evolving sharepoint: taking it to the next level · 4 vendor partnerships ! microsoft ! kofax !...

Concerta Consulting

Evolving SharePoint: Taking It To the Next Level

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Concerta Corporate Overview ! Who: Systems Integration Consultants ! What: Focusing on ECM - Document and Records

Management, BPM and related solutions ! When: founded in 1997 ! Where: Offices in Vancouver and Calgary

! 18 full time and contract staff located in Vancouver and Calgary ! 16 full time staff located in Calgary; projects supplemented from

other resources as required ! Supporting clients from Vancouver to Grande Prairie to Dallas to

Wyoming

! Who for: over 160 customers in Western Canada ! Microsoft SharePoint 2010 – Silver Partner

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Solution Expertise ! Enterprise Content Management ! Oil and Gas Solutions ! Accounts Payable and Administrative Workflow ! High Volume Imaging ! Integration With Line of Business Applications ! Records Management ! Custom Development ! Business Process Management (BPM) ! Government (Municipalities; School Boards) ! Document Publishing / Content Management

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Vendor Partnerships ! Microsoft ! Kofax ! Collabware

! OpenText ! Fujitsu

! SeeUnity ! Ultimus

! Epona ! ADP/DO ! CAD Capture

! Vizit

ECM (Document / Records Management) Document and Data Capture Records Management for SharePoint

ECM (Document / Records Management) Document Imaging Scanners

SharePoint / Legacy ECM Integration Business Process Management (BPM)

SharePoint Add-on for Legal Electronic Invoicing Engineering Drawing Management

Document Viewer for SharePoint

•  Leading Integrator in Western Canada for most of our vendor partners

Concerta Consulting

SharePoint : A platform for Business-Centric Solutions

Integration between CS Explorer and Kofax Capture for Joint Venture David Smit

dsmit@concerta.com

403 614 6617

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Business Objectives ! To Make the Joint Venture Files available

electronically

! Give JV Representatives easy access to their files

! Better Collaboration ! JV Departments work with both internal departments (e.g. Accounting) and

external companies. ! Their job is very document-centric ! Make it easier to find and retrieve document

! Disaster Recovery

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Business Scenario ! CS Explorer (developed by P2) used by Joint

Venture Department as their Line of Business System (LOB)

! CS Explorer manages the following types of

Contracts: ! Contracts (including JV) ! Mineral ! Surface ! Wells and Well Utilities

! JV Reps spend most of their day reviewing agreements and managing the data around their agreements in CS Explorer

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Business Scenario ! Most of the Files the Joint Venture Reps use are filed

in a physical file room. ! JV staff need to go to the file room to retrieve the

files they need. ! Bring the files or documents back to their desks ! Do their work and then return the files ! Issues:

! Files go missing ! Files are sometimes on someone else’s desk ! JV Reps need the physical file to do their work

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Concerta’s Solution ! A document capture solution to scan physical

documents and files. ! Ensure high quality images ! Capture the document’s metadata:

! Joint Venture File Number (assigned by CS Explorer) ! Document Date ! Joint Venture Document Type

•  Agreements •  Assignments •  The list goes on…

! Box Number

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Concerta’s Solution (cont.d) ! Create a searchable PDF of the documents, so

users can do full text searching in the document ! Export the files to a Document Management System

for storage and easy retrieval ! Make it really easy for Joint Venture Reps to find

and access their files right from within CS Explorer. ! Make it easy for JV Reps to either scan small

documents themselves, or to send documents to the File Room for scanning.

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Concerta’s Technical Solution ! P2ES CS Explorer (Line of Business Application) ! Kofax

•  Document Capture •  Data Indexing and Validation

! SharePoint 2010 •  Document Storage •  Metadata Storage

! Vizit •  Document Viewing •  Collaboration •  Comments

! Concerta CS Explorer Integration (glues everything together)

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CS Explorer

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Concerta CS Explorer Integration •  View Electronic Files based on the CS File Number. •  Add an Electronic file to the collection. Pushes the document

and metadata to SharePoint 2010. •  Print a separator sheet to allow the document to be scanned

by Kofax or scanned by Kofax Front Office Server on an MFP.

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CS Explorer Integration – Add Electronic Document •  Allows for adding an electronic document to the JV file. •  Document does not need to be scanned and then printed

again. •  End user only needs to fill in two fields:

•  Document Type and Document Date

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CS Explorer Integration – Print Cover Sheet •  Allows the user to generate a Cover Sheet to automate the

scanning of a physical document in to the JV file. •  User only needs to select:

•  File Number (pre-populated from the file they are on) •  Document Type

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CS Explorer Integration – Coversheet •  Kofax captures the data from the Cover Sheet to automatically

file to the appropriate JV file number. •  Send document and coversheet to JV File room for scanning •  Scan using MFP

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CS Explorer Integration – Coversheet •  Automatic Document Separation (Barcode) •  Allows for Handwriting – JV Reps has domain expertise •  Constrained Handwriting •  Orientation Marks •  Generate Electronic versions

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Demo Time

!   CS Explorer Integration

!   Add Document

!   Print Scanning Cover Sheet

Kofax Front Office Server ! Capture documents straight from MFP Devices ! Ability to create a custom button called “Joint Venture” ! The user takes the Custom Separator Sheet, puts the actual

document behind it and scans it through the MFP ! Document gets processed through VRS ! Can be configured for no user intervention ! A batch gets created in Kofax

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Kofax Capture •  Scanned using a High Speed Scanner ! Automatic Separation ! VRS – Virtual Rescan

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Document Capture Options

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Kofax Capture (High Volume)

Front Office Server (MFP /Ad-Hoc)

VRS (Virtual Rescan)

SharePoint 2010

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Why is this a challenging original?

Shaded Background

Dot Matrix Text

Highlighter

Coffee Cup Stain

Carbon Copy Handprint

Low Contrast Logo

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Without VRS…

Shaded Background

Dot Matrix Text

Highlighter

Coffee Cup Stain

Low Contrast Logo

Image File Size = 135 KB

Carbon Copy Handprint

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With VRS…

Suppressed Background minimizes file size and makes

images internet ready.

Dot Matrix Text is enhanced.

Highlighted text is readable.

Coffee Cup Stain is not interfering with bar code anymore.

Low Contrast Logo is still

visible.

Image File Size = 47 KB

Faint Handprint is automatically

enhanced.

VRS – Virtual Rescan •  Works with both:

•  Kofax Capture (High Volume Scanning) •  Kofax Front Office Server (MFP/Ad-Hoc)

•  VRS also provides: •  Auto Orientation •  Blank Page Deletion •  Descew •  Up to 80% less re-scans

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Kofax Capture Process

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Kofax Capture – Batch Manager

•  Documents from Kofax Capture and Kofax Front Office Server end up in Batch Manager

•  Ready for Validation

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Kofax Capture – Validation •  Ensures consistent metadata •  Validates against CS Explorer for Valid File Number •  Validates Document Type

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Document Exported to SharePoint

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Demo Time

!   Kofax Capture Scanning

!   VRS – Virtual Re-scan

!   SharePoint 2010 Document Library

!   Vizit

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Review •  We showed you our Joint Venture (JV), SharePoint 2010,

Kofax and CS Explorer Integration

•  We can do these integrations with other commercial 3rd Party or in-house software.

•  We can do everything you saw today in SharePoint 2013 (the next version of SharePoint)

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Questions •  Any Questions?