API - That was Then, This is Now
- 1. That Was Then… This Is Now 1
- 2. That Was Then… This Is Now 2 Intelligent Information Management & Decision-making for Today’s Enterprise Information is the fuel that powers the enterprise. The ability to convert unstructured data from across the organization into function-relevant information is the engine that drives mission-critical business processes. Every single function of your business from accounting, to production, to human resources, to Sales and everything in- between relies on information being accessible in a timely fashion. The effectiveness and quality of business management directly impacts the success of your company, therefore, the right information delivered to the right people—within, or outside the boundaries of your organization—is critical for making sound business decisions. Enter Business Process Automation (BPA). Informed Business Decision-making through Intelligent Process Automation When combined with the centralized repository of an Enterprise-wide Content Management system (ECM), Business Process Automation can orchestrate the flow of information and decision-making throughout the enterprise by leveraging existing technology investments and personnel. This strategic enhancement makes intellectual capital available to business processes in a way that is streamlined, actionable, and auditable. Benefits include: • Controlled costs through streamlined business execution • Reliable output consistent with business objectives • Reduced margin of error • Adherence to company policies and procedures • Alignment with regulatory compliance mandates • Mitigated overall business and legal risk • Centralized knowledge center as the underpinning for innovation and growth
- 3. That Was Then… This Is Now 3 The Economic Case “ or every dollar spent on printing documents, companies F incur another $6 in handling and distribution.” Source: Hesseldahl, Arik, “The New Push to Get Rid of Paper,” BusinessWeek, May 27, 2008 A study in a county in California showed that cost savings associated with reduced Research has shown that paper purchase and disposal are just the tip of the iceberg: about half of the documents Savings Per ream of paper printed in a typical office are Purchase savings $ 2.50 thrown away within 24 hours Disposal savings $ 0.13 of being printed. Labor savings* (in processing and handling) $25.00 It is estimated that companies That’s a savings of $27.63 for each ream of paper you avoid using, or 5.5 will spend about $8 billion cents per sheet, and that doesn’t even include storage and mailing costs. this year on paper alone; Source: StopWaste.Org, “Profiting from Waste Prevention: Measuring the Benefits,” December 1999 that doesn’t include costs for *Labor savings are generated from the avoidance of paper waste; e.g., reading reports from disk vs. hard copy, ink and toner, or for running sending e-mail vs. printing and distributing paper memos, or filling out forms on the web. Paper waste is not copiers, printers, and fax generated that needs to be printed, filed, faxed, or found. machines. Source: Hesseldahl, Arik, “The New Push to Get Rid of Paper,” A Minnesota study estimated that the costs of using paper (not including labor) in the BusinessWeek, May 27, 2008 office can run 13 to 31 times the cost of purchasing the paper in the first place. The costs of storage, copying, printing, postage, disposal, and even recycling add up. Costs Per ream of paper Per sheet of paper Purchase costs $5.00 $0.01 Storage, handling and $65.00 - $155.00 $0.13 - $0.31 disposal costs The real cost of a ream of paper purchased for $5 actually costs the organization up to $155, or a minimum of 13 cents per sheet! Source: Minnesota Pollution Control Agency, statewide office paper reduction campaign, www.reduce.org Storage costs. Paper is bulky to store, whether in boxes or in file cabinets. By using fewer sheets, storage space can be put to more productive use. Eliminating 14,000 file cabinets can save upwards of $30 million in storage and lease costs. Mailing costs. Fewer sheets mailed also means reduced postage. Six sheets of paper weigh about 1 ounce and in 2009 cost $0.44 to mail. A single-sided 42-page report would cost about $1.90 to send by U.S. first class; that same report, copied onto both sides of the paper, uses only 21 sheets and would require only $1.39 in postage. Source: “Paperless Express - A Paper Use Reduction Guide for Your Business”, StopWaste.Org
- 4. That Was Then… This Is Now 4 That Was Then… This Is Now 5 Intelligent Information Management With API you receive a full-featured solution for the price of a competitor’s comparable entry-level offering. OptiView, Intelligent Document OptiWorkFlow, Business Process Repository Feature Set: Automation: Information Management: Relevant information is automatically compiled and easily accessible. Robust workflow engine: deliver actionable and • Unique approach to classifying information provides timely information to drive business execution. easy access and makes the traditional tree-based folder • Workflows can be easily initiated from OptiView document structure look like a maze. repository; file changes are automatically reflected in the repository so that staff make decisions using the most up- • Integration with line-of-business applications (ERP, to-date information. Accounting, HR, etc.) puts relevant information at your fingertips without the need to query! • Define automated business rules with serial and parallel approval paths. • Administrative rights to customize the tabs and category views for particular users by their user profile. • Intuitive visual status monitor for identifying progress on any workflow task. • Drag-and-drop files and images to the desired destination. • Data can be validated or rerouted based on predefined • Send emails directly from the system with files as business logic rules. attachments. Include annotations and notes. • Monitor workflow status by user with administrative access • Thumbnail view in the system inbox provides a rights for supervisors. quick visual indicator of image contents. • Tasks/approvals assigned to individuals or group queues for Searching: Discover a better way of finding Your business data departmental access. information • Automated e-mail notifications of tasks for users/groups, • All digital text, even from image files, becomes part of time-based triggers, and auto-assignment/escalation rules your searchable database. when conditions are met. • Optical Character Recognition (OCR) functionality with superior accuracy. Comprehensive process reporting audit trails. • Scalable system that can be easily configured to define new • Pinpoint exactly what you’re looking for: advanced search processes as the organization grows or enhance existing logic and parameters locate and highlight all words/phrases processes. in the database, in any kind of file. • Easy-to-use interface to create forms and workflows. • Search file contents, tags, even document annotations. • Form designer uses industry standard controls including Security Retention: Mitigate business and OptiView drop down lists, entry and comment fields, electronic legal risk signature areas, table structures, multi-list selections, radio • Sensitive information is accessible only by authorized groups, check boxes and more. personnel: redact a single word or entire sections in documents, including form fields. • Granular user permissions controls, to the page level. • Digital signatures validate against a secure server and prevent alteration of file contents. • Automated tracking of retention timelines with email alerts (single files or group of documents). Share Information, Collaborate, Authorize OptiWorkFlow • Full annotation highlighting, sticky notes, redacting. Store annotations as part of the image file. • Choose between text stamps or image-based signatures. Scanning • Automatic removal of blank pages from the back sides of single-sided documents. • Scan/import any size paper or format. Handles anything from blueprints to ID cards. • Support for over 300 scanner models.
