Lexmark Workflow

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06/06/22 Lexmark security classifi cation 1 Document Workflow / MFD Document Workflow / MFD Beyond the Box Beyond the Box
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Transcript of Lexmark Workflow

Page 1: Lexmark Workflow

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Document Workflow / MFDDocument Workflow / MFD

Beyond the BoxBeyond the Box

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Document Workflow / MFD AgendaDocument Workflow / MFD Agenda

What is Workflow?

The Document Lifecycle

Workflow within Corporate Processes

Workflow Analysis Methodology

Workflow Automation with Lexmark Document Distributor

Lexmark Document Distributor Overview

Exercises

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What is workflow?What is workflow?

Workflow is the tasks, procedural steps, organizations or people involved, required input and output information, and tools needed for each step in a business process.

- www.whatis.com

Workflow consists of procedures where documents, information or tasks are passed from one participant to another in a way that is governed by rules or procedures.

- www.staffware.com

It’s all about It’s all about process...process...

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WEBWEB

Document WorkflowDocument Workflow

The Document Lifecycle

Components...Components...

Creation Production Distribution Storage Retrieval Disposal

e-mail

P & D D & P

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The Document LifecycleThe Document Lifecycle

Creation

Capture/Capture/RouteRoute

Print Print (Enablers)(Enablers)

Production Distribution Storage Retrieval Disposal

Network Printer ImageQuick OptraImage Lexmark Document Distributor

Applying Technology...Applying Technology...

Printer Optra Forms ImageQuick Color OCR, OMR,

ICR Bar Code

The Document Lifecycle

Third Party Doc. Management Systems

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ShippingOrder

SalesSalesManagementManagement

Workflow within Corporate Processes

Invoice

AssemblyAssemblyShipping &Shipping &ReceivingReceiving

OrderOrder ProcessingProcessing

CustomerCustomerServiceService

TroubleReport

Proof ofDelivery

SalesSales

CustomerCustomer

Budget

Forecast

PackingSlip

AssemblyOrder

AssemblyOrder

PackingSlip

SalesOrder

ProductProductProductProduct

PackingSlip Invoice

ProductProduct

ProductProductPlanningPlanning

AccountingAccounting

ProductionProductionPlanningPlanning

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Phone

Mail

Fax

Sales Order Processing

YES

NO

Ordercomplete?

VerifyOrder

Check inventory

NO

ContactInventory

Management

Scheduleorder

YESCheckcredit

OK?YES

Evaluaterisk

OK?

MailFax

Create orderconfirmation

ProcessOrder

SalesOrder

OrderConfirmed

•Manual notifications and updatesManual notifications and updates•Sequential processing delaysSequential processing delays•Paper-based communicationsPaper-based communications•Manual monitoring and trackingManual monitoring and tracking

NotifyCustomer

NO

CustomerCustomer

What is the What is the status of my status of my

order?order?

InputOrder

SalesSales

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Can always relate back to documents, then to business impact!

Workflow Analysis MethodologyWorkflow Analysis Methodology

ElementsElementsDefine scope (physical, business processes, business objectives

and issues, etc.)

Address business objectives

costs

revenues

efficiencies

Environment independent (i.e. digital or paper)

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Workflow Analysis MethodologyWorkflow Analysis Methodology

ObjectiveObjectiveA method of demonstrating:

optimum way of applying technology

impact technology will have on business

device selection impacts entire potential business benefits

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Workflow Analysis Methodology Workflow Analysis Methodology

Define scope (physical, business processes, business objectives and issues, etc.)

Undertake matrix analysis

user roles (documents, steps, devices, issues, etc.)

document processes (users, steps, devices, etc.)

devices (users, activities, documents, etc.)

Interpret and identify potential issues and areas for application of technology

Identify technical solution

Demonstrate advantages (e.g. Findings, Cost Benefit Analysis, Pilot, etc.)

StepsSteps

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Workflow AutomationWorkflow Automation

Step 3: Express Mail original set to home officeStep 4: Send to New Accounts department for processingStep 5: Send to Imaging center for scanning, indexing and archiving

Example: Branch Office, Financial Institution

New Account Process

Step1: Make 2 copies of all documentsStep 2: Give 1 set to customer and file 1 set

Past Process

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•Multiple copies of same document•Routing documents is time consuming•Forms distributed hardcopy•Express mail is expensive•Poor audit trail•Separate step for capturing electronically

Issues

Workflow AutomationWorkflow Automation

Example: Branch Office, Financial Institution

New Account Process

•Improve customer service•Reduce clerical duties•Drive cost out of process

• Document handling• Mailing

•Reduce cycle time for processing new accounts•Relieve overburdened Document Imaging Center

Objectives

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Workflow AutomationWorkflow Automation

Map steps to Lexmark Document Distributor Actions

Workflow:

•Scan from T610sx from a branch office•Scan passes over network to central office•Document server receives image•Image is converted to .eps•Image printed back to OptraImage which conducted the scan•Image and Index saved to a Lotus Notes database for archieving•Send an e-mail with application attached via SMTP to New Accounts Dept. for processing

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E-mail PDF to New Accounts for processing

Print to branch printer for customer copy

Archive with indexing to Lotus Notes Database

New Account

Enter Indexing Information and Execute New Account

process

Workflow AutomationWorkflow Automation

Example: Branch Office, Financial Institution

New Account Process

Lexmark Process

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Workflow AutomationWorkflow Automation

Example: Branch Office, Financial Institution

New Account Process

•No need to print then distribute•Route documents in seconds•No need to send document via Express Mail•No need to make additional hard copies•Verification, audit trail (confirmation page & e-mail)•Archiving part of same process

