Document Processing Automation Using Kofax Capture

1
Document Processing AutomationUsing Kofax
Capture Transformation Modules
ECOPRO, Inc.
Second Image, Inc.
2
Agenda

• Introduction
• Business Challenges
• Benefits of using Kofax Capture and
  Transformation Modules
• Demo
• QA

3
Worlds Largest Information Capture Vendor

• Successful
• 20 years in business
• 132,000 Kofax Capture licenses sold
• 23,000 end users
• Thousands of integrations with ERP, ECM,
  workflow, line-of-business, etc.
• Global
• 1200 employees in 36 countries
• 1200 resellers in 60 countries
• Focused
• 18 of software revenue goes into RD

ECOPRO, INC.ECOPRO is a KOFAX Certified
Solution Provider re-selling Kofax VRS, Capture,
KTM, KCS range of products for efficient
scanning, data capture, and automated index
processingEcopro offers Total ECM and BPM
Implementation services and long-term support
services along with off-shore, low cost data
entry logistics.
4
84 of the Fortune Global 100 Are Kofax Customers
5
Document-Driven Business Processes

• Need for increasing transaction speed
• Many forms of documents, many channels

CRM
Paper
HR
Email
CM
Fax
ERP
SMS
Legal
Voice
LOB
Employees
Corporate
6
Kofax Solutions

• Collect from multiple formats
• Transform automation to reduce costs, increase
  speed
• Deliver to multiple systems

CRM
Paper
HR
Email
Collect
Deliver
Transform
CM
Fax
ERP
SMS
Legal
Voice
LOB
Employees
Corporate
7
Kofax Solutions
Receiving / Sorting Copying / Faxing Data
Entry e-Mail Phone Calls Shipping /
Mailing Filing / Searching / Retrieving
Customers/Partners
Business Processes
Orders New Accounts Service Requests Contracts Inv
oices Proof of Delivery Correspondence
Order Processing New Accounts Customer
Service Legal Accounts Payable Human
Resources Records Management
8
Second Image Document Processing Business Model

• Handles Mixed - Unstructured , Semi-Structured,
  Structured documents (Hospital records, business
  documents, legal agreements, employee records,
  Time cards, purchase orders, invoices etc)
• Documents originate at remote client locations.
  Locations are fixed offices or one-off,
  drive-to-remote locations.
• Documents could be grouped by client or by driver
  who scanned the documents. Has dependency and
  time line.
• Document are often variable in page length
• Documents are mixed, and often come across never
  seen before type requiring knowledge work to
  handle them.
• Remote scan, centralized indexing Room for
  automation, and integration

9
Kofax Solutions
VRS Image Quality
10
Kofax Product Portfolio
Front Office
Back Office
CollectPaper, Fax,Electronic
TransformClassification,Data Extraction
OptimizeImage Quality, Orientation,File Size
DeliverData, Information, Metadata
11
What is Transformation?

• Transformation is the automatic conversion of
  paper and electronic documents into useful
  business information
• How?
• By classifying and extracting data from paper and
  electronic documents
• Why?
• Removes need for document sorting
• Reduces need for manual data entry
• Reduces data errors

12
Key Business Benefits of Kofax Transformation
Modules

• Leverage your existing Kofax Capture (Ascent)
  investment
• Single Platform for all your capture needs
• Reduced labor shipping costs
• Streamlined business processes
• Improved compliance

13
Line of Business Owner Pain Points
Job Function Line of Business

• Accounts Payable
• Sales Order Processing
• Customer Services
• New Business
• Inquiries
• Complaints

Pain Points

• Customer acquisition retention
• Customer service
• Cost structure
• Bloated back-office
• Seasonal variation
• Compliance
• Economic environment

14
Where to use Kofax Transformation Modules
15
Manual Document Handling

• In many organizations, the daily work is
  initiated by distribution of documents to
  departments, groups and individuals
• Paper documents
• Emails
• Faxes
• Manual distribution requires
• Knowledge of organization structure
• Analysis of document content
• Physical movement of paper

