Lexmark Workflow

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Transcript of Lexmark Workflow

No Slide Title

Document Workflow / MFD

Beyond the Box

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Document Workflow / MFD Agenda

What is Workflow?The Document LifecycleWorkflow within Corporate ProcessesWorkflow Analysis MethodologyWorkflow Automation with Lexmark Document DistributorLexmark Document Distributor OverviewExercises

Lexmark security classification

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.comWorkflow 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.comIts all about process...

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Document WorkflowThe Document LifecycleComponents...

Lexmark security classification

The Document LifecycleCapture/RoutePrint (Enablers)Network PrinterImageQuickOptraImageLexmark Document DistributorApplying Technology...PrinterOptra FormsImageQuick ColorOCR, OMR, ICRBar CodeThe Document Lifecycle

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Workflow within Corporate ProcessesSalesManagementShipping &ReceivingOrder Processing

Lexmark security classification

Sales Order ProcessingFaxYESNOOrdercomplete?VerifyOrderCheck inventoryNOContactInventoryManagementScheduleorderYESCheckcreditOK?YESEvaluateriskOK?Create orderconfirmationProcessOrderManual notifications and updatesSequential processing delaysPaper-based communicationsManual monitoring and trackingNotifyCustomerNOCustomerWhat is the status of my order?InputOrderSales

Lexmark security classification

Workflow Analysis Methodology

Can always relate back to documents, then to business impact!ElementsDefine scope (physical, business processes, business objectives and issues, etc.)Address business objectivescostsrevenuesefficienciesEnvironment independent (i.e. digital or paper)

Lexmark security classification

Workflow Analysis Methodology

ObjectiveA method of demonstrating: optimum way of applying technologyimpact technology will have on businessdevice selection impacts entire potential business benefits

Lexmark security classification

Workflow Analysis Methodology

Define scope (physical, business processes, business objectives and issues, etc.)Undertake matrix analysisuser 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 technologyIdentify technical solutionDemonstrate advantages (e.g. Findings, Cost Benefit Analysis, Pilot, etc.)Steps

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Workflow 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 archivingExample: Branch Office, Financial InstitutionNew Account ProcessStep1: Make 2 copies of all documentsStep 2: Give 1 set to customer and file 1 setPast Process

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Multiple copies of same documentRouting documents is time consumingForms distributed hardcopyExpress mail is expensivePoor audit trailSeparate step for capturing electronically

IssuesWorkflow Automation Example: Branch Office, Financial InstitutionNew Account ProcessImprove customer serviceReduce clerical dutiesDrive cost out of process Document handling MailingReduce cycle time for processing new accountsRelieve overburdened Document Imaging Center

Objectives

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Workflow Automation Map steps to Lexmark Document Distributor ActionsWorkflow:

Scan from T610sx from a branch officeScan passes over network to central officeDocument server receives imageImage is converted to .epsImage printed back to OptraImage which conducted the scanImage and Index saved to a Lotus Notes database for archievingSend an e-mail with application attached via SMTP to New Accounts Dept. for processing

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Enter Indexing Information and Execute New Account processWorkflow Automation Example: Branch Office, Financial InstitutionNew Account ProcessLexmark Process

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Workflow Automation Example: Branch Office, Financial InstitutionNew Account ProcessNo need to print then distributeRoute documents in secondsNo need to send document via Express MailNo need to make additional hard copiesVerification, audit trail (confirmation page & e-mail)Archiving part of same process

Issues solved with LDD

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Workflow Automation - Creating a Business CaseHard dollar savingsProductivity savingsReduced time spent on processReduced number of stepsReduced cycle time (beginning to end)

Time & MotionBenchmark before and after activities

Reduced number of photocopiesReduced mailing costsRelate savings to effect on business objectives

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Lexmark Document Distributor Summary

Lexmark security classification

Lexmark Document DistributorApplicationsWorkflow AutomationIndexed ArchivingDocument DistributionPrint, E-mail, FaxImage ManipulationConversion

BenefitsEnd User: Easy, Error Proof, Saves Time (Enhances Productivity)IT:Easy Integration, CustomizableFinance:Reduces CostsFacilities:Increases End User Satisfaction, Reduces CostsManagement:Quality, Reduces Costs

Key AttributesCustomizable/AdaptableScript LanguageEasy to SetupScript WizardMultiple Access Points

Lexmark security classification

OptraImage Software TransitionLexmark Image ManagerImage ManipulationLexmark Document ServerNT Server Based Document DistributorLexmark ScanBack UtilityWizard for Scan to WSLexmark Document Distributor Advanced EditionLexmark Document Distributor Custom EditionLexmark Image ManagerAdds Document Server Access, Indexing CapabilitiesScanBack CD Upgrade10-User PackLexmark Document Distributor 10-User UpgradeOption (Server Based OCR / Integration)SPR (ICR/OMR/Barcodes a la carte)Lexmark Document Distributor Standard with OptraImage6/26/2000Requires Services... LSS

Lexmark security classification

Lexmark 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

Lexmark security classification

OptraImage - ReviewFeaturesFax - send and receive also, fax from workstationCopyScan to e-mail PDF, TIFF or JPEG formatsScan to PC Web page to scan an image back to your workstationScanBack utility and Image Manager Image manipulation tools annotate, despeckle, flip and convert imagesScan to File Server scan an image to a predefined FTP file serverScan once, print many book copy mode wide-format OptraImage 11x17-inch book -- two 8.5x11-inch pages

Lexmark security classification

Lexmark Document DistributorScanBack UtilityScan completed, sent to OptraImage as profileFrom OptraImage panel, select profile and press Go/Send buttonWindows 95/98, Windows NT, or Windows 2000-based computerThe 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.

Lexmark security classification

Lexmark Document DistributorImage ManagerScanBack UtilityExisting images from diskImage ManagerDocument ServerThe Image Manager lets users manipulate and annotate images that are:Received from ScanBack UtilityAvailable on local or network drive (.bmp, .jpg, or .tifThe Image Manager interacts with other components of the Document Distributor:ScanBack Utility from within ImageManagerUsers can select an image and script name and submit them to the Document Server.

Lexmark security classification

Lexmark Document DistributorDocument ServerImage ManagerDocument ServerNon-Interactive ScriptsRequires no input from userInvoked from OptraImage and/or Image ManagerInteractive ScriptsRequires input from userInvoked from Image ManagerProfileProfileScriptThe 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.

Lexmark security classification

Lexmark Document DistributorDocument Server AdminScriptScriptThe Document Server Admin manages Document Server settings and jobs, creates scripts, and creates OptraImage scan profiles.

Lexmark security classification

Lexmark Document Distributor

OptraImage is prerequisiteTechnical fit for OptraImageThorough understanding of customer processes and environmentcurrent process stepsprocess steps translated into LDD actions (scripts) variability in defined process may require multiple scriptsScripts (Who will create now and in the future?)Customer training - end-user & technical (training CD, end of Sept. and hands-on by years end)Support (self support or LXK)Reminder