Business Process - Japan Client 14102014

July 13, 2015

Solution Architecture Overview

Business Integration Layer

Business Services

Customer Relationship

QuotingContract

ManagementAsset Management

Channel Support Platforms

Mobile (IPAD) Head Office Self Service Communications Branches Notifications Dealer

Operations Management

Originations

Credit Assessment

Collections

Accounting

Document & Communication

Business Process Management

Enterprise Management

Compliance

Reporting & Analysis

Credit & Risk

Auditing

Enterprise Readiness

Workflow

Cash Management

Receipts Management

Disbursement Management

Products & Services

Retail

Commercial

Wholesale

Loan Accounts

Loans

Funding/Debt Management

External Business Integration / API

Credit Exposure Management Pricing

Statutory/ Regulatory Requirements

Billing

Legend

Ambit Feature in Scope for Client Solution External Business System Ambit Feature not in Scope for Client Solution

Receipt Management Integration

Confirmation Transformation

In house App

INT25 – Direct Debit Stop Request Retry Payment Stop

INT04 – UFG Direct Debit Payment Data

INT28 – Bank Transfer Payment Method

INT06 – HC Direct Debit Payment Data

INT05 – Receipt Confirmation

Biz Station

Bank Receipts Transformation

INT11 – Bank Transfer Receipts

AMBIT

UFJ NICOS

Disbursement Management Integration

INT08 – Firm Bank Direct Credit Disbursement Data

Firm Bank

Collection Integration

INT12 – Auto Call Extract (Overdue Call List)

INT13 – Auto Call Extract (Payments)

Firm Bank

INT15 – Auto Call Results (Notes)

Contract Management Integration

Enterprise Management Integration

Origination Integration

Order Result Transformation

Order Transformation

Epson DirectOtsukaINT02 – Credit Result

Notification (Email / MQ)

INT01 – Quote Upload (Contract / Party)

INT30 – Bank Master Data

INT16 – GL Extract

INT27 – Credit Interface (Pricing Credit Interface)

CRM Integration

INT21 – Outbound Fax

INT19 – 3rd Party Printing 3rd Party Printing

INT09 – Bank Account Change (Party Account Information)

July 13, 2015

Application Integration View

Legend

External / Third Party Systems

Client Programs

Ambit Interface Integrations

KDDI (servicing Agent) -

Report

Sup

plie

rSa

les

Off

ice

/ C

red

it

Cen

tre

AM

BIT

Ass

et

Fin

ance

Parallel W/f for additional notifications

Originations Workflow – New Application Monday, July 13, 2015

FAX / Telephone

New Application

Contract Entry

On Error

Saves the Contract as Draft and used

Custom Action

Registers the New Application

Firm

process is auto triggered when the source is WEB/EDI

The Quote will be saved as Firm, hence this will be the first state of the contract workflow

Format Validation Plugin

Pending Details

Accepted

Only on successful completion of the process, the w/f will be auto transitioned to the next state, If the deal is manually originated,

then manual transition would be done

INT27 process is auto triggered

Quote becomes a contract

Decision PendingAuto

Transition

Referral (Manual)

Decline (NG)

Approved (OK)

user will perform the next action manually

Awaiting Documentation

Documented

A Task / notification To be generated

user will manually progress on the Contract w/f state

The PO documented will be manually

generated by the user

Optional A Task / notification To be generated

Finalized

user will manually transition the contract w/f state to Complete Activated

Complete Activated

Supplier Web Portal user will

create and confirm the contract

Optional Task / notification To be generated

A

Initiate Xerox Workflow


Initiate Supplier Approval

Approved

Received Complete

Yes

INT02 process would generate

task / notification

1. Issue 5: Any Party Change to trigger Contract restructure? (Not sure if this still a requirement)2. In the Contracting Use Case UC13, not all issues / responses are in English, hence would need translation support

WEB / EDI

New Application

MQ Broker for EDI only

Users would manually check for Duplication of order application received by Fax / MQ via the

Reference Number

Quote and Contract Inbox View has to be setup accordingly

42 Accounting Classification Plugin

Report can be auto generated for reconciling the missing information

Initiate additional Notifications

B

Notification 1

Notification 2

Notification 3

Standard Create

Notification functionality could be used

to trigger additional

notifications

No additional Notification

42 Accounting Classification Plugin on successful completion

of INT27


task / notification


task / notification

PO details can only be inputted if the Contract Credit w/f state is Approved (OK)

For all applicable deals, Supplier Web Portal user will input

the PO details.