• Problems
• Processing delays
• High labor costs
• Lost documents
• Errors

16
Automating the Process with Kofax

• Kofax software can automate the collection and
  distribution of all incoming documents
• Independent of delivery mechanism
• Independent of document type
• In a proven and secure process

CollectPaper, Fax,Electronic
TransformClassification,Data Extraction
OptimizeImage Quality, Orientation,File Size
DeliverData, Information, Metadata

• Key elements
• Intelligent classification
• Automatic data extraction

17
Intelligent Classification

• Intelligent classification - removes the need for
  document sorting
• Documents are delivered/scanned in unsorted
  batches
• Each document is automatically classified by
  content
• Documents are then distributed to the correct
  workflow process
• A simple to configure and maintain process

Address Changes
Cancellations
Complaints
Applications
Inquiries
3. Train the system
1. Understand the categories
2. Gather samples
4. Classify unknown documents
18
Intelligent Classification - Highlights

• Accuracy - KTM uses hierarchic classification to
  break down complex tasks into simple schemes
• Flexibility - combine several technologies
• Layout classification
• Content classification
• Rules
• Quality assurance - built in testing and
  statistics

19
Automatic Data Extraction

• Automatic data extraction - removes the need for
  manual keying
• Paper documents are scanned and OCRed
• Electronic documents are imported
• Powerful extraction technology locates and
  extracts data from any document

Forms
Correspondence
Invoices/Orders
20
Automatic Data Extraction - Highlights

• Trainable, learn-by-example extraction
• Easy to configure and maintain
• On-line performance improvement in real-time

• Knowledge Base concept - portable containers for
  learnt information
• Pre-trained - performance out of the box
• Re-trained - improved performance
• Re-used - no image or text data held
• Combined - for better performance

21
Key Messages
Customer Service Capacity Quality Security Control
Costs Errors Lost documents Risk
Image-enabled workflow is not enough Without
transformation, workflow is workslow!
22
Corporate Express Invoices

• Well, last Monday we processed 774 invoices
  manually. Yesterday, our first day on Kofax, we
  processed 2900 invoices. To say the least, I'd
  say it was quite a success.
• Director Financial Systems, Corporate Express

23
Why Kofax?

• Single platform for all your capture needs
• Department or enterprise
• Low or high volume
• Centralized or distributed offices
• Collect from any source
• Paper (fax, scan, MFPs)
• Electronic Documents
• Connect to any back end
• Vendor agnostic
• CRM, ERP, database, workflow and more

24
Demonstration
25
Kofax Batch Class Document Form

• Batch is collection of pages
• A batch class contains one or more document
  classes, which in turn contain one or more form
  types. This allows you to have different kinds of
  documents and forms within one batch. Kofax
  Capture can automatically separate the pages into
  documents and identify different types of forms.
• Document class Form Type
•   Invoice 1 invoice from client A
• (same set of X indexes) invoice from client
  B
• invoice from client C
• PO PO from client A
• PO from client B
• PO from client C
• Time card Time car of employee A
• Time car of employee B
• Time car of employee C
• Agreement
• (same set of indexes)
•  

26

•  Two processes, document separation and form
  identification, oversee the transformation of raw
  images into individually identified documents.
  First, pages are either scanned or imported to
  create a batch. Then, document separation divides
  the images into documents. Finally, form
  identification matches each document with a batch
  class form type.
•  
•  Kofax-Defined Document Separation Methods
• Manual
• Fixed pages separation (automatically creates a
  new document every set number of pages)
• Kofax patch code separation (uses a patch code
  separator sheet to separate documents).
• Kofax bar code separation uses a bar code
  separator sheet to separate documents.
• Kofax separator sheet separation uses a Kofax
  separator sheet to separate documents.
• Kofax page recognition separation - analyzes each
  image and separates when it finds the first page
  of a form type.
• Separator zone separation analyzes a specific
  zone on each image and separates when the zone
  matches the same zone on the first page of a form
  type.
• Form identification zone separation analyzes a
  specific zone(s) on each image and separates when
  the zone(s) matches the first page of a form
  type.

27
Thank You!

• Maria.Mikus_at_Kofax.com