Thursday Dec 05, 2013

Are You Ready to Manage 50x the Amount of Business Content?

Evernote Export

50 X

The amount of information companies have to manage is expected to grow by 50x in the next decade. Yet already some 90 percent of documents, images, and other unstructured content is un-managed. So it is no surprise that 87 percent of organizations blame performance issues on information growth. 

"Many companies try to homebrew content management. This will work for a while, but at some point you reach critical mass. You can't find content. There is no versioning. You don't know who made changes," says Tom Turchioe, CTO, Critigen. "These are the things that drive you toward an enterprise-class solution such as 
Oracle WebCenter Content."

And as the sheer volume and variety of content proliferates, so do risks. It is estimated that 20 percent of chief information officers in regulated industries will lose their jobs by 2016 for failing to implement the discipline of information governance. Meanwhile, employees are spending an estimated nine hours per week searching for and not finding content—at cost of US$14,000 per worker per year. 

Assess Your Content Management Strategy
Now, a new, easy-to-use self-assessment tool helps companies measure the effectiveness of their current content management system. More than just cost savings, it identifies opportunities to maximize the value of structured and unstructured content. Specifically, the tool measures performance in terms of

  • Information access
  • Content infrastructure
  • Content-enabled business processes
  • Information governance

About Oracle Enterprise Content Management
Besides a unified repository to house unstructured content, Oracle WebCenter Content provides the tools to deliver content to business users in the proper format and within context of familiar applications to fit the way they work. In addition, it

  • Integrates content within critical business applications such as Oracle E-Business Suite, Oracle’s PeopleSoft, and Oracle’s JD Edwards
  • Introduces consistent rules governing content access, location, retention, and disposal
  • Provides secure, controlled mobile access
  • Integrates with a variety of systems via Oracle Fusion Middleware
  • Manages all documents from creation to end-of-life

Get more information about Oracle WebCenter Content.

There's more of this great content in this November's WebCenter Newsletter

Subscribe for more content every other month.

Deliver Superior Business Efficiency with Enterprise Content Management


Tuesday Jul 16, 2013

Cats, Bacon and the Bottom Line

Recently I came across an Infographic illustrating the popularity of cats and bacon within web searches. The results are somewhat startling and as a marketing professional, it immediately had me wondering about how we could utilize this knowledge here on the Oracle WebCenter team.  

Well, the fact of the matter is that we are almost certainly NOT going to have a cat, bacon or any combination as a mascot or emblem anytime soon, even if it is a cat as cute as mine, seen here loitering in a box. What we are going to do is continue to focus on real business challenges that are vexing our customers today and help them find new ways to save money, increase efficiency and drive increased profitability.

One of the ways Oracle WebCenter is helping customers is via the automation of essential business processes like Accounts Payable invoicing.  While perhaps it is not as exciting as a kitten or a piece of bacon to some people, to those responsible for improving the bottom line, it's extremely important.  In a recent survey, 69% of accounts payable professionals surveyed chose reducing the cost of invoice processing as their top priority as they address the cost of doing business.

If this is important to you, we invite you to learn more about how WebCenter Imaging can automate your invoicing processes and be used across multiple transactional processes to lower costs, reduce errors and radically improve operating efficiency.  Be sure to check out our introductory video on the topic as well as our PDF booklet of customer successes in this area.  We hope we can assist you with the same type of improvements.  At the very least, you'll have more time to do those searches for kittens and bacon!  :)

And OK, after you have researched the ways Oracle WebCenter Imaging can help you run a more profitable business, you might want to see the aforementioned infographic. Given these numbers, you just might want to make your corporate mascot a kitten (or bacon). :)

Source: Marketo, July 2013

Monday Jul 15, 2013

Just sit right back and you'll hear a tale.....

This will not be the tale of a fateful trip or a three-hour tour gone awry.

But it is the all-too-familiar tale of modern organizations that in 2013, are still relying on paper-based business processes. Every time I am asked to "please fax in the form when it is complete", I wonder to myself... what is happening with this information? How will it get entered into whatever transactional system might be in place behind the scenes? Will it have to be re-typed by someone else or is it automatically scanned, intelligently recognized and routed appropriately, based on specific field values on the form?

