Kodak Global Directions

Automating Payroll Records with Kodak

Info Activate and SharePoint for

an NHS Care Trust

Colin Labrum, Kodak

Taran Sohal, Director, Cloud2 cloud

Agenda

> Vision and the Reality

> About the NHS & Client

> Payroll Requirements

> The Solution

> The Future

The Vision and the Reality

Microsoft Office

OneNote Word Excel Power Point Outlook

Intranet Extranet Internet

Collaboration Document Management Search Apps, eForms, Workflow

1950 2013

The National Health Service

A UK District Care Trust

Phase One

Intranet platform

Document

Management

Corporate

documents

(Policies,

Templates)

Search

People,

Documents,

Pages

Internal /external

Collaboration

Directorates,

Departments,

Teams

Projects

Phase Two

Governance

Sector specific

audit and

compliance

solutions e.g.

ISO9001, BS7799

HR

Staff Records

Absence

Case

Management

Apps

Paper Records

Scanning

Extranet (SEA)

File Share

Migrator

Business

Intelligence

Rapid BI

Power View

Power Pivot

Performance

Point

Standard SharePoint

Hadron 8020 SharePoint

Project background

> Hadron 8020 SharePoint accelerator > HR > Payroll

– Legacy paper • 40 filing cabinets covering 10,000 payroll files • Time spent filing - 2 days /month for 6 people. i.e. 144 days per year • Cabinets full, out of space, files stacked to ceiling • Manual handling concerns • Retrieval times lengthy

– Current paper/processes • More than 20 content types • E.g. pension forms, travel forms, overpayments each having unique processes • Moving to eForms and self service • Restructuring pressure on staffing levels

Key drivers

> National – Paperless vision

> Organisational – Reduced Costs

• Staff time • Storage

– Reduced risk • Governance • Health & safety

> Departmental – User adoption – Intuitive, ease of use – Fast retrieval

Project scope/approach

> SharePoint 2010 the preferred platform

– Accelerator approach

> Discovery Phase

> Proof of concept (POC)

> POC objectives

– Create an easy scanning solution for both the legacy and current paper processes

– Intuitive, use with minimal training

– Single destination - Sharepoint

> Project awarded

Solution – Legacy paper > Batch scanning

> Kodak i3200 document scanner

> Kodak Capture Pro

> SharePoint 2010

Solution – Current paper/processes

> Scan To Process

> Kodak Info Activate

> Kodak Info Activate workflow

> Kodak Scanmate i1100 document scanner

> SharePoint 2010

Process > Batch output from Capture Pro

> Info Activate Scan to Process

> Info Activate Work Flow

> Sharepoint Site

Project Challenges

> Client

– Change of project owner mid project

– Changes in IT stakeholders throughout the project

– Remote access to client infrastructure > Cloud2

– Our first document capture implementation > Kodak

– Limited reference sites (1st Worldwide implementation)

Solution Benefits

> Cost Reduction

> Reduction in physical storage

> Elimination of mis-filing

> Information in one place

> Reduced retrieval times

> Automated Processes

> Faster Processes

> Maintain version control

> Compliance

> Improve working environment

> Culture Change

The Future

> More electronic and automated processes e.g. HR Records, Clinical Records, Expenses automation, Approval workflows, Case Management, Contracts, On-boarding and Regulatory processes

> Mobile capture

> SharePoint 2013/Hadron

> AvePoint

• “The team is really excited about the new system as it

will enable more effective use of their time. Everything will be available at the touch of a button from a PC which means we can get through more work, respond to queries faster and everyone can access the same employee record without people photocopying items or hunting for paperwork which has been the norm”.

Deputy Head of Employee Services