Issues solved with LDD

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Workflow AutomationWorkflow Automation - Creating a Business Case

Hard dollar savings

Productivity savingsReduced time spent on processReduced number of stepsReduced cycle time (beginning to end)

Time & MotionBenchmark before and after activities

Reduced number of photocopiesReduced mailing costs

Relate savings to effect on business objectives

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Lexmark Document Distributor SummaryLexmark Document Distributor Summary

E-mail• SMTP• Lotus Notes• MS Exchange

Print•NT Subsystem

ProcessConvertOCR

Fax•OptraImage•SMTP Fax Server

ICR

OMRBar Codes

Archive• File Server• Lotus Notes• Exchange Folders

Lexmark Document Server

OptraImage

Lexmark Image ManagerLexmark ScanBack Utility

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Lexmark Document DistributorLexmark Document Distributor– Applications

• Workflow Automation– Indexed Archiving– Document Distribution

» Print, E-mail, Fax

• Image Manipulation– Conversion

– Benefits• End User: Easy, Error Proof, Saves Time (Enhances

Productivity)• IT: Easy Integration, Customizable• Finance: Reduces Costs• Facilities: Increases End User Satisfaction, Reduces

Costs• Management: Quality, Reduces Costs

Key AttributesCustomizable/Adaptable

Script LanguageEasy to Setup

Script WizardMultiple Access Points

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OptraImage OptraImage SoftwareSoftware Transition Transition

Lexmark Image ManagerImage Manipulation

Lexmark Document ServerNT Server Based Document Distributor

Lexmark ScanBack UtilityWizard for Scan to WS

Lexmark Document Distributor Advanced Edition

Lexmark Document Distributor Custom Edition

Lexmark Image ManagerAdds Document Server Access, Indexing Capabilities

ScanBack CD Upgrade

10-User PackLexmark Document Distributor 10-User Upgrade

Option (Server Based OCR / Integration)

SPR (ICR/OMR/Barcodes a la carte)

Lexmark Document Distributor Standard with OptraImage

6/26/2000

Requires Services...

LSS

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Lexmark Document DistributorLexmark Document Distributor

Lexmark Image ManagerApplication for image manipulation including annotation, clean-up tools, encryption. Distributor access has been added and is used to send images to the Document Server.

Lexmark ScanBack UtilityWizard for scanning a hardcopy document back to your workstation, desktop shortcuts can be created for process automation.

Compatibility: Windows 95/98/NT/2000 Translations: E, FIGS, BP.

Lexmark Document ServerHeart of the Document Distribution System, the Document Server receives documents from OptraImage and the Lexmark Image Manager processes the document and distributes based on a customizable script.

Compatibility: Win NT 4.0 service pack 5 or later, Win 2000Translations: Software English - Setup Guide E, FIGS, BP

E-mail

Print

Fax

Archive

NT Server

User’s Workstation

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OptraImage - ReviewOptraImage - Review

FeaturesFeatures Fax - send and receive

also, fax from workstation Copy Scan to e-mail

PDF, TIFF or JPEG formats Scan to PC

Web page to scan an image back to your workstation

ScanBack™ utility and Image Manager Image manipulation tools annotate, despeckle, flip and convert images

Scan to File Server scan an image to a predefined FTP file server

“Scan once, print many” book copy mode wide-format OptraImage 11x17-inch book -- two 8.5x11-inch pages

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ScanBack™ Utility

Lexmark Document DistributorLexmark Document Distributor

1

2

Scan completed, sent to OptraImage as profile

From OptraImage panel, select profile and press Go/Send button

Windows 95/98, Windows NT, or Windows 2000-based computer

The ScanBack Utility is a Windows-based Wizard for scanning a hardcopy document back to a computer. Users can create desktop shortcuts to configure the scan device with one click.

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Image Manager

Lexmark Document DistributorLexmark Document Distributor

ScanBack Utility

Existing images from disk

Image Manager

Document Server

The Image Manager lets users manipulate and annotate images that are:•Received from ScanBack Utility

•Available on local or network drive (.bmp, .jpg, or .tif

The Image Manager interacts with other components of the Document Distributor:•ScanBack Utility from within ImageManager

•Users can select an image and script name and submit them to the Document Server.

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Document Server

Lexmark Document DistributorLexmark Document Distributor

Image Manager

Document Server

Action 1 Convert Action 2 Print Action 3 Fax Action 4 E-mail

Non-Interactive Scripts•Requires no input from user•Invoked from OptraImage

and/or Image Manager

Interactive Scripts•Requires input from user•Invoked from Image Manager

Profile

Profile

Script

The Document Server distributes document and images as specified in a script, which is stored on the server and consists of a list of actions to perform.

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Document Server Admin

Lexmark Document DistributorLexmark Document Distributor

Script Script

The Document Server Admin manages Document Server settings and jobs, creates scripts, and creates OptraImage scan profiles.

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Lexmark Document Distributor Lexmark Document Distributor

OptraImage is prerequisite

Technical fit for OptraImage

Thorough understanding of customer processes and environment

current process steps

process steps translated into LDD actions (scripts)

variability in defined process may require multiple scripts

Scripts (Who will create now and in the future?)

Customer training - end-user & technical (training CD, end of Sept. and hands-on by year’s end)

Support (self support or LXK)

Reminder (translates WARNING!!!)

QualifyingQualifying

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Lexmark Document Distributor Lexmark Document Distributor

You can’t fix a broken process with LDD

alone.

QualifyingQualifying

WARNING!!!

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Questions???

Document Workflow / MFD Workflow / MFD