Sadly, it is often the former scenario that takes place. Somewhere there is a clerk that must re-key in the data and hopefully make zero errors in the process. In the mean time, absolutely nothing else is happening with this business process and the result is hours or even days in unnecessary delays.

When it comes to a common process like Accounts Payable invoicing, these kinds of slow downs introduce a number of problems including late payment penalties, inability to handle growing invoice volumes and of course, the physical storage issue.

OK, so if the issue is so common, why don't more companies do something about it? Often times, organizations don't fully understand the cost savings opportunity in front of them and to some degree, there is the "it's working well enough for now so lets not spend any money on that issue" mentality at work, especially in a world of tight budgets.

More forward looking companies are investing in capture, scanning and imaging technologies that drive down their current costs and deliver a fast return on investment. If you are using Oracle E-Business Suite in conjunction with your AP processes, you really owe it to your self to learn more about how you can improve your existing processes with Oracle WebCenter Imaging Solutions

For starters, check out our recently created screencast on the topic, along with what we call a "Brag Book" that includes several customer stories confirming the real-life benefits of WebCenter Imaging. There are not any pictures of Ginger, Maryann or the Professor, but you will get ideas and insights from other customers about the value of WebCenter Imaging. Even better!  

And now, in the immortal words of Thurston Howell III.... "Quickly Lovey, another Perrier and lime!"

Have a good week everyone....

Friday Mar 15, 2013

Making a Real Impact on Your Bottom Line

This week, we've been focusing on how your business can realize significant cost savings by implementing automated capture and imaging solutions within your existing processes.  If you haven't already seen the screencast overview that illustrates the benefits of doing so, please take a look and share it with your colleagues at work.  We think it will be 7 minutes of your time well spent.

To further peak your interest, today we want to highlight a couple of recent customer examples from those that have already started using Oracle WebCenter Content and Imaging solutions along with their e-business processes.  The first customer that we will take note of is Texas Industries, or TXI.  As a mid-size company that is a leading supplier of cement, aggregate and consumer product building materials, TXI is very decentralized with 100 plants across 5 states.  Manual processing in many locations was proving very costly, to say nothing of the costs associated with managing, shipping and tracking of invoices and related documents. 

After implementing Oracle WebCenter Imaging, they have reduced the number of invoices that have to be manually verified by over 25%, reduced their invoice cycle time from around 30 days to less than 5 and reduced their shipping and storage costs by 50%.  Significant savings that helped TXI realize a fast return on their investment and fund further innovation.

Another company worth noting is Development Dimensions International, or DDI.  As a leading provider of Talent Management and Learning Systems, DDI works with thousands of customers and individual clients.  Enhancing back-end processes while securing sensitive content in a compliant fashion has paid immediate dividends.  Since implementing Oracle WebCenter Content and Imaging solutions in conjunction with their Oracle E-Business Suite, DDI has seen an 80% reduction in the costs associated with technical support and service and reduced reliance on manual, paper-driven processes has helped them save 20% on storage and management costs.

With today’s budgets and expectation to be as efficient as possible, it behooves any size company that relies on back-end e-business systems to evaluate how those processes run today and what can be done to make them more cost-effective.  Oracle WebCenter Content and Imaging solutions offer a powerful way to quickly realize cost savings be enhancing the systems you already rely on to keep your business running.

We hope you find this information informative as you look to improve the way your organization handles internal and external business processes. Thanks for visiting our blog and we hope to see you again soon!


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Thursday Mar 14, 2013

Show Me the Savings! The Value of Radically Cutting Internal e-Biz Processing Costs

Lately a lot has been written about the opportunity available to companies that can take advantage of dynamic discounting when dealing with partners and suppliers.  But how can you get your organization to the point where you can also take advantage?  It can seem daunting but if you already are using Oracle e-business suite, PeopleSoft Enterprise, JD Edwards or Siebel CRM, you are already halfway there!

