Streamline your processes with the OnBase Integration for Lawson

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1 OnBase Integration for Lawson Streamline your processes with the OnBase Integration for Lawson

2 Optimize your Lawson business processes organizationwide with OnBase Seamless integration. That s what you expect from two solutions that touch every corner of your enterprise. Since 2003, the OnBase and Lawson solutions have partnered to meet those expectations. The OnBase enterprise content management (ECM) solution from Hyland Software combines with Lawson enterprise resource planning (ERP) to create an integrated solution deployable in departments across your organization. OnBase streamlines your Lawson processes, including Order to Cash, Requisition to Pay and Human Capital Management, by creating a single, central repository for all of your organization s supporting documents and information. No matter what format your business content takes, OnBase captures it. And because OnBase integrates with Lawson (as well as your other complementary business applications), your organization saves time by simplifying the hunt for information. Users simply mouse-click in Lawson to bring up the documents related to that transaction. Complementing Lawson Business Process Management, OnBase automatically drives your content through document-based processes, allowing your employees to focus on higher value tasks not repetitive ones. It also lets you monitor document-intensive processes, enabling your organization to better manage and optimize each step. By partnering with Lawson, these two solutions give you complete control of your organization s content, enabling you to measure the health and profitability of your business like never before. Why the Lawson-OnBase partnership matters Working as partners, Lawson and OnBase provide assurance that both of your solutions will grow with you over time. As a Lawson Technology Partner, Hyland: Maintains a dedicated team of employees in customer support, product development, sales and strategic alliances for our Lawson integration and partnership Offers support staff expertly trained in both Lawson and OnBase to give customers quick and effective issue resolution Attends regular meetings with Lawson to share product strategies and create advantages for our mutual customers Participates in the Lawson development roadmap, ensuring OnBase stays in sync with Lawson functionality and a strong integration remains Provides consistent solution delivery with a continuous and effortless upgrade path between Lawson and OnBase Call volume has been reduced dramatically. Buyers, accountants, and financial analysts throughout the system used to request faxed copies of invoices. Now they can go into Lawson and pull them up themselves. Cathy Fuhrman, manager of Information Systems Sharp Healthcare 1

3 Take control of your organization s content by integrating OnBase & Lawson 2

4 Create an OnBase and Lawson integration to meet your organization s needs Every organization has different needs. Hyland and Lawson understand this. To meet these needs, they developed several integration options that allow any organization to reap the benefits of combining both systems. The flexible OnBase integration options give Lawson organizations a codeless integration tool for the Lawson Portal, Lawson Interface Desktop (LID) applications and the Lawson Smart Office (LSO). A simple mouse-click or keystroke in Lawson gives users instant access to documents related to the record. Best of all, this tool is point-and-click configurable, meaning there is no need for expensive custom coding or scripting. OnBase gives you several options so you set up the integration the way it works best for you, including: Clicking on embedded buttons on your Lawson screen Clicking on predetermined locations on your transactions Mousing over Lawson screens to see a real-time document count and result list Sync data between OnBase and Lawson behind the scenes to create two-way communication in real-time Access OnBase functionality directly from your Lawson screens 3

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6 See the benefits in every corner of your enterprise From recruiting to payroll to procurement, organizations seamlessly integrate OnBase with their Lawson Portal, LSO and LID solutions. Acting as a natural extension of existing Lawson systems, OnBase is applicable to any department across an enterprise. The flexibility of OnBase allows you to decide how you want to implement it. Whether you are looking to start in one department and gradually expand, or implement it enterprisewide, OnBase meets your needs. OnBase grows with your organization, allowing you to make necessary changes to improve your processes, without the need for costly custom coding. With over 10,700 customers, the experience Hyland brings means they know where you are headed, and can create a solution to guide you down that path. You don t have to worry how your system will hold up five or even ten years from now, because Hyland regularly releases updates and acts as a trusted partner through the life of your solution. Make ECM a natural extension of your existing Lawson business processes Business Impacts in Accounts Payable OnBase integrates directly with Lawson S3 and M3 for a seamless solution Improves cash management and visibility into processes Reduces costs associated with the invoice validation process Eliminates errors, omissions, duplicate payments and late fees Streamlines the entire procure-to-pay process while ensuring adherence to company processes Gives AP staff more time to work on high-value tasks 5

