Document Workflow / MFD

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Document Workflow / MFD
Beyond the Box
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Document Workflow / MFD Agenda

• What is Workflow?
• The Document Lifecycle
• Workflow within Corporate Processes
• Workflow Analysis Methodology
• Workflow Automation with Lexmark Document
  Distributor
• Lexmark Document Distributor Overview
• Exercises

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What is workflow?
Its all about process...
Workflow is the tasks, procedural steps,
organizations or people involved, required input
and output information, and tools needed for each
step in a business process. - www.whatis.com
Workflow consists of procedures where documents,
information or tasks are passed from one
participant to another in a way that is governed
by rules or procedures. - www.staffware.com
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Document Workflow
Components...
The Document Lifecycle
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The Document Lifecycle
Capture/ Route
Print (Enablers)
Applying Technology...

• Network Printer
• ImageQuick
• OptraImage
• Lexmark Document Distributor

• Printer
• Optra Forms
• ImageQuick
• Color
• OCR, OMR,
• ICR
• Bar Code

The Document Lifecycle
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Workflow within Corporate Processes
Sales Management
Order Processing
Shipping Receiving
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Sales Order Processing
Check credit
Check inventory
YES
YES
Schedule order
OK?
Fax
NO
Order complete?
Input Order
Contact Inventory Management
Process Order
YES
OK?
Sales
NO
NO
Evaluate risk
Create order confirmation
Verify Order
What is the status of my order?

• Manual notifications and updates
• Sequential processing delays
• Paper-based communications
• Manual monitoring and tracking

Notify Customer
Customer
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Workflow Analysis Methodology
Elements

• Define scope (physical, business processes,
  business objectives and issues, etc.)
• Address business objectives
• costs
• revenues
• efficiencies
• Environment independent (i.e. digital or paper)

Can always relate back to documents, then to
business impact!
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Workflow Analysis Methodology
Objective

• A method of demonstrating
• optimum way of applying technology
• impact technology will have on business
• device selection impacts entire potential
  business benefits

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Workflow Analysis Methodology
Steps

• Define scope (physical, business processes,
  business objectives and issues, etc.)
• Undertake matrix analysis
• user roles (documents, steps, devices, issues,
  etc.)
• document processes (users, steps, devices, etc.)
• devices (users, activities, documents, etc.)
• Interpret and identify potential issues and areas
  for application of technology
• Identify technical solution
• Demonstrate advantages (e.g. Findings, Cost
  Benefit Analysis, Pilot, etc.)

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Workflow Automation
Example Branch Office, Financial
Institution New Account Process
Past Process
Step 3 Express Mail original set to home
office Step 4 Send to New Accounts department
for processing Step 5 Send to Imaging center
for scanning, indexing and archiving
Step1 Make 2 copies of all documents Step 2
Give 1 set to customer and file 1 set
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Workflow Automation
Example Branch Office, Financial
Institution New Account Process
Objectives
Issues

• Multiple copies of same document
• Routing documents is time consuming
• Forms distributed hardcopy
• Express mail is expensive
• Poor audit trail
• Separate step for capturing electronically

• Improve customer service
• Reduce clerical duties
• Drive cost out of process
• Document handling
• Mailing
• Reduce cycle time for processing new accounts
• Relieve overburdened Document Imaging Center

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Workflow Automation
Map steps to Lexmark Document Distributor Actions

• Workflow
• Scan from T610sx from a branch office
• Scan passes over network to central office
• Document server receives image
• Image is converted to .eps
• Image printed back to OptraImage which conducted
  the scan
• Image and Index saved to a Lotus Notes database
  for archieving
• Send an e-mail with application attached via SMTP
  to New Accounts Dept. for processing

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Workflow Automation
Example Branch Office, Financial
Institution New Account Process
Lexmark Process
Enter Indexing Information and Execute New
Account process
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Workflow Automation
Example Branch Office, Financial
Institution New Account Process
Issues solved with LDD

• No need to print then distribute
• Route documents in seconds
• No need to send document via Express Mail
• No need to make additional hard copies
• Verification, audit trail (confirmation page
  e-mail)
• Archiving part of same process

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Workflow Automation - Creating a Business Case
Hard dollar savings
Reduced number of photocopies Reduced mailing
costs
Productivity savings
Reduced time spent on process Reduced number of
steps Reduced cycle time (beginning to end) Time
Motion Benchmark before and after activities
Relate savings to effect on business objectives
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Lexmark Document Distributor Summary
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Lexmark Document Distributor