Simply put, dynamic discounting allows you to negotiate favorable pricing when you have the ability to pay your suppliers very quickly.  Initially it might seem counter-intuitive that you can improve cash flow by paying suppliers early, but the numbers tell the story.   For example, if you can negotiate a 2% discount with your suppliers by promising to pay them in 10 days instead of the traditional 30, the return on capital is 2% in 20 days, or 36% annually.  That kind of return is certainly more than the interest earned by delaying your payments.

That's all fine and nice if you can actually guarantee quick payments with confidence.  But for many companies, the processing of documents, faxes, scanned images and other content is not anywhere near as efficient as their transactional processes.  WebCenter Content and Imaging solutions fill that gap and provide the automated capture, scanning and intelligent routing needed to accelerate invoice processing along with lots of other internal processes.

This week, we posted a new screencast that quickly illustrates how processes can be improved using WebCenter Imaging from Oracle.  You can view it here.  We believe you will find it insightful and that you can use it to get your company thinking about ways to further automate systems that can make a real impact on the bottom line.  For further details, please be sure to view one of our recent webcasts on how to optimize your e-business systems.

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Monday Mar 11, 2013

The Attractiveness of Automated Capture, Scanning and Imaging for Your E-Business Applications

Ok, let's face it.  When we bring up a topic like automated capture, scanning and imaging, it might not make your heart flutter.  And when we see a blog post about automating processes like Accounts Payable Invoice Processing, I doubt your pulse quickens.  But maybe it should!  Let me explain...

Today, we have posted a new "screencast" that walks you through a short before and after scenario showcasing how the use of Oracle WebCenter Imaging can slash the costs associated with AP invoicing.  It's about 7 minutes long and the perfect thing to watch before you head off to your next meeting.  While many companies use Oracle E-Business Suite, PeopleSoft Enterprise or JD Edwards to optimize how business transactions are handled, the handling and management of associated documents and other files are often disconnected.  Fixing this problem and driving further efficiencies is certainly a great way to become bit more popular around the office.

Here's how.  Many companies are still relying on paper forms, faxes, letters, scanned images and digital content as key elements within business processes.  These items should ideally be easily referenced, stored and managed within the scope of the process, but when it is a piece of paper or a fax, that can get very tricky.  That invoice might be in a stack of papers on a specialist’s desk over at headquarters.  Or maybe that fax with the new contract terms got routed to a clerk’s e-mail but he is on vacation for the next 10 days.  You get the picture; the information is in the company...somewhere.   But when paper or disconnected and unmanaged files are involved, everything becomes a manual process which of course means it is error prone, slow and likely under a poor level of governance.

That's where Oracle WebCenter Imaging Solutions come in.  With native integrations for Oracle E-Business applications, you can automate the capture of documents, images and forms and automatically detect the type of form or document, retrieve line item information right off the document and route it into the appropriate process.  And that is where the appeal comes in.  When you bring in WebCenter and start improving first one, and then multiple processes, you will start seeing immediate results that drive significant cost savings.  Having that sort of vision and eye for strategic business improvement drives recognition and visibility within any company.  And who knows what might happen next with your newfound recognition?  Perhaps your boss sees your value and gives you that big salary increase you now so clearly deserve.  Upper management hears about the difference you are making in your part of the organization and invites you to present your ideas at the next leadership meeting.  The next thing you know you are having cocktails with the CEO's daughter on the porch of their summer house in St. Tropez. 

Admittedly, your scenario might be somewhat different from this one but when it comes to making significant improvements to the company’s bottom line by optimizing back-end processes like AP Invoicing, the results are proven and tangible.  Learning more about how your organization can save money and be more efficient is certainly time well-spent, and just might pay some personal dividends.  Check out the screencast to learn more and check back on this blog throughout the week for more information.  You may not end up in St. Tropez, but no matter where you work, being smart and saving money is always sexy.

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Tuesday Dec 13, 2011

Texas Industries, Inc (TXI), Oracle WebCenter, and AP Automation with Keste

Today we have a guest blog post from Vince Casarez, Sr Vice President of Technology at our partner Keste. This blog post profiles Texas Industries, a company that is using Oracle WebCenter to automate accounts payable processing. If you want to learn more about this process, make sure to register for our webcast taking place this Thursday, December 15th.