7 Improve cash management with OnBase An organized accounts payable (AP) process can save an organization a lot of money by avoiding missed payments and late fees as well as lowering the cost to process an invoice. The OnBase Integration for Lawson ensures you stay efficient by automating and accelerating your AP processes. Integrating OnBase with Lawson improves your AP processes by simplifying and streamlining your procure-to-pay processes. OnBase grants immediate access to supporting documents directly from your Lawson application. This means that when viewing requisition self-service, PO screens and voucher entry screens, users have single-click access to supporting documents like paper, faxes, e-invoicing and spreadsheets. Working with Lawson, OnBase automates processing to reduce data entry and automatically generate vouchers by leveraging the ability to exchange data tools such as the AP520 and MA540 formats. OnBase puts all necessary tools and information right at a user s fingertips, speeding up the resolution of any hold/ suspend issues and approvals for invoice payments. All of this grants AP professionals more time for their core responsibilities by reducing or eliminating time normally spent searching for and routing documents. Hover over the Lawson screen to view the related files Click to choose the file you need 6

8 Get paid faster by integrating Lawson with OnBase Replacing your manual, paper-driven accounts receivable (AR) processes with OnBase makes predicting how and when you ll be paid a much easier task. By automating your AR department s processes, involving purchase orders, proof of deliveries, delivery notes, invoices, activity reports, dunning letters, correspondence and more, you reduce the time it takes to get paid and provide a more accurate picture of your organization s cash inflow. OnBase content and process management connects Lawson AR processes to data and supporting documents, trims time from days sales outstanding (DSO) and quickly turns that cash into working capital. OnBase enables you to capture orders in any format and to invoice customers automatically and electronically, shaving days off reviews and approvals. You automatically connect delivery slips with invoices and track payment history to answer any questions on the first call allowing customer relationships, profits, and your Lawson solution, to grow. Business Impacts in Accounts Receivable Removes document-dependent delays and decreases days sales outstanding Connects supporting documents for easy access Improves customer relationships and reduces collection cycle times Provides electronic invoicing into your Lawson system, without the need for custom coding Increase contract security and speed processes with OnBase contract management OnBase complements Lawson Contract Management by streamlining every step of the process, from reviewing initial drafts to renewal and beyond. The integration simplifies contract requests, authoring, negotiations, approval, amendments, audit and reporting by taking paper out of the equation. Transitioning documents into a manageable, electronic format, OnBase eases the storage and retrieval of contracts by putting them in a single, central database, linking them to Lawson screens for intuitive retrieval and cutting down on time spent searching for documents. Simplify contract security and retention by removing the paper 7

9 RENEWAL NEGOTIATION AUDIT & REPORTING Many contracts also have different retention periods. OnBase sets automated times for each contract or contract type, allowing automatic purging at a designated time and creating a consistent and controlled process. Organizations can set up reminders to let staff members know when contracts expire, eliminating the risk of them lapsing without anyone s knowledge. CONTRACT MANAGEMENT OnBase also simplifies security another crucial part of contract management. You restrict access to documents so only those who need the document can view it. This removes the danger of anyone outside the project making changes to sensitive information. OnBase eliminates risks and waste associated with manual, paper-based processes normally used in the contract management process. Contract Lifecycle Management OBLIGATIONS MANAGEMENT Business Impacts in Contract Management Creates secure, efficient collaboration with an automated approval process EXECUTION APPROVAL Centralizes storage with permission-based access and editing rights Schedules alerts for document review, renewal and deletion Shortens lengthy audits by automatically tracking all document edits CONTRACT REQUEST AUTHORING RENEWAL NEGOTIATION AUDIT & REPORTING Contract Lifecycle Management APPROVAL CONTRACT AMENDMENT EXECUTION OBLIGATIONS MANAGEMENT 8

10 Accelerate and improve your close with increased control and visibility The OnBase Accelerated Financial Reporting Management (AFRM) solution streamlines monthly, quarterly and yearly close processes for your accounting department. AFRM grants visibility into the monthly close process and decreases the risk for errors or lost information. By focusing on the human side of the close process, AFRM organizes employee s activities and improves efficiency with increased collaboration. In addition, AFRM provides visibility and control into the entire close process. Developed to deliver real-time management of processes, the solution lets managers quickly and effectively manage unfinished tasks and load balance them as necessary. Business Impacts in the Financial Close Reduces errors and post-close adjustments Continuous improvement through an adaptable framework Provides visibility and control during the entire close process Gives real-time management and load balancing of activities Gives users online process documentation and validation for training, auditing, and SOX compliance By adapting to your company s unique reporting and closing activities, AFRM creates a management dashboard of the entire process. With this dashboard, AFRM grants increased control and visibility into your processes, ultimately forming a cleaner and quicker close. Additionally, AFRM provides a complete audit trail and supplies full support for SOX compliance. OnBase Accelerated Financial Reporting Management opens up the communication channels between not only people in your department but also cross-departmentally, even in a global operation like Invacare. Seth Linebrink, Manager of Financial Reporting and Accounts Payable Invacare 9

