INVOICE SCANNING SOLUTION POST IMPLEMENTATION EXPERIENCE AT VU

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INVOICE SCANNING SOLUTION POST
IMPLEMENTATION EXPERIENCE AT VU
by Sam Nicholas General Manager - Financial
Operations
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BACKGROUND

• Business Case-In house vs. Outsourcing
• Finance System-Finance One
• The Xcellerate OCR solution chosen
• Planning, development, testing and implementing
  cycle - 29 days
• Go Live date-1 October 2007
• Overall a very smooth transition

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OVERALL A POSITIVE EXPERIENCE WHY WAS THE
PROJECT SUCCESSFUL?
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1. CLEAR CONCISE PLANNING

• Over arching plan spanning over 3 years
  encompassing Procurement, AP Credit Card
• Procure to Pay Cycle was defined in a 3 Phase
  Approach
• Invoice OCR/Scanning was Phase 2
• Realistic expectations and timing of events

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2. CLEAR DRIVERS / MILESTONES

• Understanding
• Why are we going down this path?
• Who will be accountable?
• How will the success of the OCR solution be
  measured?

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3. CLEAR BUSINESS RULES

• How is the information flow expected to occur
  throughout the organisation Finance
• Building the business rules into the scanning
  solution and Finance system
• Clear communication engagement of personnel

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4. RIGHT PEOPLE

• Skills / knowledge-influence work behaviour
  change
• Focused on the end goal not the 1ers
• Positive attitude
• Enthusiasm

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5. THE FUTURE

• PHASE 3 INVOICE IMAGING WORKFLOW
• Step 1 Currently modelling invoice workflow
  requirements across whole University
• Step 2 Building business rules in scanning
  Finance One-April 09
• Step 3 Upgrade Finance One to V11.6-May 09
• Step 4 Roll out plan June Dec 09 Pilot
• Step 5 Full roll out in January 2010

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CONTACT DETAILS

• SAM NICHOLAS
• GENERAL MANAGER FINANCIAL OPERATIONS
• FINANCE DEPARTMENT, VICTORIA UNIVERSITY
• PHONE [phone]
• EMAIL sam.nicholas_at_vu.edu.au