Here's a topic that you likely don't think much about but has a very large impact and application within any medium to large size customer. It's around taking accounts payable invoices, pulling them into a managed infrastructure, and reducing the need to manage all kinds of forms and paper documents.

Sexy? Not really. Big business benefit for a reasonable investment? Absolutely.

At Keste, we worked with Texas Industries, Inc during this year to provide a solution in just this space.

Borrowing from TXI's site, they are a leading supplier of cement, aggregate and consumer product building materials. All types of construction - residential, commercial and public works - use these materials. They have 4 Cement plants in TX &CA, 18 Aggregate plants, and over 70 Concrete plants to meet their increasing demand from customers. TXI is the largest, low-cost producer of cement in Texas. When the economy recovers, TXI will enhance its market position when it completes its expansion project to more than double the existing production capacity at our Central Texas cement plant. They have similar expansion plans for their CA plants as well. So needless to say, they aren't the exact profile that you might expect a high tech AP automation process to have a lot of value but they absolutely are a key target area for these types of solutions.

Reducing operating cost is one of the main reasons to initiate this project because if look at the Elements of a Typical AP cost from the chart below, you can see that the labor cost is by far the largest cost in the invoice processing cycle.


So in order to reduce the cost of labor, it requires an understanding of the elements that contribute to the total cost. For TXI, the main cost areas were manual data entry, approval routing and manual approvals. The best way to eliminate this manual process is through automation.

Invoices were mailed to virtually all plant/office locations. Each location has resource(s) dedicated to handling AP invoices and TXI had over 50 people involved in the process. At each plant location from opening the mail, to identifying the approval hierarchy, through routing the invoice for approval, took nearly 30 days. Some of the plants are located very close to each other and have shared management resources, but these were still very laborious and very expensive processes.

So the overall goals were simple: 1. Minimize manual data entry 2. Eliminate manual paper handling processes 3. Reduce employee resources involved in AP invoice processing

Our specific target was to get all invoices into the AP system in less than 5 days (compared to ranging from 1 day to 2 weeks or longer). This would enable three changes to the business: 1. Allow for additional earned discounts 2. We can identify liabilities much faster 3. We could better assess the daily cash needs

Now lets talk about how TXI's new invoice process works. The diagram below also illustrates this. Invoices are no longer processed at the field office/plant locations, they are all sent to central processing center. This immediately reduces the need for an AP Processor in each field office. For TXI, the AP processor total headcount was reduced by a total of 47 people. These 47 people were then able to spend more time helping the field offices serve customers or retrained in other parts of the business.

WebCenter Capture, which starts the process by scanning documents such as invoices and receipts, and then capturing important data from them for indexing before committing them to WebCenter Imaging.

There is 1 person that is performing invoice scanning through the use of Oracle WebCenter Forms Recognition. This allows us to achieve over 75% of scanned invoices to be entered into the system without any exceptions. This means that the 3 other AP processors handle the exceptions. Their job focus shifts from data entry to data review, editing, & workflow monitoring. A much more efficient use of their time and much more valuable to the overall business.

In addition, Oracle WebCenter Imaging was used for coding and handling the different validation errors in combination with Oracle eBusiness Suite as the AP system source of record.

WebCenter Content is the storage and content lifecycle management system for all financial documents. It ensures that no more costly shipping, handling and retention of paper is required, as documents such as invoices can be imaged at the front end of the process, and then effectively managed throughout the various stages of business operations until they need to be archived for safekeeping and data offload. Secondly, it allows for imaged invoices to be attached to workflows, and be retrieved through E-Business Suite interfaces for processing, such as the Payables UI. So, this implementation cut down on processing times by ensuring that AP Processors never have to leave their environment to accomplish tasks like key from image or P.O. matching.

Leveraging the power of Oracle BPEL Process Manager workflow engine included with the Oracle Business Process Management Suite, TXI implemented advance exception handling capabilities for routing and delegation to handle tasks. The Business Activity Monitoring component provides a customizable dashboard view of key metrics, enabling the A/P Manager to gain the insight into any process bottlenecks before they become an issue.

