Posts in Case Studies

Success Story: Leading Global Financial Institution

May 3rd, 2016 Posted by Blog, Case Studies 0 thoughts on “Success Story: Leading Global Financial Institution”

Easy information retrieval yields better risk assessments automated searching and structured results provide analysts 100% confidence and assurance for their analyses. Information analysts were spending a lot of time manually looking for the information they needed. The bank wanted to free the analysts’ time, so they could do what they do best—assess business impact and risk.

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Success Story: Delta Dental of Colorado

May 3rd, 2016 Posted by Blog, Case Studies 0 thoughts on “Success Story: Delta Dental of Colorado”

Delta Dental of Colorado has gone digital, moving from paper- driven processes to electronic content and workflows, using Lexmark solutions to manage and track documents throughout their entire lifecycle. Today, the company has shortened turnaround times for key processes from weeks to days, and can deliver a more responsive service to providers and customers—all while facilitating regulatory compliance.

 

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City of Gouda Introduces Mailroom 2.0

April 21st, 2016 Posted by Blog, Case Studies, White Paper 0 thoughts on “City of Gouda Introduces Mailroom 2.0”

It is easy to imagine that Chris Bellekom, director of Document Management Services for the city of Gouda, The Netherlands, installed a digital mailroom merely to save money. Naturally, automatic classi cation of incoming mail delivers necessary ef ciency, offering savings on FTEs (full-time equivalents), something welcome given looming budget cuts. No, Bellekom sees the digital mailroom, equipped with advanced recognition and classi cation technology,

as an important step toward a new DMS: a document management system for the administration, preservation, storage and retrieval of documents within the organization.

According to Bellekom, the new DMS is part of the broad front of ce that municipalities currently have or plan to build. The front of the organization is composed of a website with electronic forms, a call center (Client Contact Center) and a mailroom where, in the case of Gouda, about 140,000 items come in annually.

The items have to be sorted and opened regardless,” said Bellekorn. “They might be complaints, letters, application forms or opinions. Employees read and assess the contents, then register and classify the content using their experience, thereby setting the processes of the organization in motion. That work can be automated. For example, we already have experience with the digitalization of incoming invoices and Social Services documents. This expertise can now be used with the implementation of the digital mailroom.

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Remuera Golf Club AP Automation Case Study

April 12th, 2016 Posted by Blog, Case Studies 0 thoughts on “Remuera Golf Club AP Automation Case Study”

Having reviewed a number of options, we placed our confidence in ELAP Cloud to automate the data entry from supplier invoices into our existing systems. We could not be happier with our decision.

Chris Davies General Manager – Remuera Golf Club

During the initial processes of integration and installation, the team at Efficiency Leaders went above and beyond what you would expect, with no query or task too large. The system has worked magic for our business and the result has been that we have now integrated ELAP Cloud throughout our entire business with integration between our Accounting package and POS software. The integration allows our current staff to spend more time running the business rather than just data entry.

We were at crossroads: we either needed to invest further in staff or alternatively, invest in more efficient work processes and systems.

About Remuera Golf Club

Set in a graceful woodlands setting, Remuera Golf Club is a private members golf club. Established in 1934 Remuera has a proud history and heritage and the course and facilities have been continually improved over the time.

The course continues to be improved and developed and members regularly enjoy the Clubhouse facilities with the 19th bar being one of the most popular in the country.

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Twin Towns Clubs and Resorts AP Automation Case Study

April 12th, 2016 Posted by Blog, Case Studies 0 thoughts on “Twin Towns Clubs and Resorts AP Automation Case Study”

Twin Towns are very pleased with the impressive return on investment experienced since the inception of ELAP.

The ELAP solution has provided cost efficiencies and improvements in processes, resources and internal controls. Overall the flow of work is much more efficient and effective. ELAP enables us to manage our purchasing and stock management systems more efficiently and has automated the processing of invoice information into our IT systems. ELAP also performs validation checks (tax invoices, purchase orders, creditor details etc) to ensure the accuracy of information entered into our core systems.

says Kim Collins, Executive Manager Finance for Twin Towns.

As with any hospitality and tourism based company, the amount of paperwork processed daily at Twin Towns is tremendous, particularly in terms of accounts processing.