11 Increase visibility and control over your monthly, quarterly and yearly close processes 10

12 Optimize your HR processes with OnBase human capital management Documents are constantly added to employees records from applications, resumes, contracts and offer letters to performance reviews, transfers and training certificates. Automate your Lawson HR processes by allowing OnBase to optimize hiring and onboarding, training and certification management, policy and procedures administration, regulatory compliance and much more. OnBase increases productivity by allowing instant access to documents from Lawson screens or ad-hoc searches. This is all achieved while increasing security and ensuring compliance by protecting documents with clearly defined security parameters. Business Impacts in Human Resources Grants secure access to HR documents from any location Increases productivity by allowing multiple users to view documents at a time Improves response time for employee requests Simplifies the reviews of HR files and retention policies OnBase gives users secure access to HR documents from any location, improving the response time for employee requests and removing the time wasted from hunting down files and information. Access all of an employee s files and information with a single click 11

13 Folder view of employee s documents OnBase lets HR free up 80 hours per month to do something other than filing, so our employees can get more work done in less time. We save half a day with a click of a button. Dennis Murray, Director of Compensation The MetroHealth System 12

14 Improve and speed new and existing processes with business process management Keeping information moving is crucial to improving business processes. Just as important is creating visibility into that information s movement. By integrating OnBase Workflow with Lawson Business Process Management, you create a single interface to view and track that content. Improvements to process throughput and reduction of steps increase accuracy, repeatability and compliance. By creating workflows around established business policies and processes that exist outside of Lawson, OnBase Workflow eliminates manual actions that add extra time. You can also use OnBase in tandem with Lawson Business Process Management or combine the two to further enhance Lawson functionality. Business Impacts in Business Process Management Monitors process efficiency with real-time reports that help identify and correct bottlenecks Creates visibility so you always know where supporting documents are in the process Records who accessed a document, the process steps it has been through, and actions taken 13

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16 What customers are using OnBase with Lawson? MetroHealth System, Cleveland Grants employees at different locations simultaneous and instant access to documents Saves HR 80 hours per month in the elimination of filing and other low-value tasks Created a seamless integration, giving users single-click document retrieval directly from Lawson screens Assigns access privileges to help protect sensitive data Reduces requisition approvals times from three weeks to three days Creates safeguards so defined rules and procedures are followed Improves visibility of financial information to simplify Sarbanes-Oxley audits Reduces paper, storage, and transport costs Avoids new hires by increasing staff efficiency Denny s Restaurants Grants immediate access to documents through OnBase or Lawson interface Provides users with single-click document retrieval directly from Lawson screens with seamless integration Improves ability to respond to audits Augments collaboration by increasing accessibility to crucial documents and information Increases operational efficiency by removing manual and paper-based tasks Enhances support for compliance initiatives Automates the retention and destruction of documents to conserve company resources Reduces costs for creating, storing, transporting, and maintaining paper files Accelerates the return on investment with ease of deployment and system management 10,700+ organizations in 61 countries choose OnBase as their ECM solution 15

17 About Hyland Software Inc. For more than 20 years, Hyland Software has been dedicated to meeting organizations needs for document and process management with OnBase, an enterprise content management (ECM) solution suite. As OnBase has evolved through consistent product innovation, it remains focused on automating business processes that depend on documents, content and people to operate more effectively. Tailored for departments and comprehensive for the enterprise, OnBase is designed to grow with organizations, whether it chooses an on-premise or software as a service (SaaS) model. OnBase enables more than 10,700 organizations across healthcare, financial services, government, insurance, higher education and manufacturing to be more efficient today and into the future. Leveraging more than 300 Authorized OnBase Solution Providers, Hyland s partner network, these organizations span 61 countries. For more information about Hyland Software s ECM solutions, please visit 16

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20 Hyland.com/Lawson Hyland Software, Inc. All rights reserved. v