And the actual goals have been reached and exceeded to the extent that invoices without any exceptions are in the system on the same day. At worst case for the exceptions, invoices are in the system in less than 5 days, always!

For the future, TXI plans to leverage this solution as a foundation for automating other operations such as expense management, contracts or receivables, and various HR processes.

All of this was kicked off by a discovery workshop run by Keste to nail down the specific business requirements and put a phased delivery plan in place. Anyone at Keste can provide you more specifics!

Thursday Dec 08, 2011

Optimize Accounts Payable Through Automated Invoice Processing with WebCenter

Next week Oracle will present a webcast titled Optimize Accounts Payable Through Automated Invoice Processing. In preparation, we will have a couple of posts on the Accounts Payable process, and a couple of posts on customers who have implemented Oracle WebCenter to automate accounts payable.

At most organizations, invoices are processed by hand. They arrive in paper format in the mail room, and are routed to the financial department. They are sorted and assigned to clerks who enter the data into the financial system. The paper invoices are then filed for reference. When an approver wants to look at the invoice to verify information on it, they pull the paper invoice. This can be a little more time consuming, if the approver is at the same location as the invoice. It can be more time consuming if they are remote. It usually means the invoice is copied or faxed to the approver.



To address this problem, many organizations have moved to imaging invoices. By getting the invoice into an electronic format, it can be accessed anywhere. Another benefit is the fact that invoices can be retrieved automatically too. If there is an audit, and the auditors want to check all the invoices from a certain month, a clerk doesn’t have to go to the archive and pull all those invoices. They can run an electronic search and present the invoices instantly.

This process still requires getting information from the electronic image into the financial system. That’s where forms recognition comes in. The ability to read the content of the electronic image and then identify fields and values is tremendous. Automatically putting that information into the financial system takes it to a whole other level. We see organizations that reduce their processing costs by 70, 80, sometimes even 90% by automating this whole process.

Register now for the webinar Optimize Accounts Payable Through Automated Invoice Processing.


Friday Jun 03, 2011

Oracle Content Management: Deploying Content Services to the Enterprise

Ryan White, VP of Business Development for DTI, is our guest post author today. DTI has strong experience in accounts payable imaging, with over 18 years experience with Oracle's current imaging solution. DTI has also been designated as an Oracle Deputy CTO, a very prestigious award. You can view a webinar where DTI discusses accounts payable automation and includes a demonstration on how Oracle Content Management is integrated with PeopleSoft.

Companies interested an enterprise class content management solution have a difficult question to answer; “How do we deploy ECM services to the enterprise?” I was sitting with the Director of Applications for a large retail chain in the south east discussing this question today.  With a new CIO on board and a long list of strategic initiatives, he is in an interesting situation.  Many of the strategic initiatives are focused on improving business processes, reducing costs, and improving corporate visibility into the business at large. 

We had recently completed a very successful expansion of their Oracle IPM system to deliver AP workflow to a new part of the organization.  As the CIO spoke at the project close event, it occurred to me that the problems he wanted addressed in his large strategic initiatives, would require the support of content services, yet setting an enterprise standard for content management was not one of the strategic initiatives.

The director and I reached the conclusion that in order to meet his goals of an enterprise standard for content management, we needed to work methodically through the organization to deliver key wins, publicize those wins to build momentum, and be diligent working with the business to prevent one off solutions.

Other clients that have taken enterprise content management as a strategic initiative have succeeded by following a few guiding principles: 

    1. Executive support – Support from an executive stake holder will go a long way to ensure the project momentum carries through the initial roll out.  Too many implementations stall with the conclusion of the first push as companies stop to take a breath after the initial go live.  
    2. Win Early and often – Since each department is unique in its requirements for content management, find a highly visible starting point with the right mind set (culture for change and desire for improvement), and a high probability for success.  You can tackle the most complex workflows and custom tailored solutions after you have proven that the technology works for you, but I guarantee that if the first roll out goes wrong, an enterprise deployment becomes much more difficult.
    3. Publicize the win – make sure the rest of the company knows about the success and continued success of the deployment.  Several companies have offered prizes for ‘green’ projects and I’ve even heard of a Ms. Document Imaging Pageant!  Make sure the rest of the company knows about your investment and its capabilities. Without awareness, you could continue to see more one-off solutions pop up across the company.