Prior to investing in the Efficiency Leaders Automation Platform (ELAP), Twin Towns implemented inventory management and financial software (Micros™-FIDELIO Materials Control and TechnologyOne Financials systems) in a bid to increase business efficiency.

Some Managers were spending a minimum of fifteen hours a week just checking what goods were ordered, what had been received, what was invoiced and discrepancies between the three, and then manually entering the data

Micros™ was implemented to streamline inventory management processes and assist the company in electronic purchasing and stock management. Whilst Micros™ was a great system for the Twin Towns group, it still required manual inputting of data for the AP team. This process was time consuming, inefficient and in most instances required staff to manually enter basic invoice information a minimum of twice. Purchase Orders were manually raised and approved. Stock was ordered manually and once it arrived, the AP process required a second approval from management on the invoice to ensure the company had been invoiced correctly against what had been ordered. There was an incredible amount of time spent verifying that the invoices reflected what had been approved for purchase on the initial Purchase Order (PO).

There was also a lot of paper chasing between the Food and Beverage and Administration departments to confirm these details. Once management in Food and Beverage and Purchasing had approved the invoice and its details, the information was entered manually into Micros™. The invoice was then sent (via internal mail) to the AP team who manually entered the invoice information all over again into their accounting system, TechnologyOne Financials.

The costs associated with managing invoice processing, as well as the human labour required to catch and fix any errors along the way, was growing quickly.

We had a total of four AP staff employed full time just following up, manually inputting and checking invoices. In the last couple of days of every ‘end of month’, our accounts staff would be incredibly busy processing as a significant number of invoices for the company would land on their desk in that last week.

Twin Towns had not leveraged from its investment in software systems and the IT infrastructure. With the number of ‘touch points’ an invoice needed to go through in order to be processed, what the company needed was a powerful and tailored technology solution to efficiently manage and automate the inflow and outflow of information and data.

THE SOLUTION

Twin Towns  Clubs and Resorts selected Efficiency Leaders to streamline, automate  and simplify what was fast becoming a very complicated AP and stock management system for staff and suppliers alike. As the industry leaders in creating efficient business processes, Efficiency Leaders was the perfect team to improve Twin Towns’ accounts and stock processes. After initial consultation and analysis of existing business processes, Efficiency Leaders implemented ELAP.

ELAP is a powerful and intelligent automated AP solution which captures, extracts    and transfers critical data from any document into back end systems (TechnologyOne Financials, Micros™ Materials Control for example) through seamless integration. ELAP’s intelligent document capture software automatically reads any invoice (or document for that matter), regardless of its format, layout, tabular data, fields or length. In real terms, this means the Twin Towns accounts process can now be carried out from start to finish more efficiently and effectively.

Purchase Orders are now raised electronically in Micros™ instead of manually. Before the order goes out, management still need to approve orders over a certain dollar value, but this is now also done electronically. When the goods arrive to be delivered at Twin Towns, the invoice is checked against the stock. The invoice is then scanned into an office scanner. ELAP automatically extracts all the information from data contained on the invoice. This includes the PO number, invoice number, ABN, suppliers contact and address details, GST amounts, stock information and any other information required from the document. ELAP then automatically checks the invoice against the initial PO at a rate of 1000 characters per second (so on average up to 50 invoices per minute can potentially be checked). If 100% of the invoice data matches the PO, ELAP automatically updates Micros™ using B2B functionality and the accounts information is interfaced with TechnologyOne Financials.

One of the many benefits of ELAP is that it can be implemented to compliment any existing IT and business systems. The intelligent scanning and distribution solution is also a self-learning software system, meaning it will even “learn-by-example” and adapt to documents that frequent the business, allowing configuration to be quickly optimised. Intelligent software that improves data quality and reduces data entry costs, complimenting existing software systems – exactly what the Twin Towns team were after!

THE RESULTS

Thanks to the professional change management and internal communication skills of Efficiency Leaders, the upgrade to automated accounts processing for Twin Towns has been a smooth process.

Staff have truly embraced and taken ownership of the new ELAP® system. They were involved in the initial planning and testing of the system and Efficiency Leaders, as a result of their feedback, tailored the system to suit Twin Towns’ needs.