Supplier Web Portal user will confirm the PO (Non Xerox users) and

the Contract w/f will auto transition (for Web)

This parallel w/f would be initiated only if the Dealer party is Xerox

Level Up Termination RestructureRe-

assignment

New Application

Email Notification sent to Internal staff via SMTP

Information sent to Epson via SMTPInformation sent to Otsuka via MQEmail Notification sent to the Supplier with SMTP

Approved?

Contract w/f state will auto transitioned on completion of the Contract Form (for Web)

NoYesNo

Lost

Never Completed

End - Never Completed

End Lost

Only on successful completion of the PO information, the w/f will be auto transitioned to the next state (for Web)

User Action

Contract Workflow State

Contract Credit Workflow State

A User Defined Workflow for XeroxInterfaceAAF Functions

Plugin

BUser Defined Workflow for additional notifications

Parallel Workflow

Optional TransitionsKey

Off Page Reference

The symbolizes that the next step would lead into another process

This step is only applicable on Supplier Web Portal

Enter the Lost Reason code


Sup

plie

rSa

les

Off

ice

/ C

red

it

Cen

tre

AM

BIT

Ass

et

Fin

ance

Parallel W/f for additional notifications

Originations Workflow – Change Application Monday, July 13, 2015

FAX / Telephone

New Application

Contract Entry

On Error

Saves the Contract as Draft and used

Custom Action

Registers the New Application

Firm

process is auto triggered when the source is WEB/EDI

The Quote will be saved as Firm, hence this will be the first state of the contract workflow

Format Validation Plugin

Pending Details

Accepted

Only on successful completion of the process, the w/f will be auto transitioned to the next state, If the deal is manually originated,

then manual transition would be done

INT27 process is auto triggered

Quote becomes a contract

Decision PendingAuto

Transition

Referral (Manual)

Decline (NG)

Approved (OK)



Documented

A Task / notification To be generated

user will manually progress on the Contract w/f state

The PO documented will be manually

generated by the user

Optional A Task / notification To be generated

Finalized

user will manually transition the contract w/f state to Complete Activated

Complete Activated

Supplier Web Portal user will

create and confirm the contract


A

Initiate Xerox Workflow


Initiate Supplier Approval

Approved

Received Complete

Yes


task / notification

1. Issue 5: Any Party Change to trigger Contract restructure? (Not sure if this still a requirement)2. In the Contracting Use Case UC13, not all issues / responses are in English, hence would need translation support

WEB / EDI

New Application

MQ Broker for EDI only

Users would manually check for Duplication of order application received by Fax / MQ via the

Reference Number

Quote and Contract Inbox View has to be setup accordingly

42 Accounting Classification Plugin

Report can be auto generated for reconciling the missing information

Initiate additional Notifications

B

Notification 1

Notification 2

Notification 3

Standard Create

Notification functionality could be used

to trigger additional

notifications

No additional Notification

42 Accounting Classification Plugin on successful completion

of INT27


task / notification


task / notification

For all applicable deals, Supplier Web Portal user will input

the PO details.

Supplier Web Portal user will confirm the PO (Non Xerox users) and

the Contract w/f will auto transition (for Web)

This parallel w/f would be initiated only if the Dealer party is Xerox

Level Up Termination RestructureRe-

assignment

New Application



Approved?

Contract w/f state will auto transitioned on completion of the Contract Form (for Web)

NoYesNo

Lost

End Lost

PO details can only be inputted if the Contract Credit w/f state is Approved (OK)

Only on successful completion of the PO information, the w/f will be auto transitioned to the next state (for Web)

Never Completed

End - Never Completed

User Action

Contract Workflow State

Contract Credit Workflow State

A User Defined Workflow for XeroxInterfaceAAF Functions

Plugin

BUser Defined Workflow for additional notifications

Parallel Workflow


As per Standard AAF Functionality any change would reset the respective w/f state to the start state

Off Page Reference


This step is only applicable on Supplier Web Portal



Off

Sys

tem

On

Ent

ry /

On

Exi

tSt

ates

Task

s

Originations Contract Workflow Tasks – New Application Monday, July 13, 2015

Notes: Tasks are sample tasks in this version, user will need to identify appropriate tasks for this workflow

