AP Imaging/WorkflowInvoice processing and tracking using Imaging and Workflow at The World Bank

Bill Casson, AP Manager

Vishwas Shirgaonkar, Sr.Information Officer

What is the World Bank and what does it do ?

International development organization established in 1945

Programs focus on poverty reductionUses its top credit rating to raise money in capital markets to lend to developing countries to fight poverty

Provides technical & economic advice to member countries

Shareholders are its 184 member countries Headquartered in Washington DC140 offices located in member countriesApprox 8,000 Washington staff & 2,000 field staff

$126 billion in outstanding loans at June 30, 2002

AP Transaction Volumes & Resources

PO-based (Goods & Services)

14%

Consultants28%

T & E23%

P-Card27%

Misc8%

Invoices processed through imaging Workflow

Invoices per month

• Active Firm Vendors: 3800

• Avg. monthly invoice disbursement value $ 157 million

• Approximately 4700 payments per month to consultants, temporary employees and other individuals with average disbursement value $17 million

• 700 check payments per month

• 5600 Electronic payments per month (SWIFT & ACH)

•14 AP specialists

• 2 Document Imaging Specialists

• 2 Master Data specialists

• SAP R3 Version 4.62 (IS-PS)

• SAPGUI Version 6.20

2250

4700

3800

4430

1360

Pre-Imaging Scenario

AP Processor

Receive & distribute invoices to AP Processors

Post document in SAP or reject document

Transaction ApproverTransaction OriginatorProcurement,Receiving, etc

Paper Invoices sent via snail-mail

Approved invoices sent back via snail-mail

AP Processor

AP Processor

Post-Imaging Scenario

AP Incoming Invoice Register

Scan

Quality Control

Index

Prepare invoices(apply barcode tags, review for inappropriate docs, etc )

Review, Monitoring & Control

Post document in SAP or reject document

Image and request sent via SAP WF

Respond to WF item in SAPAP Processors

Update Note with comments or

questions

Vendor data maintainerTransaction ApproverTransaction OriginatorProcurement,Receiving Human Resources, etc.

Workflow

Demonstration – Invoice approval/processing

Indexing invoice image AP Processor’s inbox processing Reject Execution and send for approval Approval process Posting Invoice Register status

Demonstration – Invoice parking

Indexing invoice image AP Processor’s inbox Invoice Parking Vendor Master maintenance Edit Parked document Delete Parked document

Incoming Invoice Register

Full real-time tracking of invoice status from scanned to posted and paid 25+ codes clearly describe invoice status during handling Item history and workflow logs easily available using pushbuttons on toolbar

Indexing Scanned Images

Document Class – decides transaction, Doc Type

Invoice Reference – required……………….

Purchase Order – decides vendor, Doc Type

Vendor Number – decides vendor name

Vendor Name – is overwritten if # is entered

Invoice Group – decides the AP Specialist(s)

Doc Type – defaulted but can be overwritten

High priority – forces the Work Item (Invoice) to the top of recipient’s inbox

Invoice Group

Used to manage workload distribution across AP processors

CAA thru EZZ 2000

F1

F2

AAA thru ABZ 4000

ACA thru BZZ 2000

F3FAA thru ZZZ 8000

Bill

John

Susan

F1

F2

AAA thru ABZ 4000

ACA thru BZZ 2000

CAA thru EZZ 2000

F3FAA thru MZZ 4000

NAA thru ZZZ 4000

John

Bill

Susan

F1

F2

AAA thru ABZ 4000

ACA thru BZZ 2000

CAA thru EZZ 2000

F3FAA thru MZZ 4000

NAA thru ZZZ 4000

John

Bill

Susan

Vendor ranges Invoice Groups AP Processors

Issues encountered and lessons learned

Imaging is a cultural change Security issues

Logical Archive based security (Appendix A )

Workflow requires standardized process and approval models

Optimize and standardize business processes first

Corporate hierarchy of approvers is critical Keep workflow model flexible to allow flexibility

within a menu of choices (Appendix B)

e.g. who to send item to ? proffered choices (requisitioner, approver, open choice)

