29 THANK YOU Natalie Hawley

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