- 5. That Was Then… This Is Now 6 Immediate Return on Investment and On-going Savings API customers recognize a positive effect to the bottom line almost immediately, and a return on their investment within 18 months on average. Below are some representative examples of cost savings realized by API customers. Clay County Schools has captured and stored over 50 tons of paper documents into their API solution in less than eight months with just two part-time workers. Broward County Public Schools is another example of the way school districts reap the benefits of an intelligent information management system. Take a look at the chart below to see how the district has changed the tide of wasteful spending with the API OptiView solution. million images and counting Using an API solution frees up dollars for enrichment programs rather than for printers, paper, toner, file cabinets and floor space. The following figures represent an actual 10-year period for Broward County Public Schools, the 6th largest public school district in the US. *Hard costs that were avoided based on 61,332,497 images Cost of paper to print images $490,600.00 Cost of toner to print images $2,023,971.00 Cost of 7,667 4-drawer file cabinets to store images $1,379,980.00 **Cost of 199,342 sq. ft. office space to store 7,667 4-drawer file cabinets $3,986,840.00 Total Costs $7,881,391.00 *Costs are shown in 2011 dollars and do not reflect labor (soft) costs. **Office space costs are for one year based on $20/sq. ft. average API’s comprehensive document management solution mitigates all expenses associated with paper document production and storage. Aurora Water’s automated “...API has reduced the Within the first year, the billing process is delivering turnaround for vendor invoices AP department of a well measurable savings in money from three weeks to three known performing arts center and time. Aurora estimates days, eliminated $5,000 reduced operating expenses in savings of over $130,000 in FedEx charges per half and increased invoice per year as a direct result of year, and replaced needless processing volume by using the API system. There faxing. Major vendors have 300%. are also significant soft cost direct, controlled access so reductions achieved through they can track invoices and instant information access and update information. We are fewer errors from data entry. no longer letting paper drive —Aurora Water, CO our processes.” —Neighborly Care Network
- 6. That Was Then… This Is Now 7 Next Steps Checklist Working with API couldn’t be easier. r Have all stakeholders been included to this point? From assessment to roll-out, API will If not, who do we need to speak to next? ___________________________________________ walk you through the steps necessary using this tried and true checklist. r Has budget been allocated for this project? Review each step and determine if anything is If not, when do you anticipate funds being required prior to moving on to the next step. available? This month, quarter, year? This ensures the most efficient use of your time Other:______________________________________ and resources. r Where would you like to deploy our solution? Accounts Payable? Human Resources? Legal? Other:______________________________________ 1 2 3 Discovery and Assessment Demo and Integration Testing Installation and Training
- 7. That Was Then… This Is Now 8 The Advantage of Proven Expertise For nearly two decades, Advanced Processing Imaging (API) has been providing information and decision management solutions that help organizations reduce operating costs and increase productivity through more efficient business execution. API’s solutions transform data into function-relevant information that is easy to manage and share across the organization and beyond. James Ty ssociate Director of Sales, Private Sector for Advanced Processing Imaging, Inc. (API) A With 17 years of leadership in business development of strategic and national accounts for IT hardware organizations like Pitney Bowes, Oce North America and Sharp USA, James will leverage API’s resources to extend API’s proven, value-based solutions. Developing long-term strategic customer relationships that exhibit growth, profitability, loyalty and innovation will be the key performance indicator of success. e-mail jamest@apimg.com toll free (800) 430 7011 x2003 direct (954) 661 6072 web www.apimg.com 1350 E. Newport Center Drive Suite 200 Deerfield Beach Florida 33442 toll free 800.430.7011 tele 954.425.0018 e-mail info@apimg.com web www.apimg.com ©Advanced Processing Imaging, Inc. All rights reserved. v1201