solution design overview - helpsystems rjs
TRANSCRIPT
05/03/2023 1
Presented by:
Bill WhalenSenior Solutions Specialist, RJS Software
The RJS Solution Design and
Business AnalysisYour Roadmap to Success
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• About RJS Software
• The Solution Design and Business Analysis
• Summary
• Learn More
Agenda
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• Software Developer
• Founded in 1990 in Minneapolis
• Product focus:
About RJS Software
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A Solution Design is a comprehensive
planning and analysis service and the
first step for any major IT project. We
analyze current business processes,
identify areas for improvement or
automation, and work with you to
establish a project plan and solution
recommendation.
Why Use the Solution Design?
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A Business Analysis can help you get the
most out of your current software and
systems and provide recommendations
for extending those solutions to other
departments or business processes.
Why Choose a Business Analysis?
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• The Solution Design and Business Analysis Help You:– Solidify your understanding of the problem
and desired solution– Select the best solution for you– Ensure everyone is on the same page– Document clear objectives– Create a feasible schedule– Get commitment to implement– Define a common language to use when
talking with a solution provider– Describe the requirements and the
expected results– Avoid surprises
Taming Your Projects (and the solution provider)
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Implementing an IT Project
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Understand the Problem1Identify Goals and
Requirements2
Design the Solution4
Document and Present6
Calculate ROI5
Map the Current Process3Solution Design
The Solution Design
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Calculate ROI5
Solution Design
Understand the Problem
1
Identify Goals and Requirements
2
Map the Current Process
3
Design the Solution
4
Document and Present
6
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• Involve key users/departments and understand the problem:– Paper reduction in the workplace– Too many file cabinets– Difficulty in finding information (time + costs)– Distributed offices making it challenging to share documents– Need for increased security in accessing information– Industry/Government regulations– Too many systems, not integrated, difficult to distribute documents– Time and cost to retrieve and distribute documents– Managing the approval process
Step 1: Understanding the Problem
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Basic Process – Executive View
Rece
ivin
g
Make copies of documents
Sends copy to Accounting
Locate receiving document
Advanced Shipping Notification
Match to packing slip
Notate exceptions
Accept orderFiles in
receiving
Accounting files copy
Sends copy to Purchasing
Purchasing files copy
AP receives documents
Makes copies
Sends copy to Approver
Matching of documents Conforming
Non-Conforming
Reconcile process GL Coding Voucher entry Print checks
Match checks with paperwork
Approve / Sign
A/P
Sends copy to ReceivingPurc
hasi
ng
User fills out requisition form
Walks to Purchasing to deliver requisition Enters PO in the
systemPrints approved PO
Mails / Faxes PO to vendor
File copy in Purchasing
Sends copy to Accounting
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Basic Process – User View
Order Request Form
CompletedReviewer or ProxyApproves
Order
RequestorMakes
Photocopy of Req.
ManualDelivery of Req.
to Admin
Requestor File Copy
of Req.
Admin Sort and Deliver to
Reviewer for Approval
Copy of Approved
Req. Made
ManualDelivery of Req.
to Admin
Order Placed by Admin
Deliver Approved
Req. to Requestor
Order Placed by Requestor
File Approved
Req.
Copy of Approved Req. Filed
by Requestor
Deliver Approved
and Ordered
Req. to A/P
YES
Merge invoice checks printed
Checks are stuffed
MailUPS EFT/ACH
Single signature
checks
Invoice Received
FAX
Invoices Delivery to A/P - Plant
Invoices are
sorted
Look up in ERP to Verify Received
ReceivedY/N
Held until receivedNO
Visual Verification – Invoice to ERP
YES
2-3 WayVoucher Entry into
ERP
Copy sent to Approver
for Info/Approve
MatchY/N
NO
Notations made on Invoice
Invoice entered in
ERP by A/P clerk at the
plant location
YES
Invoice is filed at plant
location
Double signature
checksChecks are folded by machine
Mail Room
Require stuffing YES
NO
Standard Voucher Entry - ERP
Approved & Completed YES
Deliver to Approver if
needed
NO
Packing slip received by W/H clerk
Shipment Received – Changes /
Corrections written on
Packing slip
Packet Delivered
toReceiving
Desk
Copy filed at Plant
Copy delivered to Purchasing
Agent
Packing slip or
Receiver Stapled to
PO
Variance – PO vs
Received
Copies of Receiving
Documents Filed –
pending Invoice
YES
NO
NO
Product Received into ERP
2-WayPO against what
was received
Book accrual to GL in ERP
Plant clerk notifies
Purchasing Agent for resolution
Approved Requisition
Approved Request is
filed
Receiver is filed
Receiver or Packing Slip
Copy of PO for
Receiving awaiting receiver
PO is printed then copied multiple
timesCopy of
PO for A/P
PO is filed
Purchase Order (PO)
Copy of PO for Buyer
Deliver to
Buyer
Deliver to Receiving
Desk
NO
Solution Design/Business Analysis Kickoff
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• Customer Paper Problems - Examples:
Step 1: Understanding the Problem
Average time taken from receipt of invoice to payment: 42 daysOn average, 3.6% of invoices handled by A/P have errors
Cost of manually handling, checking, and processing a paper invoice and cutting a paper check: $8 to $12 dollars
Taking advantage of vendor discount offers due to processing time2 Way & 3 Way matching of PO’s, Receivers, and Invoices are manual
Cost to reproduce documents for audits or customer researchLack of control during approval process
28 AP processing locations creating redundancy and delivery costIncreased cost of postage for mailing purchase orders and checksAverage days in payables is too high / too lowAverage cost to process vendor payment: $8.15
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Calculate ROI5
Solution Design
Map the Current Process
3
Design the Solution
4
Document and Present
6
Understand the Problem
1
Identify Goals and Requirements
2
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• Key questions:– What are the manual steps in the process (photocopying, delivery,
sorting, follow-up on approving steps)?– Can we automate the claims, processing, new business process?– Can we centralize any of the processes?– How do you handle certificate creation, (other docs, etc.)?– How do you send your final documents?– Who needs to review and approve certain documents?– How do you file and retrieve the documents?
