laserfiche & ricoh canada presentation | gartner itxpo 2013
DESCRIPTION
Enhance your end-user experience by using ECM as a Shared Service.TRANSCRIPT
Enhance Your End-user Experience
Using ECM as a Shared Service
Chris Adamson
Director IT, RCloud & Professional Services
Ricoh Canada Inc.
Agenda/Topics
‣ What’s our history?‣ What is expected of ECM today?‣ Is there “nutrition in eating what you cook”?‣ Is ECM in the cloud a compelling solution?‣ What else can be achieved?
What if…
‣ You could bring a technology solution to your Sr. Management Team that reduces a core business process cost by 25% - would you?
‣ If you already have the knowledge, experience and skills to deliver a solid business solution – would you use it?
Our Relationship
• Partners since 1998 (originally as Ikon Office Solutions)
• Over 450 customers across Canada• On-Prem application solution deployments
‣ 15x Laserfiche Channel Award Winner‣ #1 Laserfiche VAR in Canada‣ Top 3 Laserfiche VAR Globally‣ 40 Trained Systems Engineers and Solution Consultants‣ 1st Channel Partner to port Laserfiche to a shared services
platform (RCloud: ECM, 2013)• 21 RCloud SaaS customers (3-4/mth)
Laserfiche Corporate Profile
‣ Laserfiche v1.0 released in 1987‣ Over 30,000 installations globally
‣ Nearly 300 employees
‣ 20% Growth Annually
‣ 1000 VARs Worldwide‣ Offices in Hong Kong, Shanghai,
Toronto, Tampa, Washington D.C., London, U.K., Panama
‣ Gartner Magic Quadrant‣ BLI: Laserfiche 9 Unites ECM and BPM
“Laserfiche provides the management tools to make smarter decisions”
Laserfiche has the base capability and channel strength to meet the ECM needs of the mid-market, government and the enterprise
• Laserfiche has been serving process-centric SMEs for 30 years. • The solution is available in two flavors: Rio for enterprise deployments, and Avante for SMEs.• It has gained traction by offering the enterprise a scalable ECM/RM solution that can grow with &
within the organization to compliment or replace existing document and data process automation systems
Overview
• Leads innovative solution development for mobile technologies, web services automation, eForm enablement backed by a secure, scalable information (content, documents, structured text) repository.
• Has an Integration Marketplace, where connectors can be purchased for a wide variety of products.• Well developed channel and software products to service mid-market demands in imaging and
workflow
Strengths
The Laserfiche Software Solution
ECM ROI Expectations
IT Tech is the foundation for building business outcomes
IT Solution Expectations:‣ Reduction of personnel hours required to complete a process or generate
income‣ Minimize time required to deliver a product or generate revenue‣ Reduction in variable costs or duplication of tasks associated with completing a
process or generating profit
‣ Unique ROI Found in ECMo Bundled functionality―including capture and workflow―extends workflow to the
point of content creationo Choice of interface allows information to be presented in the proper context for all
participants in any particular processo Integration capabilities built into the workflow automation system eliminates
redundant data entry, automates decisions and keeps multiple systems synchronized
Options in Market
‣ Point solutions‣ Changing times: ‘Everything’ as a Service‣ ECM innovation
• Integrating technologies into services that meet business user needs
• Building scalable processes for provisioning and support
• Short route to enterprise productivity & profitability• Package functionality: workflow - simplified• Innovation in a credible way
Market Validation
• Employee Expense Process Big Hit opportunity:
o Touches 50% of Org. Headcounto Employee Sat & cash flow relianto Highly paper based, labor intensive – archaic
‣ Process automation “internal consulting”‣ Going to market for a BPO services solution…
or “eat what we cook!”‣ Capitalizing on the experience and tools
currently available in the Ricoh portfolio
Opportunity to Use What We Sell
Case Study
Ricoh Employee Expense System
Business Problem
The goal of the project:‣ Build a solution to enhance the current expense
process, audit, reporting and productivity‣ Reducing the time it takes for an expense claim
to be processed from submission to payout‣ Eliminating data input redundancies
• (3x entry of the same/similar data)