Use the business knowledge of the AP processors

Capture keystroke efficiency by pre-filling SAP transactions

Issues encountered and lessons learned …. continued

Desktop standardization is critical Take advantage of the Webgui interface in

IXOS 5.2 for approvers. IXOS client deployment can be tricky

Viewer, Enterprise Scan, DesktopLink (Appendix C)

Image retrieval time can be a problem Compensate by an appropriate workflow/task

design to reduce the number of times the image is opened/closed

Consider rollout in stages or to key users first to gain acceptance (Appendix D)

Use email with embedded invoice image (.tif) for non-WF users.

Imaging in other areas ….

Travel: late archiving of expense receipts to Trip

records Employee benefits:

late archiving of benefits certification documents to employee records

Employee receivables early archiving of check receipts to be

posted subsequently Receiving:

late archiving of deliver docket slips to GR documents

Vendor Master: late archiving of Vendor documentation

Appendix A: Organization of Logical Image

Archives Separate Logical Archives for sensitive

documents R1 – Travel Receipts H1 – Employee Benefit Records F1 – Financial Accounting Documents P1 – Purchase Order versions (outgoing) S1 – Spool Lists (outgoing)

Authorization Object S_WFAR_OBJ is used to control access to images via … Logical Archives Object Type (e.g. Accounting Doc, Travel Doc, etc.) Document Type (e.g. Invoice, Travel Receipt, etc.)

Appendix B: Workflow Architecture (1)Scan & Post

A/P Scanner

Background

A/P Processor

A3

C

Scan: Incoming

documents, archive and index

Post via FB60 or MIRO

Cache image in offshore cache

server

Reject execution

E B Workflow complete

Posted

Parked

Posted and manually blocked

Appendix B: Workflow Architecture (2)Defer Execution

Reject Execution Menu

A3

Workflow

complete

A3

C

A/P Processor1.Approval

2.Vendor Maintenance

3. Send via Email

4.Re-index

5.Rescan

6.Reject

Approver

Approve/Reject

A/P ProcessorSelect Vendor

Maintainer

Vendor Maint.Done/Reject

Background

Change W/I task desc. to “Email Approval” (email sent offline)

Background

Return to Scan operator

Scan operatorRescan &

acknowledge

A/P Processor

Change indices

Scan operatorRescan &

acknowledge

Background

Terminate W/IWorkflo

w complet

e

A/P ProcessorSelect Approver

Appendix B: Workflow Architecture (3)Process Parked Document

B

Workflow

complete

CA/P

Processor

1.Approval

2.Vendor Maintenance

3. Send via Email

4.Edit Parked Document

Approver

Approve/Reject

A/P ProcessorSelect Vendor

Maintainer

Vendor Maint.Done/Reject

Background

Change W/I task desc. to “Email Approval” (email sent offline)

A/P ProcessorEdit Parked Doc with

FV60/MIR4

A/P ProcessorSelect Approver

Parked

Parked

Parked with block

Parked

Appendix C: IXOS Client deployment

IXOS eCON Desktop version 5.1A (Viewer)

Different settings for different user groups Deployment via SMS

IXOS Desktop Link version 5.1A Bundled with the viewer in latest version Cannot be de-coupled easily

IXOS Enterprise Scan version 5.1A Scan Profiles and User groups are centrally maintained on the archive server

Appendix D: World Bank Phased Rollout

Phase I : SAP out-of-the-box functionality was used Manual ‘archiving scenario’ selection with single-step workflow Up and running within a week Allowed time for familiarity with scanning process Approvals via image attachments to emails Did not need IXOS Viewer to be deployed to end users

Phase II: Introduce Indexing, Incoming Invoice Ledger with single-step workflow to AP Specialist Approvals still via image attachments to emails Allowed the Viewer package to be built and deployed throughout the user base Prepare and deliver training to approvers

Phase III: Introduce multi-step workflow Approvals via workflow to users with IXOS Viewer and via email to others (including external recipients like vendors)

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Session Code: 4201