Bluebonnet Electric Cooperative
Streamlines AP Process
© 2009 Perceptive Software
Rachel Ellis
Manager – Administrative Services 800.842.7708
Shirley Patschke
Records Management Administrator 800.842.7708 [email protected] Heidi Exner Accounting Lead 800.842.7708 [email protected] Michael Chohrach Program Manager 800.842.7708 [email protected] Ruby McCullough
Senior Accounting Specialist 800.842.7708
Agenda
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Introduction to Bluebonnet Electric Cooperative
Life Before ImageNow
Finding the Right Solution
Implementing ImageNow
ImageNow Go Live
Key Benefits
Lessons Learned
The Future
Poll One
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What part of your energy utility do you work in?
> Information Technology > Personnel
> Finance
> Customer/Member Service > Other
Bluebonnet Electric Cooperative
Bluebonnet Electric Cooperative
© 2009 Perceptive Software
Our Foundation Values
• Safety • Courage
Headquarters located in Bastrop, TX
• Respect • Reliability
• Community • Love
Life before ImageNow
Life before ImageNow
Previous Process
> Paper process with interoffice routing and approval of invoices > Post approval scanning of documents
> Manually Index Documents
> Desire to link to transaction in SAP financial accounting system
Accounts Payable Department > One Accounts Payable Clerk
> Approximately 2500 invoices processed monthly
Life before ImageNow
Limitations of Process
> Limited SAP connectivity expertise from previous vendor > Technical challenges in connecting to SAP
> Capture Software Issues (tedious process) > Manual Indexing Challenges
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Finding the Right Solution
Requirements > SAP Partner
> Easy to install, configure and use > Built in Workflow
Solutions Evaluated > FileNet
> OnBase > ImageNow
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Finding the Right Solution
Why we chose ImageNow > End-user friendly
> Point and click workflow
> No SAP configuration required > Knowledge transfer
ImageNow Solution purchased > 20 Concurrent User Licenses
> CaptureNow, iScript, Replication Agent, Content Server,
Poll Two
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How does your utility currently manage and process documents and files?
> We use paper exclusively
> We use a homegrown/legacy imaging system
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Implementing ImageNow
Accounts Payable Department > 10 Document Types
Invoices Checks
Vendor documents (W-9, 1099)
Packing Slips (imported using iScript)
Indexing Schemes > Document Keys > Custom Properties
Records Management Department > Backlog invoices and checks
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Implementing ImageNow
Accounts Payable Workflow Approval Process
> Workflow with 10 routes (for different business areas) to allow coding, approval and linking of invoices to SAP
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Implementing ImageNow
Packing Slip Import Process
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Implementing ImageNow
Check Image Import Process
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ImageNow Go Live
Go-live
September 8, 2009
Version 6.3 (currently on 6.5.1)
Fujitsu Scanners (Models fi6130 and fi6140)
Highly Successful
Low impact on End-Users with big impact on business process
End-users like the new system
Key Benefits
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Key Benefits
Savings in Time, Effort and Environment
Eliminated need to scan checks before mailing
Reduced time to get invoices processed
> Invoices received in field offices can be scanned on local copiers and automatically imported into ImageNow via Import Agent
Reduced time required to do scanning and indexing
> Scanning / indexing done on front end versus back end
Saving trees
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Key Benefits
Other Savings Increased visibility to all documents (inside and outside of workflow) > Can track progress of items through workflow approvals
> End-users have ability to retrieve documents and confirm payment processing through ImageNow
Eliminated need to manually match and file check copy with invoice
Scanning is now up-to-date and current > Time lag in old system
> Six months of scanning backlog
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Lessons Learned
SAP Screens and script issues
> HyperLearn mode not best choice for SAP screens > Use scripting against SAP screen field names instead
Client Software deployed to all ImageNow users
Document Keys versus Custom Properties
Be aware of the need for cleanup of index values on migrated documents
The Future
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The Future
Plans for Expansion
Fleet Vehicle Documents (2010) > Just recently implemented
SAP Attachments (2010)
> New ArchiveLink connector will allow us to use ImageNow repository to store SAP attachments
> Increase SAP performance and reduce SAP database growth
SAP Archiving (2010)
> Utilize ImageNow as external content server to allow archiving of SAP data
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The Future
Plans for Expansion (continued)
Contractual Agreements (2010) > Repository for easy retrieval
Retention Policy Manager (2010 / 2011) > Establish retention rules on images
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The Future
Plans for Expansion (continued)
Human Resources (2011)
> Create common point of access to all records related to an employee
> Link employee records to SAP
Geographic Information System (GIS) Integration (2011) > Linking Engineering records to features in the GIS And more to come…..
Questions and Answers
Rachel Ellis: [email protected]
Shirley Patschke: [email protected]
Heidi Exner: [email protected]
Ruby McCullough: [email protected]
Michael Chohrach: [email protected]
© 2009 Perceptive Software