‣ Services automation, ensuring visibility and status notification throughout the cycle
This project utilized a simplified 5-phase methodology:
1. Project plan development, timelines, resources, SMEs
2. Current state assessment, analysis, consulting, cost uncovery, business decisions relating to processes
3. Configuration & design, review and solution validation
4. Deployment, UAT, change management and conduct training activities
5. Transition, project documentation, lesson’s learned and “one to many” knowledge transfer
Project Scope
Consulting Models
‣ Solution Development Methodology• Assess, Analyze, Apply, Achieve
‣ Models & Methods• DMAIIC• Lean• PDCA• 7Cs• CMM• USE
Current State
Data entry errors
No Visibility - Tracking
Duplication of expense detail
Loss of expense report in mail
.5
1
1
.5
50
100
100
50
25
100
100
25
Measure Impact
Risk Assessment: If we do nothing = 250 factor
Related Factors Severity Probability Risk Factor
Legend:Severity: 1=High, .5=Medium, 0=LowProbability: 100=High, 50=Medium, 0=LowRisk Factor: (Severity*Probability)
Definition of ResultsRisk Factor of 100 = High RiskRisk Factor of 50 = Medium to High RiskRisk Factor of 25 = Medium to low RiskRisk Factor of 0 = Low Risk
Call to Action = +/- 100 factor
Improvement Design
5 Universal Steps: MDS‣ Understand: costs, time, dependencies, gaps‣ Improve: right-size, BPO‣ Transform: Implement, change management‣ Govern: Manage, report, control‣ Optimize: Continuous improvement,
sustainability
Cloud Architecture: “High Value – Low Touch Services”
Proposed State – RExS
50% Process Step Reduction
Implementation of Online tool
No Visibility - Tracking
Duplication of expense detail
Loss of expense report in mail
Data entry errors
.5
0
0
0
.5
50
0
0
0
50
25
0
0
0
25
Cloud Enabled Automation
Risk Assessment: Implement web-based tool = 50 factor
Related Factors/Items Severity Probability Risk Factor
Legend:Severity: 1=High, .5=Medium, 0=LowProbability: 100=High, 50=Medium, 0=LowRisk Factor: (Severity*Probability)
Definition of ResultsRisk Factor of 100 = High RiskRisk Factor of 50 = Medium to High RiskRisk Factor of 25 = Medium to low RiskRisk Factor of 0 = Low Risk
RCloud Services: ECM
RExS Solution
‣ Cloud based delivery platform‣ eForm web presentment and submission‣ dB / ERP integrated
Solution ~ Cont’dEmployee Interface
Management Interface
Description 3rd Party Solution (BPO)
RExS On-Premise
Upfront Costs Low Medium
Ongoing Costs High Low
3rd Party Audit Yes No
Integration to ERP Sys
Yes Yes
Web Based Yes Yes
Can be used for other business processes?
No Yes
Adds Ricoh customer value?
No Yes
Cost per Expense Report
$ 3.27 $ 2.85
BPO vs. On-Premise Solution (RExS)
13% Reduction in per report costs
Solution Options
Description On Premise RCloud
Upfront capital investment
Software + Hardware
Software Only
Sales Leverage Good Better
Managed by Ricoh IT Ricoh PS & RCloud Team
Location of computing environment
HQ Datacenter
RCloud(VDC)
Integration to Baan Yes Yes
Cost per Expense Report
$ 2.85 $ 2.47
RCloud vs. On-Premise
25% Reduction in per report
costs vs. 3rd Party Solution
Avg. Volume: 1,200/month
Solution Option – a 2nd Look
Process Time Phase Inspection
‣ Benefits through time reductions = cost reductions‣ Business transformation through process automation
RExS Solution
Manual Process
66% Process Time Reduction
‣ Laserfiche is web-based, Cloud enabled, utilizing a mobile forms solution that streamlines and automates the entire expense process
‣ Managers can easily “Inspect what they expect” within expense claims
‣ Employees will have complete visibility from submission to payment
‣ Eliminate paper through online processing and e-receipts
‣ Automation lowers transaction, processing and time dependencies, including cost reduction related to reduced manpower (-1.5 FTEs)
‣ Savings and cost reduction generating net benefit of $256,493 over 5 years
‣ Support future improvements and optimization within Service Operations
‣ Project supports key organizational strategies:• Cost reduction • Improved organizational effectiveness• Enhanced employee engagement
Solution Benefits to Ricoh
Next Steps
‣ UAT finalization & Production Launch‣ ERP integration‣ ADP payroll automation• Foundation for other projects
Accounts Payable Approval Automation Field Operations and other service reporting Legal – Contracts renewal automation
Questions?
Thank You!