Following these guidelines will help ensure you deliver more than a departmental solution of an enterprise class technology.  It does take persistence, but once you reach a critical mass of support, you can reach the goals of content consolidation, standardization, and an ROI even greater than expected.

Thursday Jun 02, 2011

Oracle Content Management: Is Automation Enough?

Today we have a guest post from Jamie Rancourt, Senior Product Manager at Oracle.

As part of this week's posts on automating invoice processing, let's take a look at what levels of automation are possible and how they differ.  The crux of the invoice processing problem is the handling of physical pieces of paper.  Paper introduces complexities, slows down processing, and increases the possibility of invalid data entry which all add to the cost of doing business.  You can mitigate some of those costs by employing an enterprise content management system to handle the management of paper that has been digitized, helping you decrease some risks associated with paper. 

Yet while storing digitized invoices helps with the management aspect of the accounts payable process, it does not help mitigate other risks tied to the error prone data entry often performed by accounts payable clerks.   Let's assume you've partly automated your invoice processing department by providing them access to digitized copies of invoices and making them directly accessible from their payables workbench in your financial system.  Great! Step one completed!  Now those employees can perform their duties and key in the appropriate invoice information into the payables system.  And surely you've set them up with dual monitors to make them as efficient as possible in entering the data into your ERP system.  But what happens if they enter line items incorrectly into the system, or even worse, what happens if an employee needs to take a leave of absence?  Can your business still perform efficiently when having to review data entry or having to re-assign workloads?

Now think of how more efficient an accounts payable department can be if data entry errors can be reduced dramatically and invoice processing workloads can be reduced to handling exceptions rather than the bulk of the invoices, because let's face it, for the most part there is enough technology in your ERP system to fully automate the invoices that have been properly entered in your system!  Just as a person can look at an invoice and identify the different fields of information, an intelligent forms recognition solution can do the same but since it is a fully automated process with no human intervention, the data entry aspect of that process is now removed.  You can therefore reduce overall workload and let your accounts payable clerks manage the more complex invoices, aka the exceptions, and deliver higher quality data with quicker turnaround times to better enable your accounts payable department to control when they disburse payments.

You can hear more about these perspectives from some Oracle customers in these two podcasts:

How does your organization work with invoices? Do you automate or hand key your accounts payable capture process? Let us hear your thoughts in the comments below.

Wednesday Jun 01, 2011

Oracle Content Management: Embry Riddle ROI Study

Embry Riddle Aeronautical University uses Oracle Content Management to automate their accounts payable processing. ERAU has worked with Nucleus Research to analyze their return on investment. Nucleus has determined that Embry Riddle achieved a 180% ROI in the first year of their Oracle Content Management implementation. They achieved a payback on the system in 7 months, and they see an average annual benefit of over half a million dollars.

Embry Riddle is now building on that investment. Because Oracle Content Management addresses more than just accounts payable, Embry Riddle is able to address nearly any content management use case they can identify. The next process they are working on is student on-boarding. The process of bringing students on-board involves a tremendous amount of paper, from admissions forms to essays to letters of recommendation, transcripts, and military service files. To streamline this process, Embry Riddle images the entire packet so it can be accessible from a central repository. They reduce the need to mail copies of the paperwork to various branches, and can ensure that they have the entire student application.

Because Embry Riddle is able to capture these applications, they are able to process students faster. When it comes to attracting the best students, a faster turnaround time on the admissions process is a competitive advantage – they can let top students know they have been accepted weeks before any of their competitors.

Embry Riddle is evaluating additional use cases for Oracle Content Management. Read the ROI study and view the webinar to get more information on how Embry Riddle has had tremendous success using Oracle Content Management.

Tuesday May 31, 2011

Oracle Content Management: Optimizing Accounts Payable

If you are just getting started in automating invoice processing and accounts payable, a great webinar to listen to is this one with Jamie Rancourt of Oracle: Optimize Accounts Payable Through Automated Invoice Processing. Jamie goes through the steps to automation, and shows how a content management system to store the imaged invoices enables fast lookup to confirm payments, addresses, and invoice numbers.


