Accounts Payable Automa0on at Gundersen Lutheran Health System
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1 Accounts Payable Automa0on at Gundersen Lutheran Health System
2 About Gundersen Lutheran Health System (GL) q Facilities in Wisconsin, Minnesota & Iowa serving 19 counties q Gundersen Lutheran Medical Center teaching hospital with 325 Licensed Beds Level II Trauma & Emergency Center q 23 Medical Clinics, 12 Eye Clinics/Institute, 8 Behavioral Health Clinics, 4 Options in Reproductive Care Clinics, 3 Podiatry Clinics, 2 Sports Medicine Clinics, 3 Affiliated Hospitals, 4 Affiliated Nursing Homes
3 About Gundersen Lutheran Health System (GL) q Over 6300 employees q 900 Volunteers q Gundersen Lutheran Health Systems, Inc. (f/n/a Gundersen Lutheran, Inc.), the parent corporation, has core businesses in Gundersen Lutheran Medical Center, Inc., Gundersen Clinic, Ltd., and Gundersen Lutheran Administrative Services, Inc., in addition to other affiliates.
4 GL and Lawson q HP-UX Platform version q Oracle Database version 1 q Applications as of December 2010 q LSF q Financial, HR, Supply Chain modules q Implemented Portal, Lawson Security
5 GL s Accounts Payable before DI Project q Accounts Payable processing for 5 companies done at SSB GLAS Gundersen Lutheran Administrative Services, Inc. GC Gundersen Clinic, Ltd. GLMC Gundersen Lutheran Medical Center, Inc. GLHP Gundersen Lutheran Health Plan GLMF Gundersen Lutheran Medical Foundation q Different Vendor Masters for each company
6 GL s Accounts Payable before DI Project q Accounts Payable Staffing 9 FTE 1 Manager 1 Lead 6 A/P Specialists 1 A/P Associate q Scope of Project focused primarily on GLAS GLAS = 138,000 invoices per year GLHP = 2600 paper invoices per year GLMF = 3800 paper invoices per year
7 Gundersen Lutheran Administrative Services GLAS q Breakdown of 138,000 invoices received each year: 38% = 3-way match PO invoices 10% = Service PO invoices 52% = Non-PO invoices 100% q Breakdown of Non-PO invoices: 32% = Invoice Approvals 10% = Employee Expense reimbursements 6% = Utilities including gas, electric, water, sewer, phone, cable, circuits 2% = Wage assignments 2% = Check Requests 52%
8 Gundersen Lutheran Administrative Services GLAS q GLAS Vendor Master over 18,000 before DI project q Payment Methods 45,000 checks Paper Check (97.6%) printed via MHC software Wire (.1%) via Wells Fargo SUA (2.2%) via JP Morgan Chase ACH (.1%) remittance advice transmitted via MHC software P-Card program via Wells Fargo CME Card program via Wells Fargo
9 Document Imaging Project q Approach Know your current manual process Map out current state on everything!! q EDI q Other MA540s q AP520s q Add-ins q A/P Workflow q Approval Workflow Detail, Detail, Detail What do you want your future state to be Staff buy-in
10 Document Imaging Project - continued q Internal Team A/P Manager IS Procurement Manager Controller A/P Lead Project Lead q On site 7 Vendors for solution q Scorecard q Timing
11 q Ascend Software Inc. Enterprise wide document management A/P main funnel for invoice receipt Invoice scanned upon receipt A/P workflow PO Line pairing, 38% PO invoices (including EDI invoices) Approval workflow, approved and unapproved with auto-routing Image retrieval via link in Lawson or through Ascend s Web Search Facility Security, Proxies, Escalation, Full audit trail Real-time Lawson integration (including invoice additions, no batch processing) q Brainware Advanced Data Capture Intelligent data capture solution, Distiller - implemented by Ascend Analytical verses templates
12 LIFE CYCLE OF AN INVOICE SCANNING A/P Shared Services Main funnel for Invoice Receipt Visibility of Invoices for GL Ascend assigns a Unique IdenDfier DOCUMENT RETRIEVAL Invoice Search Invoice Image Summary InformaDon Webnotes Audit ASCEND SOFTWARE INC Enterprise InformaDon Management BRAINWARE DISTILLER VERIFIER Advanced Data Capture Verifier Staging Tables Key Index Fields Passed back to Ascend EXPORT/ADD TO LAWSON Last Review by A/P MA540 Exports PO invoices Real Dme add for non- PO invoices Lawson system of record URL drill down ASCEND - REPORTSAFE FOR A/P A/P Workflow InfoRequests Matching - Line Pairing Non- Matching - Coding
13 Brainware Verifier Batch View:
14 Verifier: Warning message asking to confirm Invoice Date as it occurs to far in the past
15 q Other Brainware Default Errors Invalid data format Invoice date occurs too far in the past Insufficient number of previous examples for a vendor are in the Database PO issue was encountered (Invalid PO, PO Closed, etc.) Subtotal and add on costs do not add up to the invoice amount Line items do not add up to the invoice amount Vendor not found
16 A/P Web Portal Screen:
17 SmartTouch Side Panel:
18 SmartTouch Side Panel: PO Invoice with two of three matched lines
19 Approver s Ascend Portal View:
20 Approver s Sidebar View:
21 q Straight-through processing on EDI invoices q Import / Export Processes traffic lights q Auto notification on MA540 completion q Receiving Status Listing q Auto InfoRequests Excess Freight charges Differences in UOM q Business Rules Service POs qty & amt Out of Balance q Utility Vendors q URL in Lawson q Numerous Search options/filters in Ascend
22 GL s Accounts Payable after DI Project q Accounts Payable processing for 8 companies done at SSB GLAS, GC, GLMC, GLHP, GLMF, GLE, GLW, DB q Accounts Payable Staffing 8 FTE Manager = 1 FTE GLAS, GC, GLMC, GLMF, GLE, GLW = 3 FTE GLHP = 1 FTE DB & Verifier = 1 FTE CME Program = 1 FTE Mail, Scanning, Check Runs, Filing, etc. = 1 FTE (office assistant)
23 GL s Accounts Payable after DI Project q Days to Process Average of 2010 = days Prior to Go-Live December 2010 = 7.05 days Month after Go-Live October 2011 = 2.25 days q Over 85% of Documents are Scanned Current AP520s Wage Assignments q Standards All Mail Scanned Same Day Verifier Cleaned out Daily EDI straight thru processing
24 Lessons Learned q Staff Buy-in q Image Viewer q Consistent Approaches q Vendor Cooperation
25 On the Horizon q Phase II q Electronic Check Requests q Receipt of Invoice via q Imaging of Packing Slips q Phase III q Electronic Expense Reorting q Full Approval Routing of Expense Reports
26 Questions????? Contact Information: Karen Haville Gundersen Lutheran Health System Inc
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