Since Efficiency Leaders completed the ELAP® upgrade project, Twin Towns are looking at how they can implement the ELAP® system in other areas of the business – payroll, HR, staff surveys, membership processing etc. Our entire business is now leveraging from the IT investment and the business processes are becoming more automated and efficient thanks to the assistance from Efficiency Leaders.

About Twin Towns

Employing 450 staff, Twin Towns provides entertainment, accommodation, dining, conference, meeting and event facilities across three sites to international and local members and visitors to the Gold Coast and Northern NSW region.

Approximately 15,000 invoices pass through its Accounts Payable (AP) system each month. As with any hospitality and tourism based company, the amount of paperwork processed daily at Twin Towns is tremendous, particularly in terms of accounts processing.

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Urban Purveyor Group AP Automation Case Study

April 12th, 2016 Posted by Blog, Case Studies 0 thoughts on “Urban Purveyor Group AP Automation Case Study”

Since the new ELAP system was installed, the Financial Controller has been delighted with the transparency and the efficiencies of the invoice automation platform.

The business is now well placed to manage the rapid expansion plans without increasing back office overheads. This would not have been possible without this technology.

said the IT Manager.

The Financial Controller for the Urban Purveyor Group said the UPG head office dealt with between 3500 – 4000 invoices a month. Without any EDI links with key suppliers, over 90% of these invoices arrive on paper and must be manually entered.

There was lack of control over the processing of invoices, additionally all of the purchase orders (POs) were created manually and it meant we had a lack of visibility.

said the Financial Controller.

The manual workflow that had evolved over time has also introduced multiple layers of duplication which added the potential for human error to introduce inaccuracies. Previously, invoices were handled a minimum of three times after being sent into head office.

Each invoice was sent to the executive chef, who had them compiled into an Excel spreadsheet. Then all food and liquor invoices were entered manually into UPG’s Micros based inventory system, after which they would be sent to the finance department and be entered into the accounting software.

Being handled so many times and manually entered into two different systems saw many opportunities for human error.

explained the Financial Controller.

UPG’s IT Manager, had been assessing alternatives for invoice automation since 2009, but the rapid rollout of new stores in 2010 increased the pressure to implement a solution.

I had to make sure that the application mapped our needs.
I had a look at a number of proposals but they wouldn’t map to the Micros POS system or couldn’t talk to our Greentree financials.
The Efficiency Leaders Automation Platform (ELAP®) has delivered the integration that we required.

There is better integration between business units, inventory people are talking to financials, who are in turn talking to the venues. There is better interaction between every business unit. Data is accurate so people are more confident in talking to one another.

said the IT Manager

In addition to adopting ELAP®, UPG migrated from the Micros point of sale (POS) platform to an alternative from H&L. Efficiency Leaders provided the turnkey automation solution in 12 weeks.

The entire solution went live at the end of March 2011 and is now interfaced to a new SharePoint Foundation installation, providing automatic archiving of invoice images and extracted data. Invoices are scanned once at the venues on MFPs and sent to the head office for processing.

ELAP automatically ingests invoices received and applies image clean-up technology to enable the most accurate extraction results. Once the scanned images are received from the remote locations, the application intelligently interprets the invoice data and automatically applies business rules to validate the content. Efficiency Leaders also developed the custom connectors for Greentree Financials and H&L Sysnet to support automatic line item processing.

Validations are compatible with the ABR Web service, Sysnet and Greentree. Exceptions are handled by operators at the head office. If the invoice is valid, the relevant details are automatically exported to Greentree, Sysnet, and SharePoint Foundation.

Suppliers have now been requested to include a Purchase Order (PO) number on the invoice along with specific article codes and quantities. It’s no longer sufficient to invoice for a box of apples, the numbers or weight must be specified.

We haven’t had any resistance from suppliers. They are all happy to contribute to a more efficient payment system.

We now have transparency with purchase orders being raised first in H&L. We have also gained visibility and control of our food and liquor costs.

said the Financial Controller.

Business rules are applied once an invoice has been scanned into ELAP®. If the extracted invoice data matches the Purchase Order, it can go straight through for payment from Greentree financials. If there are exceptions or quantities outside a certain limit, the PO will be queried by a validation operator.

The exceptions generally come from variances in quantity or weight of foodstuffs, for instance you ordered 2kg of fish and you get 2.1kg. It depends on the business rules you set whether that gets processed or comes up as an exception.

said the IT Manager.