Documented

Received Incomplete

All Contracts Start Here

FinalizedAccepted Awaiting Documentation

Received Review

Complete Activated

Firm Received Complete Approval Task

INT27 – Auto Credit

On Entry

Process for Web / EDI

deals

On Entry

Plugin

On Entry

WEB/EDI Supplier will create and confirm

the contract Upload the Approval Letter

Confirmation received from the customer

Workflow will be auto transitioned to the next state

Fax/ Email/ Doc / Tel 1. Upload the Approval Letter

Confirmation received from the customer

WEB/EDI Supplier will confirm the generated

PO details If the Supplier is Xerox, then an

approval is required Workflow will be auto transitioned to

the next state Generate the Approval Letter

confirmation (outside system) and liaise with the customer

Register the CIC information on the Auto Credit System

Fax/ Email/ Doc / Tel Check all documentation and confirm

the information Generate the Approval Letter

confirmation (outside system) and liaise with the customer

Register the CIC information on the Auto Credit System

WEB / EDI Supplier Inputs the PO information Sales Office will generate the PO Sales Office will progress the w/f to

the next state

Fax/ Email/ Doc / Tel Collect all documents from the

customer and upload in AAF Sales Office will generate the PO Sales Office will progress the w/f to

the next state

WEB/EDI / Fax/ Email/ Doc / Tel Complete a final check on

the deal and register any payment information as required

Workflow will be manually transitioned to the next state

WEB / EDINo Tasks - Contract will move forward as per the response from INT27

Fax/ Email/ Doc / Tel Complete the contract information Discuss the quote with the customer

and finalize Sale Office will manually progress

the w/f to this state

EDINo Task – Deal info would be fed in AAF and auto processed

Web/ Fax/ Email/ Doc / Tel Check for Application

Correctness Check Existing Party Check for Application Duplicity Liaise with the Credit Centre for

any modifications in the application

Input Application Details in AAF Store images of Fax / Emails in

AAF and tag it with the quote / contract

Progress to the next state

Plugin

On Entry

Contract Workflow Context = Contract

Lost

Enter the Lost Reason Code

End LostLost End Lost

Note system needs to be set to not progress until Credit State = Approved

Could be multiple approvals based on

Limits

Contract resets on financial changes

Interface

PluginKey

Transitions =State Not Used

Set by Interface or other Workflow

Positive

Alternate

Sales Office Credit Officer

Sales Dept Mgr Credit Manager

Multiple Departments or

Approvals

Note

Off

Sys

tem

On

En

try

/ O

n E

xit

Sta

tes

Task

s

Originations Credit Workflow Tasks – New Application Monday, July 13, 2015

Notes: Tasks are sample tasks in this version, user will need to identify appropriate tasks for this workflow

Approved (OK)

All Contracts Start Here

Decision Pending Referral (Manual) DecilinedPending Details Approval Task

INT27 – Auto Credit

WEB / EDI / Fax/ Email/ Doc / Tel The application need manual

handling and processing as the Auto Credit System response is ‘Manual’

WEB / EDINo Tasks - Contract will be auto reviewed via INT27 for WEB / EDI deals

Fax/ Email/ Doc / Tel Review all documents and

information provided and make a recommendation for approval / rejection.

Contract Workflow Context = Contract

Approval Task

INT02 - Notifications

On Entry

Approved Manual (OK)


Limits

Contract resets on financial changes


Limits

Interface

PluginKey

Transitions =State Not Used

Set by Interface or other Workflow

Positive

Alternate

Sales Office Credit Officer

Sales Dept Mgr Credit Manager

Multiple Departments or

Approvals

Note

Cust

om

er

/ Su

pp

lier

Sale

s O

ffic

e /

Cal

l Ce

ntr

e /

Co

llect

ion

De

pt

Ap

pro

ver

AM

BIT

Ass

et F

inan

ce

Yes

Contract Changes Workflow Monday, July 13, 2015

Client have separate business process for Restructure and Re-assignment, however from AAF perspective both are considered as Restructure. To achieve the business requirement Contract Change and Contract Change Credit workflow are defined.A Validation Plugin would be required to control to stop the System defined Restructure Workflow to be set to Complete Activated until the Contract Change Workflow is in Complete Activated State.

Apply for contract changes

Communication can be made via Telephone,

Email, Fax, mail

Receive application

Confirm application contents

NoNo further processing

Yes

Is re-assignment?

No

Yes


Confirmation Changes?

No

Approval?

Yes

Yes

Agree with proposed Changes?

Termination

No

Documented

Yes

Makes the necessary changes to the contract and manually start the Contract

Changes W/f

INT27 process is auto

triggered

Receive & confirm Obligation Settlement

Contract

Receives the signed Obligation Settlement

Contract

Received Review

Manually progress the w/f to the next

state

Received Complete

Referral (Manual) Decline (NG) Approved (OK)

Approved?