Jamie also shows how some companies automate the capture process and extract information from the invoice in the process of moving it from a paper format to an electronic format. By automating this process, companies can cut as much as 90% of their invoice processing costs, and they can improve their accuracy. Offerings like Oracle’s Content Management Solutions provide a way to extract content such as invoice number, amount, tax and other data, and then automatically pair it with the correct invoice and enter the data in Oracle E-Business Suite or in Oracle PeopleSoft.

The webinar also profiles some customer examples, including Home Depot and Costco. Both of these organizations process thousands of invoices daily.

What are your criteria for choosing an imaging solution for accounts payable?

Monday May 30, 2011

Automating Accounts Payable

This week we will be focusing on how integrating content management with accounts payable can result in a tremendous savings and a fast return on investment. Organizations often see as much as a 90% savings by automating invoice processing. And by using an enterprise content management system to automate those processes, organizations can leverage the implementation to address other use cases. As we go through the week we’ll see how customers often begin by automating invoice processing, and then address use cases like employee on-boarding, travel and expense processing, and student admissions. This single investment pays for itself quickly and then continues to offer greater and greater returns.


Oracle Enterprise Content Management is pre-integrated to address automating accounts payable processing for Oracle E-Business Suite and Oracle PeopleSoft. These integrations enable your organization to quickly get up and running, capturing paper invoices and automating their entry into your payables systems, slashing manual input and improving accuracy. As invoices are processed, the image of the paper invoice is always just a click away for verification.

Some organizations also implement Oracle WebCenter, which provides a dashboard, enabling managers to check throughput and look for bottlenecks.  And with WebCenter’s composite capabilities, multiple applications can be viewed simultaneously, so invoice processing and supply levels, or customer orders and inventory levels can be brought together on one screen and viewed together.

Wednesday Apr 06, 2011

Oracle and Fujitsu: Transforming Company Cultures

We will be presenting a session next week at the annual COLLABORATE conference. The session is titled Transform Your Company Culture By Taking Your Processes Paperless. (We're on Wednesday at 4 PM EDT in room 308C).

This session will address how companies save as much as 90% of their costs by taking processes such as accounts payable paperless. And we'll also discuss some of the green benefits companies realize by cutting paper, shipping and storage costs. But we'll also talk about how a number of companies have actually realized cultural changes by moving to paperless processes. We held a roundtable on this topic with our AIIM Golden Gate chapter, and the folks from PG&E had a lot to say about it. Not only had they saved costs on paper, they had made it so they could access information anywhere. In the field, on the road, or even from home. And by enabling their work force to work from home, they were able to reduce traffic congestion and have less environmental impact. But they were also able to reduce their real estate footprint in the expensive San Francisco market. Less office space equalled lower overhead for PG&E, and they also lowered the real estate requirements for storing all that paper.

PG&E has been pretty progressive about culture and lifestyle changes. We were also told that they evaluate employee lifestyle impact as an element of ROI when they evaluate projects. And they were able to recognize a transformation in company culture by taking their processes paperless.

These companies still have paper coming to them from customers, employees and partners. But they scan and capture that information electronically where it enters their organizations, enabling them to make these big changes at their companies. You can learn more about some of the other companies we will profile on the Green ECM site: www.oracle.com/goto/ecmgreen
In particular, you can hear the Missouri Department of Licensing talk about their improved processes, green benfits, and cultural changes in this webcast.

Wednesday Oct 06, 2010

2010 Enterprise 2.0 Blazer: Embry-Riddle Aeronautical University

2010 Enterprise 2.0 Blazer: Distributed Content Management Award

The Distributed Content Management Award was given to the customer with the best use of content management in a distributed or shared-services environment, where the customer has been able to leverage content management across multiple business processes supporting multiple applications. This year's recipient was Embry-Riddle Aeronautical University.

Embry-Riddle.jpgCompany Background

 

Embry-Riddle Aeronautical University, the world's largest, fully accredited university specializing in aviation and aerospace, offers more than 30 degree programs in its colleges of Arts and Sciences, Aviation, Business, and Engineering. The university educates more than 34,000 students annually in undergraduate and graduate programs at residential campuses in Prescott, Ariz., and Daytona Beach, Fla., through the Worldwide Campus at more than 130 centers in the United States, Europe, Canada, and the Middle East, and through online learning.

