Considerations for Success in Workflow Automation. Automating Workflows with KwikTag by ImageTag

Transcription

1 Autmating Wrkflws with KwikTag by ImageTag Cnsideratins fr Success in Wrkflw Autmatin KwikTag balances cmprehensive, feature-rich Transactinal Cntent Management with affrdability, fast implementatin, ease f use and maintenance, and lw cst f wnership.

2 1400 E Suthern Avenue, Suite 800 sales@kwiktag.cm What is KwikTag? KwikTag is the nly transactinal cntent management slutin fully embedded within Micrsft ERP Slutins withut using their database, and it is integrated with Micrsft Office SharePint. KwikTag can als be used standalne fr nn-dynamics users r cmpanies with ther ERP systems. Our patented, award-winning transactinal cntent management slutin cnnects paper, and ther electrnic files directly t Micrsft Dynamics transactins t increase prductivity and significantly reduce the cst f dcument-driven transactin prcessing. KwikTag is a cmprehensive, feature-rich slutin, but still implements in days and is easy t use, quickly imprving access t business-critical infrmatin and increasing efficiency. Alng with dcument-driven ruting and apprval wrkflw, KwikTag imprves prductivity, reduces csts and imprves service. Cnsideratins fr Autmating Ruting and Apprval Wrkflws KwikTag s wrkflw autmates yur dcument-driven ruting and apprval prcesses using yur business rules. Often, the implementatin f transactinal cntent management systems intrduces an pprtunity t re-engineer yur prcesses t gain additinal efficiencies. KwikTag des nt require this, but ffers the fllwing apprach t think thrugh yur prcesses and requirements. Cpyright 2011, ImageTag, Inc. All rights reserved. Prprietary & Cnfidential. Page 2 f 8

3 1400 E Suthern Avenue, Suite 800 sales@kwiktag.cm Gals and Objectives A gd first step is t determine the gals and bjectives f the prject. Here are sme questins t start the prcess: Is this a cmpany-wide initiative r departmental? If departmental, what are the tuchpints t ther departments and des it make sense t expand the prject, perhaps in a later phase? Where are dcuments, especially paper, being received int yur rganizatin r physically mved? Are there areas where autmatin will eliminate multiple dcument tuch-pints? Are there any audit r cmpliance cncerns that can be alleviated? What are the cding/data entry pints and can errrs be reduced? Are delays csting mney, fr example, in late payments r discunts missed? Yur bjectives and pririties, even a wish-list, will help guide decisins in the prcess r spur yu t create a better prcess. Dcument Entry Pints As in the prir sectin, think abut where dcuments enter yur rganizatin r department, in ther wrds, start the business prcess. KwikTag can be cnfigured t capture dcuments (paper scanning and electrnic drag and drp) in either a centralized place, like a single mailrm, r decentralized, such as at multiple remte lcatins. By receiving and scanning dcuments immediately at entry, the paper can stp there and be filed r destryed, accrding t yur retentin plicy, rather than physically mved within yur rganizatin. Yu may want t have minimal data (such as department r dcument type) entered at the scanning lcatin and KwikTag can autmatically rute the dcument image t the next lcatin, again either centralized r decentralized, fr further data cllectin, r indexing. The discussin f business rules belw will assist in determining what data is required, where it can be indexed and by whm. Questins t ask: Where d dcuments arrive? What is needed t determine t whm t send the dcuments, and is it present n the dcument itself? Where are the scanning devices? Are there cmputers in the same place as the scanning device? Cpyright 2011, ImageTag, Inc. All rights reserved. Prprietary & Cnfidential. Page 3 f 8

4 1400 E Suthern Avenue, Suite 800 sales@kwiktag.cm Ruting and Apprval Rules Wrkflw is essentially an event-driven service that takes actin when certain cnditins are met. It is imprtant t dcument yur prcesses in terms f the business rules driving them; we refer t three cmpnents f a wrkflw definitin: trigger, actins and rules. COMPONENT DESCRIPTION RELATIONSHIP EXAMPLE Trigger Event that starts the wrkflw One per Wrkflw An invice dcument is received Rule Cnditin that must be met befre the wrk can be dne Many per Trigger Is this invice fr the Marketing department? Is the amunt ver $1,000? Actin The wrk that must be dne Many per Rule Assign the invice t Mary fr apprval Questins t ask and dcument: What are the triggers fr each dcument type, that is, what starts the prcess? Hw are the dcuments apprved nw, under what cnditins? In ther wrds, what are the rules? What are the data elements/fields required t determine the cnditins f the rule is met? Hw many levels f apprval are there? What are the threshlds, if any, that require an additinal level f apprval? D they vary by department r lcatin fr each dcument type, fr example are invices fr ne department/gl cde handled by different rules? What are the actins that happen when the rule cnditins are met? What shuld take place if smething is rejected, i.e. nt apprved? Have yu included all f the peple invlved? D the peple have Dynamics access? Internet brwser access? access? Are there any apprval grups (i.e. anyne f many can apprve)? Can yu draw a flw chart f the prcess? Cpyright 2011, ImageTag, Inc. All rights reserved. Prprietary & Cnfidential. Page 4 f 8

5 1400 E Suthern Avenue, Suite 800 sales@kwiktag.cm Dcument Retrieval and Viewing One f the mst imprtant benefits f KwikTag is instant access t the dcuments/cntents later by authrized viewers, including perhaps auditrs. Questins t ask and dcument: Wh needs t access the dcuments later? Internal? On netwrk? External? What authrizatin is required t ensure secure access? Frm where will they need access? Web brwser? SharePint r ther prtal? Within ERP? Data Requirements As discussed, the data elements that are captured in KwikTag help determine the status f rule cnditins, the ruting destinatin, and may ultimately create a transactin in yur Dynamics AX, GP r NAV system. Questins t ask and dcument: Des this dcument result in a transactin in AX, GP r NAV? Or, des the transactin get entered first and then g thrugh an apprval prcess? What are the minimum data requirements? What will users need later t find and retrieve the dcuments? What is my wish-list f data elements that can be captured early t reduce data-entry later by a mre valuable resurce? At what pint is the data knwn / wh can enter the data prperly and with what knwledge (i.e. expense type r GL distributins either by default r alternate fr this transactin)? Are there ther systems invlved either fr parallel entry, r data extractin r integratin? If s, and if integratin isn t already present such as AX, GP r NAV, what file types can that system prduce r receive? Cpyright 2011, ImageTag, Inc. All rights reserved. Prprietary & Cnfidential. Page 5 f 8

6 1400 E Suthern Avenue, Suite 800 sales@kwiktag.cm Summary Finally, after ging thrugh this prcess and discussins with ImageTag, d yu want t re-engineer nw, recreate yur existing prcess in a cmputerized envirnment, r smewhere in between? Example The fllwing pages are an example f a Befre and After wrkflw fr a KwikTag custmer. Cpyright 2011, ImageTag, Inc. All rights reserved. Prprietary & Cnfidential. Page 6 f 8

7 1400 E Suthern Avenue, Suite 800 sales@kwiktag.cm Cpyright 2011, ImageTag, Inc. All rights reserved. Prprietary & Cnfidential. Page 7 f 8

8 1400 E Suthern Avenue, Suite 800 sales@kwiktag.cm Cpyright 2011, ImageTag, Inc. All rights reserved. Prprietary & Cnfidential. Page 8 f 8