We have added five new venues without any new administrative staff, I don’t think we would have been able to do that without introducing this solution.

During this whole transformation, Efficiency Leaders has consistently under-promised and over-delivered. Our requirements were constantly changing and they easily accommodated any changes. They were very easy to deal with.

said the Financial Controller.

About Urban Purveyor Group

Started by German-born restaurateur John Szangolies over 35 years ago, UPG now owns and runs a growing network of restaurants throughout NSW and Queensland. UPG’s first restaurant, the Löwenbräu Keller in the Rocks, is a Sydney institution. In recent years the UPG brand has grown to include The Argyle, Sake Restaurant & Bar, The Cut Bar & Grill, and the Bavarian Bier Café.

UPG has experienced rapid growth adding many new venues, including the first interstate locations in Queensland. Even before the rapid expansion, manual processing of supplier invoices was growing increasingly unwieldy.

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Coffs Harbour City Council AP Automation

April 12th, 2016 Posted by Blog, Case Studies 0 thoughts on “Coffs Harbour City Council AP Automation”

The advantages of the ELAP Accounts Payable automation solution are substantial and multifaceted. Physical paper handling and manual information entry is reduced by 80% or more, with most of the required textual data being automatically extracted from the images. Order matching is also automated.

As a consequence of these advantages, processing time is reduced which does not only save time and money but is also an efficient and satisfying way of operating a business.

The Council’s Executive Manager – Finance, Dale Allen said

The city’s status has been recognised by the NSW state government, which has designated Coffs Harbour as a centre for strategic growth, highlighting its economic and social importance to the state.

To enable economic growth and to assist the local business community to reach their full potential, Coffs Harbour City Council (CHCC) decided to set local trends by optimising their investment in administrative processes by re-engineering inefficient business processes. The council embarked upon its programme of functional optimisation by automating their Accounts Payable (AP) process.

THE CHALLEGE

Prior to automation, hardcopy invoices were receipted by council staff, who usually instigated the procurement process via mail. If an electronic image was sent to Council it was printed and processed as a hardcopy. The hardcopy document was stamped with a “goods received” stamp which prompted for a signature to acknowledge that the goods or service had been received and that it is OK to pay. The creditor clerk would manually identify who the purchaser was, if it was not clear from the data on the invoice.

Where no purchase order number was quoted, the clerk would also request a purchase order number to be supplied by the purchaser.

The hardcopy invoice would then be physically delivered to the identified purchaser at one of council’s offices and depots disbursed throughout the Local Government area. After the invoice had been approved, it would be physically returned to the purchasing branch office where it would be manually processed by a creditor clerk. The creditor clerk would then enter textual information from the invoice into a transaction data entry screen of the financial system before matching the transaction to the nominated electronic version of the purchase order.

The council was not only wasting time by transporting hardcopy documents around physical locations, but also would often lose track of where invoices actually were in the process. Documents would often get lost or misplaced, resulting in even more processing inefficiencies. This approach to accounts processing also led to the system costing balances being delayed as a result of the processing time required to handle the physical document and manually enter information.

THE SOLUTION

When the council heard about the Efficiency Leaders Automation Platform (ELAP) at    a TechnologyOne™ User Group Meeting, their staff were surprised by the extent of technological capabilities available to assist them in making their business processes more efficient.

The council started their process improvements by setting up a dedicated email address for receipting invoices and contacted all suppliers requesting that, in future, they email PDF copies of invoices in order to eradicate hard copy document processing. In a second step, council decided to take full advantage of the ELAP Accounts Payable automation solution, enabling automatic processing of both scanned hardcopy documents and imported electronic images. After an intelligent image clean-up and data extraction process, pre-defined business rules are automatically applied against the extracted information for validity checking. The extracted data and the invoice image are presented to the AP operator to check validity with the option to correct exceptional invoices. Part of the automated validity checking involves database queries being invoked by ELAP® to check that the purchase order exists, the supplier details exist in the financial system, and the ABN details are valid.

Once the operator is satisfied that the image, pagination, data extraction and validation is correct, the textual information and images are exported from ELAP to Microsoft SharePoint. When the export is complete, an automatic ELAP workflow process is then triggered which accesses the information which has been exported to SharePoint. The automated process follows a pre-defined workflow which updates the information stored in SharePoint as appropriate.