Step 2: Identify Goals and Requirements
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Calculate ROI5
Solution Design
Design the Solution
4
Document and Present
6
Understand the Problem
1 Identify Goals and Requirements
2
Map Current Process3
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• It’s more than just technology– Think about the documents you receive or create– Think about the ways in which you send/receive documents
• Faxes, Emails, Mail
– It is more than simply transforming paper into image format, it includes:• Indexing, Archiving• Searching, Retrieving• Sending it out to other people for approval, getting alerts and notifications, etc.• Integrating into your business application
– AND it includes integrating your business process into the equation
Step 3: Map Current Process
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• How to map the current process:– Identify points of origin, decisions and where it ends– Map the process, not only one task– Identify all personnel involved– Identify potential user issues– Identify all integration points with core applications– Identify document-related as well as activity-related tasks– Identify the “problem areas” or “opportunity areas”
Step 3: Map Current Process
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Current: Clerical/Processing
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Calculate ROI5
Solution Design
Document and Present
6
Understand the Problem
1 Identify Goals and Requirements
2
Map the Current Process
3
Design the Solution
4
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• Explore different scenarios to solve the problems identified• Validate chosen scenario with key users• Identify the technology required• Identify changes to business processes, business rules, etc.• Prioritize implementation plan• Schedule review of solution design with executive management
Step 4: Design the Solution
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Solution: Clerical/Processing
What does this mean to me?
•Electronic matching & associated document lookup from your desk•Documents routed to proper workbasket for processing•Electronically route documents for review/approval•Timers & Alerts for timely processing•No manual filing
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• Processing efficiency– Your Systems are the core: Your keystrokes within your Policy, Claims and other
systems feed the document management database. This standardizes data entry, eliminates redundant data entry and allows for easy retrieval of data and documents from system.
– Immediate access: Get direct access to documents from Policy, Claims or other systems from anywhere, anytime.
– No printing: Electronic documents digitally move through processes and are instantly available from authorized users’ desktops.
• Quicker resolution– Manage reviews and approvals: Automated workflow will allow users to
electronically route, review and approve documents in-process without ever moving a physical document.
Solution and Benefits Overview
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• Enhanced visibility and control– Automated archival: Documents and their indexes become electronic
documents and are archived as they are created. – Disaster recovery: In the event of fire, natural disaster or data loss, your critical
information can be retrieved as part of your disaster recovery plan. – A single platform: You document management solution can expand to additional
departments such as Legal, HR and more.
• Reducing the paper shuffle– Less paper and storage: Copies kept in multiple locations can be eliminated. This
reduces cost for storage and personnel while mitigating risk. Users will also be able to email, fax, view or print without creating multiple copies in multiple locations.
Solution and Benefits Overview, cont.
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Solution Design
Document and Present
6
Understand the Problem
1 Identify Goals and Requirements
2
Map the Current Process
3
Design the Solution
4
Calculate ROI5
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• Hard Savings– Reduction in personnel– Business operating costs (photocopying, postal mailing, courier services)– Reduction in infrastructure costs (sell a building, remove filing cabinets, etc.)– Increased in productivity measured by man hours saved not handling paper
(standing at fax machine, looking for lost or misplaced files, etc.)– Increased cash flow through better decision making
• Soft Savings– Improved customer service (higher customer satisfaction)– Better and faster access to information– Faster internal communications
Step 5: Calculate the ROI
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• Areas to look at for savings:– Legal mandates and Regulatory compliance – Off-site and onsite storage costs for existing documents– Labor reductions possible or additional labor required in the future– Lost/misplaced documents (a lost document may cost up to $150 to replace)– Reduced printing, mailing, faxing, special delivery costs– Cost of printing and printers (Total Cost of Ownership for printers)– Moving documents internally and making better decisions more quickly– Improve/leverage existing legacy apps and processing by linking to imaging– Improved security– Cost aversion – avoiding legal, compliance and other expenses since controls are
in place
Step 5: Calculate the ROI
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ROI
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ROI
0k
200k
400k
600k
800k
1,000k
1,200k
Month 1 (Project Kick-of f)
Month 2 (Implem.)
Month 3 (Implem.)
Month 4 (Go Live)
Month 5 Month 6 Month 7 Month 8 Month 9 Month 10 Month 11 Month 12 Month 24 Month 36 Month 48 Month 60
Total Net Savings Cummulative Savings
Cummulative Costs
Payback
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ROI – Detailed 5 Year ROI Analysis
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Solution Design
Understand the Problem
1 Identify Goals and Requirements
2
Map the Current Process
3
Design the Solution
4Calculate ROI5Document and Present6
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• Helps solidify your ideas, the goals, the analysis and all other steps you took until now.
• Gives other people an opportunity to review the Solution Design as a whole (some people may have only participated in parts of this process).
• Good way to ensure everyone is literally on the same page.• You can always go back to the document to check why certain
things are (or are not) being done.• You have something to hold the Solution Provider accountable.
Step 6: Why Document and Present?
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• Paperless projects are more than just technology.• Use the Solution Design to understand the problems, how to solve them and set goals.• Use the solution design to help you select the RIGHT solution for
your needs and requirements.• Beware of those who say “you don’t really need this, just trust me.”• Project management is key to any implementation. Be on top of it
and make sure there is a methodology and a process in place.– Management of scope and expectations = success.
Summary