solution design overview - helpsystems rjs

05/03/2023 1

Presented by:

Bill WhalenSenior Solutions Specialist, RJS Software

The RJS Solution Design and

Business AnalysisYour Roadmap to Success

05/03/2023 2

• About RJS Software

• The Solution Design and Business Analysis

• Summary

• Learn More

Agenda

05/03/2023 3

• Software Developer

• Founded in 1990 in Minneapolis

• Product focus:

About RJS Software

05/03/2023 4

A Solution Design is a comprehensive

planning and analysis service and the

first step for any major IT project. We

analyze current business processes,

identify areas for improvement or

automation, and work with you to

establish a project plan and solution

recommendation.

Why Use the Solution Design?

05/03/2023 5

A Business Analysis can help you get the

most out of your current software and

systems and provide recommendations

for extending those solutions to other

departments or business processes.

Why Choose a Business Analysis?

05/03/2023 6

• The Solution Design and Business Analysis Help You:– Solidify your understanding of the problem

and desired solution– Select the best solution for you– Ensure everyone is on the same page– Document clear objectives– Create a feasible schedule– Get commitment to implement– Define a common language to use when

talking with a solution provider– Describe the requirements and the

expected results– Avoid surprises

Taming Your Projects (and the solution provider)

05/03/2023 7

Implementing an IT Project

05/03/2023 8

Understand the Problem1Identify Goals and

Requirements2

Design the Solution4

Document and Present6

Calculate ROI5

Map the Current Process3Solution Design

The Solution Design

05/03/2023 9

Calculate ROI5

Solution Design

Understand the Problem

1

Identify Goals and Requirements

2

Map the Current Process

3

Design the Solution

4

Document and Present

6

05/03/2023 10

• Involve key users/departments and understand the problem:– Paper reduction in the workplace– Too many file cabinets– Difficulty in finding information (time + costs)– Distributed offices making it challenging to share documents– Need for increased security in accessing information– Industry/Government regulations– Too many systems, not integrated, difficult to distribute documents– Time and cost to retrieve and distribute documents– Managing the approval process

Step 1: Understanding the Problem

05/03/2023 11

Basic Process – Executive View

Rece

ivin

g

Make copies of documents

Sends copy to Accounting

Locate receiving document

Advanced Shipping Notification

Match to packing slip

Notate exceptions

Accept orderFiles in

receiving

Accounting files copy

Sends copy to Purchasing

Purchasing files copy

AP receives documents

Makes copies

Sends copy to Approver

Matching of documents Conforming

Non-Conforming

Reconcile process GL Coding Voucher entry Print checks

Match checks with paperwork

Approve / Sign

Mail

A/P

Sends copy to ReceivingPurc

hasi

ng

User fills out requisition form

Walks to Purchasing to deliver requisition Enters PO in the

systemPrints approved PO

Mails / Faxes PO to vendor

File copy in Purchasing

Sends copy to Accounting

05/03/2023 12

Basic Process – User View

Order Request Form

CompletedReviewer or ProxyApproves

Order

RequestorMakes

Photocopy of Req.

ManualDelivery of Req.

to Admin

Requestor File Copy

of Req.

Admin Sort and Deliver to

Reviewer for Approval

Copy of Approved

Req. Made

ManualDelivery of Req.

to Admin

Order Placed by Admin

Deliver Approved

Req. to Requestor

Order Placed by Requestor

File Approved

Req.

Copy of Approved Req. Filed

by Requestor

Deliver Approved

and Ordered

Req. to A/P

YES

Merge invoice checks printed

Checks are stuffed

MailUPS EFT/ACH

Single signature

checks

Invoice Received

Mail

FAX

E-mail

Invoices Delivery to A/P - Plant

Invoices are

sorted

Look up in ERP to Verify Received

ReceivedY/N

Held until receivedNO

Visual Verification – Invoice to ERP

YES

2-3 WayVoucher Entry into

ERP

Copy sent to Approver

for Info/Approve

MatchY/N

NO

Notations made on Invoice

Invoice entered in

ERP by A/P clerk at the

plant location

YES

Invoice is filed at plant

location

Double signature

checksChecks are folded by machine

Mail Room

Require stuffing YES

NO

Standard Voucher Entry - ERP

Approved & Completed YES

Deliver to Approver if

needed

NO

Packing slip received by W/H clerk

Shipment Received – Changes /

Corrections written on

Packing slip

Packet Delivered

toReceiving

Desk

Copy filed at Plant

Copy delivered to Purchasing

Agent

Packing slip or

Receiver Stapled to

PO

Variance – PO vs

Received

Copies of Receiving

Documents Filed –

pending Invoice

YES

NO

NO

Product Received into ERP

2-WayPO against what

was received

Book accrual to GL in ERP

Plant clerk notifies

Purchasing Agent for resolution

Approved Requisition

Approved Request is

filed

Receiver is filed

Receiver or Packing Slip

Copy of PO for

Receiving awaiting receiver

PO is printed then copied multiple

timesCopy of

PO for A/P

PO is filed

Purchase Order (PO)

