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.


Oracle Cloud Content and Process power the next wave of productivity, mobile efficiency, and workgroup innovation. Only Oracle offers an integrated suite of content, process and sites cloud services that enable business users to easily collaborate anywhere, simplify business automation, and communicate more effectively.


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