Invoices which have been successfully matched to an order or backorder and which have been approved for payment are given a “Ready for Export” status. The credit officer decides when invoices are ready to import into a batch (Document File) within the financial system. Another workflow is then invoked which collects the requested information from SharePoint. The approved requests for payment are then automatically uplifted into the financial system database import table with a pointer to the path and name of the invoice image file. SharePoint is updated to identify which invoices were exported together as a batch to aid in the reconciliation process.

Once posted, the costing transaction retains the image so it can be accessed via the financial system for ease of reference at a later stage.

THE BENEFITS

…Furthermore, the hard copies do not get lost or misplaced anymore, queries by suppliers can be researched and responded to more easily and quickly and supplier ABN details are more closely monitored and updated.
This is very pleasing from a finance perspective in that the financial system actual costing balances are updated sooner as the purchasing branch staff do not have to enter details of all the goods and services in the financial system. The purchaser approval and matching is used to allow the receipting to be done with the order matching and posting in the financial system.

The benefits of ELAP® Automated Accounts payable were such that Coffs Harbour City Council decided to go into the next phase of automating business processes within Council.

This is the beauty of ELAP, it is made to work organisation-wide

commented Dale Allen after the successful Accounts Processing implementation project.

Coffs Harbour City Council are currently in the process of planning additional ELAP® process automation implementations for Payroll time sheet processing as the next phase in their enterprise wide process automation strategy.

About Coffs Harbour City Council

Positioned halfway between Sydney and Brisbane, Coffs Harbour is a thriving regional coastal city of around 70,000 residents who enjoy a unique lifestyle created by Coffs Harbour’s geography and climate. Nestled between the coastal slopes of the Great Dividing Range and the 80 kilometres of golden beaches that form its boundaries, Coffs Harbour has gained a reputation as a dynamic and rapidly expanding economic hub.

The city’s status has been recognised by the NSW state government, which has designated Coffs Harbour as a centre for strategic growth, highlighting its economic and social importance to the state.

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Zespri AP Automation Case Study

April 12th, 2016 Posted by Blog, Case Studies 0 thoughts on “Zespri AP Automation Case Study”

Zespri has been impressed by the professional, pragmatic and innovative approach displayed by Efficiency Leaders.

The Efficiency Leaders team across the board has come together to ensure we have a solution that is robust and delivers on the requirements, whilst minimising our cost, which is a fantastic outcome

commented Gregg Liebenberg, Solutions Manager at Zespri International.

Zespri employs a best practice approach in all of its processes and the organisation is dedicated to being a sustainable business and market leader. The company has recently adopted a specific focus on driving process standardisation globally through adopting the most efficient and effective processes available. The company has only recently begun its journey towards establishing universal best practice business process management (BPM) paradigms.

Zespri were keen to optimise efficiencies in more than just their Accounts Payable process. The ELAP® capability of addressing inefficiencies in business processes, enterprise wide, was highly appealing. This empowers Zespri to provide the most cost effective administrative process automation, across all business units, for global operations.

The main challenge confronting Zespri is the need for rapid international deployment of      a consistent automated process to replace their existing non-standardised, paper-based, manual  processes,  thus  reducing  the  errors,  high  administrative  costs  and  time delays associated with existing procedures. Zespri’s objectives are to implement a standard, automated Accounts Payable (AP) process throughout its international operations which leverages the appropriate technology capabilities.

To realise this objective, Zespri has appointed Efficiency Leaders to deploy their Efficiency Leaders Automation Platform (ELAP).

The project has been implemented in New Zealand with success and the solution is now rolled-out globally.

Although process automation is an important component of Zespri‘s project objectives, the principal benefit for them is that the business will have end-to-end visibility of their processes internationally. The new, standardised, automated process will allow the organisation to move into new markets without having to develop new processes each time.
Manual handling of paper and manual data entry will also be significantly reduced.

As part of the solution, Efficiency Leaders worked with Zespri to address challenges   that Zespri were experiencing with their Kodak scanners not being able to scan directly to email. Whilst the scanners offered limited functionality, Efficiency Leaders deployed some of its own sophisticated scanning technology which enabled the devices to scan- to-email efficiently in the way that Zespri required. This, along with the multi-language geographically distributed solution, supports Zespri’s objective to improve operational efficiencies globally.