Business Challenges

  • Significant resources utilized to manage and maintain 170 Systems Markview, including both IT and functional staff resources. Many times when Embry-Riddle upgraded or patched either E-Business Suite or 170 Systems, they found that the integration between the two systems was negatively impacted. Embry-Riddle had very low confidence that 170 Systems would work as designed after a patch was applied and allotted significant resources to test and verify the functionality. 
  • Limitations on the image import. Outside of the payables office, Embry-Riddle employees were struggling with having only a fax option for capturing images. The inconsistency of a plethora of fax devices produced poor quality images which resulted in a high rejection rate. With each rejection, the accounts payable office had to contact the employee with the rejected expense report and ask them to resubmit; therefore the processing time was negatively impacted. This caused a great deal of dissatisfaction with their employees.   
  • Inconsistent user interfaces. When using 170 Systems Embry-Riddle users were exposed to a different user interface. Users had to use different navigation than what was in E-Business Suite, which added to the frustration of using the system.

Why Oracle?

  • Oracle Imaging and Process Management (I/PM) reduced the amount of time Embry-Riddle needed to spend on managing and maintaining their imaging environment. They have applied several patches to E-business and I/PM since June 2009 and have had no problems and have been able to reduce the amount resources required for patching. 
  • The ability to use multiple methods of capture for the images has decreased the rejection rate and improved employee satisfaction. Embry-Riddle employees can now use any multi-function scanner to copy the image. They can then attach to an email and submit.  The remote offices can use Oracle Distributed Document Capture (ODDC) to scan and submit invoices or expense reports. These locations have been using ODDC for over a year with the student system and now they can use the same tools in their E-Business processing. With Oracle ODDC, Embry-Riddle can meet the diverse needs of their employees with additional capture methods.
  • A common user interface. Embry-Riddle received a lot of positive feedback from customers on this front. Customers have reported it is much easier to use. Additionally, the accounts payable office is receiving fewer "how-to/help" calls from non-accounting employees. 
  • Quicker processing. An added bonus, there are fewer steps required in invoice and expense report processing, so the Accounts Payable's office is able to process much faster. 
  • Increased visibility into underlying details. Embry-Riddle now has Discoverer reports, which along with the transaction detail, contain the link to view the invoice report image. One such report is used by the CFO during the check approval/signing process; he can now click on a link and view the actual invoice image. Prior to this he had to view a paper copy of a report and then navigate through 170 Systems, entering the invoice number to view the invoice image. The CFO much prefers a "single click" to that detail. 

Solution Overview

Embry-Riddle was using Oracle I/PM for imaging and workflow for other enterprise systems, the student information system and the flight management system. They understood the power of the Oracle I/PM technology and were aware of the advancements Oracle had made with the integration of I/PM and E-Business Suite. As they prepared to upgrade E-Business Suite Release 12 they had two options; bring in 170 Systems consultants to manage the 170 upgrade; or use our internal resources to convert and implement Oracle I/PM. They felt it would be a strategic advantage to implement I/PM; this would provide Embry-Riddle with a single imaging platform for the university and it would be less costly. In February 2009, Embry-Riddle began the migration and implementation of I/PM in tandem with the E-Business Suite upgrade. They engaged Oracle consulting for the first six weeks of the project and then the Embry-Riddle team applied what they learned from Oracle and completed the implementation in June 2009. 

Today, Embry-Riddle employees and managers enter and review invoices and expense reports in an integrated system: Oracle Distributed Document Capture and I/PM allow them to process invoices and seamlessly attach them to E-Business Suite transactions. They also have the flexibility to provide a variety of ways to import images; email, scan and fax. 

Embry-Riddle-Award.jpg
Accepting the award on behalf of Embry- Riddle Aeronautical University was Cindy Bixler, Chief Information Officer. Congratulations!

 

For more information on Embry-Riddle and their use of Oracle I/PM and ODDC, check out the following resources:

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