OTHER SELECTION CONSIDERATIONSThis section will bring your attention to two additional considerations that come into play when switching or enhancing your Document Capture solution
REASONS FOR SWITCHING PARTNERSWhen you have an existing solution in place that has proven inadequate, be sure to 'do your homework' and understand if that's a lack of features issue or a delivery/vendor/people type of issue or maybe it’s something else.
That could then help you narrow down a list of potential vendors and quickly eliminate those who may potentially have the same type of limitations. You may also opt out for a different partner or integrator and stay with the same vendor, which may be a lot more cost effective then ripping apart the solution and starting from scratch. Many systems will look good in demo and get implemented but you have to be confident that the vendor will be there for you and be able to help you when issues come up.
A WORD OF CAUTIONAnd now I've saved the best for the last. To paraphrase the God Farther,
"One BA with a pen will outsmart 20 developers with latest computers"
A capture solutions can quickly get expensive, so it is vital that you only consider and implement the requirements that will really make a difference for your business users. Use the 80/20 rule where 80 percent of the benefits will come from just the 20 percent of the features. Yes, it’s also critical to pick a solution that will continue to support you as your organization grows and add features and volumes, but it’s best if you don't have to invest in all 100 percent of features and modules day one, just as it is the case with Oracle WebCenter, where you can start on relatively small footprint and have the solution expand on as needed basis.
ORACLE DATA CAPTURE TOOLSAnd now that we have a system for evaluating vendors, it’s time to take a look at Oracle product offering - Oracle WebCenter Imaging, Oracle WebCenter Capture and Oracle Forms Recognition
ORACLE CAPTUREOracle Capture excels at Image Enhancements, flexible import tools, manually assisted indexing and generation of searchable PDF/A. Documents can then end up in Oracle WebCenter Content or WebCenter Imaging - for additional image manipulations and image-centric workflows.
IMAGE ENHANCEMENTSOracle Capture offers a rich set of Image Enhancements (See screenshot below) that can be applied during scanning or to imported documents:
MANUAL ASSISTED INDEXINGOracle Capture allows you to fully automatically extract bar code information, convert and check in document without any user intervention, but when additional processing is required, it makes it easy to map specific areas of each type of document to metadata fields where you'd like the information to end up (See screenshot below)
Oracle Capture then offers you rapid customization facility where you can implement additional validation, database lookups and automate all aspects of automatic or manual-assisted indexing.
REAL LIFE STORIESBelow are two real life examples that will illustrate the types of scenarios here Oracle Capture is at its best:
DOUBLED PRODUCTIVITY OF DOCUMENT CONTROL PEOPLEOne of the projects we recently completed was automating workflow and document control for a nuclear power station operation management provider. As part of doing business, they exchange a ton of technical specifications and formal transmittals with their government clients and sub-suppliers. Prior to implementation, information was duplicated, not easy to organize and retrieve and they didn’t have a structured workflow process.
Before using Capture, average time spent per document was benchmarked at 2 min 17 sec – on a 15 field check in form. With using Capture for extracting verifying and correcting pre-filled values – time spent per document dropped to just over 33 seconds!
That’s over two hours of added productive time (out of estimated 4) per Document Control person per day – a 200% increase in productivity!
75% PRODUCTIVITY INCREASE OF CLAIM PROCESSING CLERKSAnother our recent project I’d like to mention is the one where we’ve automated document storage, acquisition and workflow for a mid-sized insurance company. They have significant volume of incoming claim-supporting correspondence – mostly scanned documents coming in by email.
Over the years, they’ve tried more than once to extract meaningful metadata fields such as claim number and policy id – on check in – with various degrees of success.
They’ve also relied on a custom, outdated component that automatically checked in incoming email attachments. The component was buggy and unreliable.
Implementing Oracle Capture allowed them to finally retire component and begin to extract important metadata values out of incoming documents – during the check in process. Time spent per-document dropped from an average of 1.5 minutes to just under 22 seconds!
And the unsupported and buggy custom component was replaced by Oracle Capture Import Server.
ORACLE FORMS RECOGNITIONOracle Forms Recognition intelligently locates and extracts unstructured data from a broad range of documents, including purchase orders, remittance, freight bills, and healthcare claims, reducing costly, labor-intensive manual processing tasks and errors. It will allow you to easily grow document processing volumes across applications with a scalable forms recognition system.
OFR can integrate with Capture and provides intelligent classification, data extraction and matching. The strongest sides of OFR are rule-based forms recognition and integration with other Oracle products like the EBS.
INTELLIGENT FORMS RECOGNITIONOFR can be configured to recognize a large number of document types and extract multiple information fields. For instance, when processing invoices, it can extract the header information as well as the line items from the invoice itself - and see if the total of all line items adds up to the total specified on the invoices. If business rule exception occurs, users can easily correct the situation by firing up the Verifier app. The screenshot below shows how an approval stamp on the invoice has obstructed the last line item, which triggered an exception (See screenshot below)
Use can then add a line to the list of extracted lines on the invoice, which will clear the exception.
ORACLE EBS INTEGRATIONOnce the information is extracted, it can be sent to Oracle E-Business Suite while the document itself can be stored in WebCenter Images. (See screenshot below)
The document is then readily available from within the EBS with Attachment functionality - and can be viewed and annotated without leaving the EBS.
SEAMLESS END TO END PROCESS AUTOMATIONThe key strength of Oracle Capture Tools is not only their industry leading features like Image Enhancements in Capture and Automatic Classification and Intelligent Extraction in OFR, but their seamless integration with other Oracle Products, like the EBS and PeopleSoft.
CONCLUSIONWhile marketing data and high level observations are readily available from various sources across the Internet, businesses are often fall victims of hype and complexity and end up making costly mistakes when it comes to selecting and integrating components of their Document Capture system.
In addition to (yet another) brief market review, this whitepaper provides an in-depth look at the key 'moving parts' hidden behind even document capture solution and provides complete and easy to follow checklist, that helps organizations to quickly turn vague intangible requirements into specific actionable steps - steps that make selection of vendors, tools and components easy and fail-proof.