As a New Zealand based organisation, Zespri believes that working with locally based Information Services (IS) delivery partners to deliver on their business objectives is critical. They were also determined to partner with a company which shares their passion and commitment to providing best of breed solutions to their customers. Zespri found the passion it was seeking in the Efficiency Leaders’ New Zealand team. The two companies have quickly formed a productive technology partnership which will redefine the way Zespri administers its business units in New Zealand and around the world.

About Zespri

Zespri International Limited is the world’s largest distributor of kiwifruit, with operations in more than 60 countries accounting for 30% of global kiwifruit volume. Zespri sets the benchmark for excellence and delicious, nutritious kiwifruit with the Zespri Brand. Zespri’s global headquarters are in Mount Maunganui, New Zealand, in the heart of New Zealand’s largest kiwifruit producing region, the Bay of Plenty. With offices in Europe, Asia, and North America the company is owned by more than 3,000 current and past kiwifruit growers, who share a commitment with the Zespri Board, Executive Team and staff to the continuous quality improvement of Zespri Kiwifruit.

https://www.zespri.com/

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Brickworks SharePoint Solution Case Study

April 12th, 2016 Posted by Blog, Case Studies 0 thoughts on “Brickworks SharePoint Solution Case Study”

Manufacturer Saves with Automation via Company-Wide ERP Connection.

We can now go into our ERP software and click on a link to view the associated paperwork relating to the transactional information, which across 65 sites has been magic and saved a lot of phone calls and emails.

Damien Frost, General Manager Finance, Brickworks

Prior to automation, Brickworks relied on a team of Accounts Payable (AP) clerks to manually process 10,000 invoices per month. An invoice was generally touched 8 times during processing which opened the door for delays and manual errors. As part of their continuous improvement practices, Brickworks recognized the opportunity to improve this business-critical process and turned to Efficiency Leaders to implement Kofax’ Business-Critical SharePoint solution. The outcomes of the deployed solution were maximized by connecting and better utilizing their existing line of business systems and Microsoft® SharePoint® 2010 for improved efficiencies and return of investment.

Paper-Based and Manual Workflows

General Manager Finance, Damien Frost, arrived at the company in 2007 to find a paper-based workflow in place to deal with around 10,000 invoices a month.

Invoices getting lost was quite common and they bounced around different locations trying to find the right person to approve them,

said Frost.

The typical flow of invoice processing was to create a manual purchase order then upon receipt of the goods the invoice would be stamped, reviewed and approved by a manager who would sign it and then send it to  accounts payable with the purchase order attached. The data would be keyed into the ERP system, generate a batch that would be reviewed by a manager who would manually review the invoices again before the batch was released for payment.

Processes Years Behind

We did a process flow analysis and found that an invoice was generally touched eight times by our staff. We had over a dozen staff doing data entry in accounts payable alone, our processes were years behind where we needed to be,”

said Frost.

The large number of suppliers, over 11,000 individual firms, meant a wide variety of invoice formats are received and thus any automation project would have to address the requirement of extracting the invoice data without the use of templates, before entry into Brickworks Maximise ERP software. Additional complexities facing AP automation included multiple currencies, multiple versions of the ERP system and more than 20 company entities that would need to reference the different versions depending on the recipient company that was invoiced.

THE SOLUTION

Business-Critical SharePoint 

Brickworks decided to introduce automated account payables workflows and increase efficiency in their business-critical processes by connecting their existing line of business systems with SharePoint. Implemented by Australian and New Zealand solutions provider, Efficiency Leaders, the Business- Critical SharePoint (BCSP) solution integrates Kofax Capture, Kofax Transformation Modules and Maximise Financials via Microsoft SharePoint 2010. It provides user interaction for both workflow and image and data storage and includes complex routing for review/approval and receipting for processing invoices.

THE BENEFITS

Automated Workflows Implemented 

Now Brickworks employees are able to raise and approve purchase orders on line rather than manually, so that these can be automatically matched with scanned invoices. The solution delivers automatic classification and separation of documents. The solution also caters for supporting documents which are combined with the invoice and stored as one file linked to the finance system, enabling easy retrieval when the need arises.

