Posts tagged "Sharepoint"

Delivering Business Value Using SharePoint & Capture Enabled BPM

April 21st, 2016 Posted by Blog, White Paper 0 thoughts on “Delivering Business Value Using SharePoint & Capture Enabled BPM”

While the case for taking an enterprise view of data capture into Microsoft SharePoint is persuasive, actually implementing the strategy is more challenging. In the US and Europe alone more than 20 million tons of office paper is produced and consumed every year.

The use of paper remains pervasive across many industries, resulting in high administrative overhead costs and too many points of failure as documents are routed throughout the organization. The cost to file a single paper document is $20, while searching for a misfiled document costs $120 and reproducing a lost document is estimated to cost $220. The total cost of printing, copying, storing and mailing is 10 times the original purchase price of the paper itself. Despite these costs, a recent survey by AIIM showed less than 30% of SharePoint users are managing scanned documents in
SharePoint. Those that are scanning documents to SharePoint are doing simple ad-hoc scanning, capturing single documents for storage in SharePoint. They are not performing scan to process, capturing documents at the point of origination, and entering them directly into the business process with minimal manual intervention.

To fully leverage SharePoint, organizations need to capture both electronic and paper based information in an automated, “touchless” fashion. Yet, despite the demonstrable benefits of integrating all information — whether paper or electronic — into ongoing business processes and eliminating paper from those processes, the existing systems, methods and mindsets are typically so entrenched that capture automation is difficult to achieve. This paper will explain the value of capture enabled business process management (BPM) with SharePoint.

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Industry watch: Sharepoint Strategies

April 21st, 2016 Posted by Blog, White Paper 0 thoughts on “Industry watch: Sharepoint Strategies”

SharePoint has become one of Microsoft’s fastest selling products of all time. Initially promoted in its 2003 release, the 2007 update has propelled SharePoint into nearly two thirds of the AIIM community, and the 2010 release looks likely to add further momentum. SharePoint has created a new collaboration paradigm, encouraging many new users, and fuelling innovative add-on applications.

However, the rapid adoption rate for SharePoint has created confusion in many organizations regarding their future strategy for information management, particularly those with existing and established ECM (Enterprise Content Management), RM (Records Management) and BPM (Business Process Management) systems. Many new users consider SharePoint to be an IT infrastructure project and have little experience of document and information management. Even for experienced users and consultants, the openness and breadth of the product raise a number of critical governance issues. Meanwhile, vendors across the ECM spectrum have rushed to integrate their products with SharePoint in order to add value or plug potential functionality gaps.

In this report, we look more closely at the impact SharePoint is having, both for existing ECM-suite users and for those choosing SharePoint to be their first ECM system. Features and functions are changing fast, so planning and policy setting are vital. In this report, we measure the experiences of users so far, and highlight their options for the future.

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The SharePoint Puzzle: adding the missing pieces

April 21st, 2016 Posted by Blog, White Paper 0 thoughts on “The SharePoint Puzzle: adding the missing pieces”

SharePoint has evolved from a somewhat lowly position to become the Swiss army knife of corporate IT departments, promising collaboration, team and project management, electronic content management (ECM), intranets and portals, records management, and more – straight out-of-the-box, and with over 70% of organizations having deployed SharePoint in some form, it appears to be here to stay.
However, whilst a Swiss army knife is useful because it has many different tools, none of those would

However, whilst a Swiss army knife is useful because it has many different tools, none of those would normally be the tool of choice for a professional in any single area: opening a bottle of wine with the mini corkscrew might be fine once in a while, but a sommelier opening 30 bottles a day would use a piece of equipment built for much more frequent and rigorous use – stronger, easier to operate and more reliable.

So does SharePoint resemble the Swiss army knife? Good if you want to do a bit of collaboration here and there or a quick and easy intranet, but not quite robust enough for daily usage or enterprise-wide deployment? Or is SharePoint the rightful choice as the multi-disciplined IT tool for today’s organization?

Many would argue that the sheer volume of 3rd party add-ons highlight that SharePoint is nothing more than a Swiss army knife: a platform that requires users to plug-in “industry-strength” tools from external suppliers in order to achieve the performance, functionality and robustness required.

In this report we explore these questions, collectively described as “the SharePoint puzzle”. We look at why organizations selected SharePoint in the first place, how it has performed against expectations, which parts of SharePoint businesses are using for ECM, collaboration, social, and business process management (BPM), and where gaps have been identified. We explore how organizations are adding these missing pieces with SharePoint add-ons, 3rd party extensions and cloud services. Finally we look at spend predictions for SharePoint-related software and services in the coming 12 months.

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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.


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.


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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Preservation: An essential part of Information Management

February 8th, 2013 Posted by Blog 0 thoughts on “Preservation: An essential part of Information Management”

I was just reading about the Leon Levy Dead Sea Scrolls Project – where they’re capturing digital images of the scrolls using very unique camera/scan devices – to digitize, preserve the information, and make it available to the public. This artefact and the information it contains are priceless and could easily be lost, thus the need for preservation.


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