Lexmark Workflow
-
date post
20-Oct-2014 -
Category
Technology
-
view
1.516 -
download
1
description
Transcript of Lexmark Workflow
04/07/23 Lexmark security classification 1
Document Workflow / MFDDocument Workflow / MFD
Beyond the BoxBeyond the Box
04/07/23 Lexmark security classification 2
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
04/07/23 Lexmark security classification 3
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...
04/07/23 Lexmark security classification 4
WEBWEB
Document WorkflowDocument Workflow
The Document Lifecycle
Components...Components...
Creation Production Distribution Storage Retrieval Disposal
P & D D & P
04/07/23 Lexmark security classification 5
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
04/07/23 Lexmark security classification 6
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
04/07/23 Lexmark security classification 7
Phone
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
04/07/23 Lexmark security classification 8
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)
04/07/23 Lexmark security classification 9
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
04/07/23 Lexmark security classification 10
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
04/07/23 Lexmark security classification 11
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
04/07/23 Lexmark security classification 12
•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
04/07/23 Lexmark security classification 13
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
04/07/23 Lexmark security classification 14
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
04/07/23 Lexmark security classification 15
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
04/07/23 Lexmark security classification 16
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
04/07/23 Lexmark security classification 17
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
04/07/23 Lexmark security classification 18
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
04/07/23 Lexmark security classification 19
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
04/07/23 Lexmark security classification 20
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
Fax
Archive
NT Server
User’s Workstation
04/07/23 Lexmark security classification 21
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
04/07/23 Lexmark security classification 22
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.
04/07/23 Lexmark security classification 23
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.
04/07/23 Lexmark security classification 24
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.
04/07/23 Lexmark security classification 25
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.
04/07/23 Lexmark security classification 26
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
04/07/23 Lexmark security classification 27
Lexmark Document Distributor Lexmark Document Distributor
You can’t fix a broken process with LDD
alone.
QualifyingQualifying
WARNING!!!
04/07/23 Lexmark security classification 28
Questions???
Document Workflow / MFD Workflow / MFD