• Applications
• Workflow Automation
• Indexed Archiving
• Document Distribution
• Print, E-mail, Fax
• Image Manipulation
• Conversion
• Benefits
• End User Easy, Error Proof, Saves Time
  (Enhances Productivity)
• IT Easy Integration, Customizable
• Finance Reduces Costs
• Facilities Increases End User Satisfaction,
  Reduces Costs
• Management Quality, Reduces Costs

Key Attributes Customizable/Adaptable Script
Language Easy to Setup Script Wizard Multiple
Access Points
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OptraImage Software Transition
6/26/2000
Lexmark Document Distributor Standard with
OptraImage
Lexmark Document Server NT Server Based Document
Distributor
Lexmark Image Manager Image Manipulation
Lexmark Image Manager Adds Document Server
Access, Indexing Capabilities
Lexmark ScanBack Utility Wizard for Scan to WS
Requires Services... LSS
Option (Server Based OCR / Integration)
Lexmark Document Distributor Advanced Edition
SPR (ICR/OMR/Barcodes a la carte)
Lexmark Document Distributor Custom Edition
ScanBack CD Upgrade 10-User Pack
Lexmark Document Distributor 10-User Upgrade
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Lexmark Document Distributor
Lexmark Document Server Heart of the Document
Distribution System, the Document Server receives
documents from OptraImage and the Lexmark Image
Manager processes the document and distributes
based on a customizable script. Compatibility
Win NT 4.0 service pack 5 or later, Win
2000 Translations Software English - Setup
Guide E, FIGS, BP
Lexmark Image Manager Application for image
manipulation including annotation, clean-up
tools, encryption. Distributor access has been
added and is used to send images to the Document
Server.
Lexmark ScanBack Utility Wizard for scanning a
hardcopy document back to your workstation,
desktop shortcuts can be created for process
automation.
Compatibility Windows 95/98/NT/2000
Translations E, FIGS, BP.
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OptraImage - Review
Features

• Fax - send and receive
• also, fax from workstation
• Copy
• Scan to e-mail
• PDF, TIFF or JPEG formats
• Scan to PC
• Web page to scan an image back to your
  workstation
• ScanBack utility and Image Manager
• Image manipulation tools
• annotate, despeckle, flip and convert images
• Scan to File Server
• scan an image to a predefined FTP file server
• Scan once, print many book copy mode
• wide-format OptraImage
• 11x17-inch book -- two 8.5x11-inch pages

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Lexmark Document Distributor
ScanBack Utility
Windows 95/98, Windows NT, or Windows 2000-based
computer
Scan completed, sent to OptraImage as profile
From OptraImage panel, select profile and press
Go/Send button
The ScanBack Utility is a Windows-based Wizard
for scanning a hardcopy document back to a
computer. Users can create desktop shortcuts to
configure the scan device with one click.
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Lexmark Document Distributor
Image Manager
ScanBack Utility
Image Manager
Document Server
Existing images from disk

• The Image Manager lets users manipulate and
  annotate images that are
• Received from ScanBack Utility
• Available on local or network drive (.bmp, .jpg,
  or .tif

• The Image Manager interacts with other components
  of the Document Distributor
• ScanBack Utility from within ImageManager
• Users can select an image and script name and
  submit them to the Document Server.

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Lexmark Document Distributor
Document Server
Profile
Script
Document Server
Profile

• Non-Interactive Scripts
• Requires no input from user
• Invoked from OptraImage and/or Image Manager
• Interactive Scripts
• Requires input from user
• Invoked from Image Manager

Image Manager
The Document Server distributes document and
images as specified in a script, which is stored
on the server and consists of a list of actions
to perform.
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Lexmark Document Distributor
Document Server Admin
Script
Script
The Document Server Admin manages Document Server
settings and jobs, creates scripts, and creates
OptraImage scan profiles.
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Lexmark Document Distributor
Qualifying

• OptraImage is prerequisite
• Technical fit for OptraImage
• Thorough understanding of customer processes and
  environment
• current process steps
• process steps translated into LDD actions
  (scripts)
• variability in defined process may require
  multiple scripts
• Scripts (Who will create now and in the future?)
• Customer training - end-user technical
  (training CD, end of Sept. and hands-on by years
  end)
• Support (self support or LXK)
• Reminder (translates WARNING!!!)

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Lexmark Document Distributor
Qualifying
WARNING!!!
You cant fix a broken process with LDD alone.
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Document Workflow / MFD
Questions???