Fianlized Complete Activated

Yes

No

Restructure


Manually created Obligation Settlement Contract

Initiate Contract Changes

ACapture the restructure details using AAF notes

Documented Received ReviewReceived Complete


Restructured Approved

Restructure Approved?No

Auto Transition as per the result of INT 27

Validation to check if the Contract Change Credit W/f is Approved (OK)

This is the system Restructure Workflow will be auto transitioned based on the progress from the Restructure Workflow


task / notification


task / notification


task / notification

A notification To be generated



Manually Generate documents

If Except ional Re-assignment?

If the Contract Change is Restructure

Decision Pending

This is a user defined Contract Changes Credit Workflow will be auto trigger

Reassignment Reason Code 1



Document Generation would take place based on the reason code and setup

Yes

Dispatch the documents &

communicates with the customer /

supplier

Receive & confirm the documents

Document deficiency Check?

Is Full Re-assignment?

No

No

Yes

Make the contract changes Manually progress the w/f to the next state

Contra Termination

New Application

Re-assignment Approved

Yes

B

User Action

Restructure W/f State (system)

Contract Change Credit W/f State

AUser Defined Workflow for Contract Changes

InterfaceAAF Functions

Plugin

Parallel Workflow



Contract Change workflow State

Off Page Reference

BUser Defined Workflow for Contract Change Credit


Validation Plugin

No

Re-assignment Approved?

No

Validation PluginTo control move to the next state until the

System Restructure Workflow is initiated

Yes

System Defined Restructure

Workflow cannot be set to complete

Activated until the Contract Changes Worlflow is set to

complete activated

Cust

om

er

/ Su

pp

lier

Sale

s O

ffic

e /

Cal

l Ce

ntr

e /

Co

llect

ion

De

pt

Ap

pro

ver

AM

BIT

Ass

et F

inan

ce

Yes

Contract Changes Workflow Monday, July 13, 2015

have separate business process for Restructure and Re-assignment, however from AAF perspective both are considered as Restructure. To achieve the business requirement Contract Change and Contract Change Credit workflow are defined.A Validation Plugin would be required to control to stop the System defined Restructure Workflow to be set to Complete Activated until the Contract Change Workflow is in Complete Activated State.

Apply for contract changes

Communication can be made via Telephone,

Email, Fax, mail

Receive application

Confirm application contents

NoNo further processing

Yes


Documented

Makes the necessary changes to the contract

INT27 process is auto

triggered

Receive & confirm Obligation Settlement

Contract

Receives the signed Obligation Settlement

Contract

Received Review

Manually progress the w/f to the next

state

Received Complete

Referral (Manual) Decline (NG) Approved (OK)

Approved?


Yes

No

Restructure


Manually created Obligation Settlement Contract

Initiate Contract Changes

A

Documented Received ReviewReceived Complete


Restructured Approved

Restructure Approved?No

Auto Transition as per the result of INT 27

Validation to check if the Contract Change Credit W/f is Approved (OK)

This is the system Restructure Workflow will be auto transitioned based on the progress from the Restructure Workflow


task / notification


task / notification


task / notification

A notification To be generated



Manually Generate documents

If Except ional Re-assignment?

If the Contract Change is Restructure

Decision Pending

This is a user defined Contract Changes Credit Workflow will be auto trigger




Document Generation would take place based on the reason code and setup

Yes

Dispatch the documents &

communicates with the customer /

supplier

Receive & confirm the documents

Document deficiency Check?

Is Full Re-assignment?

No

No

Yes

Make the contract changes Manually progress the w/f to the next state

Contra Termination

New Application

Re-assignment Approved

Yes

B

User Action

Restructure W/f State (system)

Contract Change Credit W/f State

AUser Defined Workflow for Contract Changes

InterfaceAAF Functions

Plugin

Parallel Workflow



Contract Change workflow State

Off Page Reference

BUser Defined Workflow for Contract Change Credit


Validation Plugin

Re-assignment Approved?

No

Validation PluginTo control move to the next state until the

System Restructure Workflow is initiated

Yes

System Defined Restructure

Workflow cannot be set to complete

Activated until the Contract Changes Worlflow is set to

complete activated

Sup

plie

rP

IC f

oo

r Te

rmin

atio

nA

ppr

ove

rA

MB

IT A

sse

t Fi

nan

ce

This is parallel w/f used for registering the Termination Payment Mode if it is an Agreed Termination

Register Termination Payment Mode

Termination Workflow Monday, July 13, 2015

Agreed Termination

Apply for Termination

Contra Termination

Accidental Termination

Create a Termination Quote in AAF

Assumption: This will always be contract termination at this stage

Quoted

Agreed Termination?