Seamless User Experience

After scanning, all invoices are still checked by an operator for accuracy, and then if the scanned invoice is matched with a purchase order it will go straight through to the ERP platform for payment. Otherwise it is delivered in an ELAP workflow so that the PO raiser can action any unresolved items. In the case of non PO invoice, the appropriate manager receives an email with a digital copy of the invoice for approval. Once they submit it for payment, it will check the manager has the right authority as set out in the ERP system.

Significant Savings across the Company

In our test locations we have had around a third of invoices going straight through with a match to a PO. If I am able to replicate that across the business our savings will be significant and our ultimate target is even higher than that. We can now go into our ERP software and click on a link to view the associated paperwork relating to the transactional information, which across 65 sites has been magic and saved a lot of phone calls and emails,

says Frost.

Efficiency Leaders adds,

SharePoint 2010 had never been used at this level of integration. Making the user experience as seamless as possible required all products and parties to work closely together.

About Brickworks

Brickworks Building Products in Australia has a long history as a supplier of building materials dating back as far as 1908. Brickworks employs over 1200 staff and has operations at over 65 different locations across Australia and New Zealand as well as a distributor network that supports export sales to countries such as Japan, Taiwan, Korea and the Middle East.

When General Manager – Finance, Damien Frost, arrived at the company in 2007 he found a paper-based workflow in place to deal with around 10,000 invoices a month in support of Brickworks’ operations in over 60 different locations across Australia and New Zealand.

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Aged Care Accounts Payable Automation Case Study

April 12th, 2016 Posted by Blog, Case Studies 0 thoughts on “Aged Care Accounts Payable Automation Case Study”

Efficiency Leaders have implemented an accounts payable automation solution for one of the largest providers of Aged and Health Care services in Australia.

As with a lot of organisations within the aged care, health care, and community care sectors, this customer works under increasing pressure to deliver a very high quality of care for their residents and patients, on a very limited and shrinking operational budget.

They recognised that their internal financial administration relied heavily on manually intensive, paper based processes. Due to this, they were experiencing processing bottlenecks and data entry inaccuracies entering their finance system.

The processing bottlenecks and data entry errors impacted on the quality of care being provided to patients and residents, as the supply chain was often interrupted. This exposed some of the facilities to poor financial and operational audit results.

The customer engaged Efficiency Leaders to provide an accounts payable automation solution, following an intense evaluation of three other solution providers. Efficiency Leaders was selected due to the quality of their customer reference sites.

The customer solutions, referenced by Efficiency Leaders, delivered the highest post- implementation efficiency outcomes, compared to other vendor references that were evaluated.

Efficiency Leaders demonstrated greater depth of knowledge and experience in development and deployment of capture based automation solutions in Australia and New Zealand. Additionally, the ability to reduce errors and processing times was clearly demonstrated in the evaluation process, which gave the customer a great deal of confidence that Efficiency Leaders was the right partner.

The ELAP solution comprises the world’s leading image capture and data transformation engine which automatically classifies and separates incoming supplier invoices. Additionally, the system extracts the body of email messages received from suppliers, which adds context to each invoice and facilitates better communication for processing staff.

Intelligent business rules are applied to each invoice for compliance checking and validation against TechnologyOne Financials’ Purchase Order, Goods Receipting and Supplier databases. Compliant invoices are processed straight through to the finance system without any intervention.

The solution accommodates approximately 20,000 invoices per month passing through the accounts payable team for processing into TechnologyOne Financials, and has the scalability to support the company’s growth strategy to incorporate future business process improvement initiatives across the enterprise.

The implementation involved a phased approach starting with NSW, followed by QLD and then other states, as additional locations became familiar with the new technology platform. The phased implementation strategy enabled easy transitioning and change management for staff.

The solution was rolled out within the specified budget and according to the initial project time frame. The automation solution has better enabled the finance team to reduce unnecessary processing overheads, improve the accuracy of information entering their finance system, provide easy access to invoice images, reduce the time to process and improve supplier relationships. This has resulted in an increase in the quality of care for residents and patients: A great win for the organisation!

The provider is responsible for over:
12,000 staff and volunteers;
15 Public and Private Hospitals;
15 Retirement and Aged Care Facilities;
and 22 Community Care Centres.

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