Yes

Fax? (INT21)

Termination Intimation / Form

Receives the Termination

Intimation / Form

Enclose and send the form

Create / Modify Termination Quote with applicable charges in AAF for the

respective scenario

YesNo

return before expiry date of Temination Quotation

No

Yes

Reversed

Expired

Document to be generated by batch process

Document to be generated by batch process

Approved?

Yes

No

Forced Termination

Insurance Claim Amount

＝Amount receivedNo

Manually Allocate the receipt

A

Accepted

New Application

Optional Validation Plugin to make the

users select the Payment Mode

Manually Allocate the receipt or execute the Balance Write off

Yes

Is Accidental Termination?

Yes

Is Forced Termination?No

Yes

Is Contra Termination?No

Yes

Is Agreed Termination? No

Yes

No

Termination Notification Notify Generation Notify Approval

Notify Rejection

Notify Reversal

Notify Expiration

This is parallel contract w/f used to generate notifications for Termination Events. (Workflow Context = Contract)

B

Rejection

Task / Notification to be generated





Contra Started

Validation PluginIf the Termination Consent Letter

flag is not set in the Custom Field, a

warning message is required

End

Modification required in the Existing Termination

Quote?No

With advance Payment

Without advance Payment

User Action

Termination Workflow State InterfaceAAF Functions

Plugin

Parallel Workflow

Optional Manual TransitionsKey


Off Page Reference

The symbolizes that the next step would lead into another processTermination Payment W/f State

BUser Defined Workflow for Termination Notification

Termination Notification

AUser Defined Workflow for Termination Payment Registration

Based on user / system actions the Termination Quote Status would be transit ioned to the respective state

If Contra Termination is executed

Sale

s O

ffic

e /

C

on

tra

ctio

n C

en

tre

Ap

pro

ver

AM

BIT

Ass

et

Fin

ance

Special Disbursement Workflow Monday, July 13, 2015

Apply for special disbursement

Initiate Special Disbursement Request

Approved

A Task / notification to be generated

Approved? YesNo

User Action

Special Disbursement W/f StateAAF Functions

Key

Bus

ines

s Pl

anni

ng

Div

isio

nA

pp

rove

rA

MB

IT A

sse

t Fi

nan

ce

Refund Workflow Monday, July 13, 2015

Initiate the Refund Process

Initiate Refund Request Approved


Approved? YesNo

User Action

Refund Process Workflow StateAAF Functions

Key

Refund process for both pre and post activated contract remains the same, the different would be in the actual operations in the AAF.1. For pre activated – Adhoc Receipt / Payment product would be used (there would be a separate approval process for this product style)2. For post activated – Custom Flows would be used

Sale

s O

ffic

eA

ppr

over

AM

BIT

Ass

et

Fin

ance

Op

era

tio

ns

De

pt

Sale

s Pl

anni

ng D

ept

Supp

lier

Syst

ems

Dep

t

Supplier Registration Workflow Monday, July 13, 2015

Register a Supplier in AAF

Supplier Registration Initiated

If the Party Type = Dealer, workflow will be auto triggered

Approved


Out of System Approval?

Yes


Confirms the Information inputted and assigns the

Task to Sales Office

Confirms the Information inputted and assigns the

Task to Sales OfficeMake the necessary changes

Initial RejectedNo, manually transition the w/f to Initial Rejected, if rejected

Approved?

Active

Rejected

YesNo



This parallel w/f would be initiated For Web Access creation

Web Access to be provided?

Initiate Web Access Creation

Web Access Required

Yes

Web Access Not Required

Manually transition the w/f to the next state, if rejected

No

Approved

Approved?No Yes

Rejected


Issues the Web Access ID

Yes

Notifies the Sales Planning Dept

Notifies the Sales Team

Reports to the supplier

Optional Transitions

A

B

Parallel workflow

User Action

Supplier Registration ProcessAAF Functions

Key

A

Web Access Creation Process

BUser Defined Workflow for Supplier Registration

User Defined Workflow for Web Access Creation

No

Manually transition the w/f to Rejected,

if rejected

Manually transition the w/f to Rejected, if rejected

Business Process - Japan Client 14102014

Documents

Transcript of Business Process - Japan Client 14102014