Copy of PO for Buyer

Deliver to

Buyer

Deliver to Receiving

Desk

NO

Solution Design/Business Analysis Kickoff

05/03/2023 13

• Customer Paper Problems - Examples:

Step 1: Understanding the Problem

Average time taken from receipt of invoice to payment: 42 daysOn average, 3.6% of invoices handled by A/P have errors

Cost of manually handling, checking, and processing a paper invoice and cutting a paper check: $8 to $12 dollars

Taking advantage of vendor discount offers due to processing time2 Way & 3 Way matching of PO’s, Receivers, and Invoices are manual

Cost to reproduce documents for audits or customer researchLack of control during approval process

28 AP processing locations creating redundancy and delivery costIncreased cost of postage for mailing purchase orders and checksAverage days in payables is too high / too lowAverage cost to process vendor payment: $8.15

05/03/2023 14

Calculate ROI5

Solution Design


3

Design the Solution

4


6


1

Identify Goals and Requirements

2

05/03/2023 15

• Key questions:– What are the manual steps in the process (photocopying, delivery,

sorting, follow-up on approving steps)?– Can we automate the claims, processing, new business process?– Can we centralize any of the processes?– How do you handle certificate creation, (other docs, etc.)?– How do you send your final documents?– Who needs to review and approve certain documents?– How do you file and retrieve the documents?

Step 2: Identify Goals and Requirements

05/03/2023 16

Calculate ROI5

Solution Design

Design the Solution

4


6


1 Identify Goals and Requirements

2

Map Current Process3

05/03/2023 17

• It’s more than just technology– Think about the documents you receive or create– Think about the ways in which you send/receive documents

• Faxes, Emails, Mail

– It is more than simply transforming paper into image format, it includes:• Indexing, Archiving• Searching, Retrieving• Sending it out to other people for approval, getting alerts and notifications, etc.• Integrating into your business application

– AND it includes integrating your business process into the equation

Step 3: Map Current Process

05/03/2023 18

• How to map the current process:– Identify points of origin, decisions and where it ends– Map the process, not only one task– Identify all personnel involved– Identify potential user issues– Identify all integration points with core applications– Identify document-related as well as activity-related tasks– Identify the “problem areas” or “opportunity areas”

Step 3: Map Current Process

05/03/2023 19

Current: Clerical/Processing

05/03/2023 20

Calculate ROI5

Solution Design


6



2


3

Design the Solution

4

05/03/2023 21

• Explore different scenarios to solve the problems identified• Validate chosen scenario with key users• Identify the technology required• Identify changes to business processes, business rules, etc.• Prioritize implementation plan• Schedule review of solution design with executive management

Step 4: Design the Solution

05/03/2023 22

Solution: Clerical/Processing

What does this mean to me?

•Electronic matching & associated document lookup from your desk•Documents routed to proper workbasket for processing•Electronically route documents for review/approval•Timers & Alerts for timely processing•No manual filing

05/03/2023 23

• Processing efficiency– Your Systems are the core: Your keystrokes within your Policy, Claims and other

systems feed the document management database. This standardizes data entry, eliminates redundant data entry and allows for easy retrieval of data and documents from system.

– Immediate access: Get direct access to documents from Policy, Claims or other systems from anywhere, anytime.

– No printing: Electronic documents digitally move through processes and are instantly available from authorized users’ desktops.

• Quicker resolution– Manage reviews and approvals: Automated workflow will allow users to

electronically route, review and approve documents in-process without ever moving a physical document.

Solution and Benefits Overview

05/03/2023 24

• Enhanced visibility and control– Automated archival: Documents and their indexes become electronic

documents and are archived as they are created. – Disaster recovery: In the event of fire, natural disaster or data loss, your critical

information can be retrieved as part of your disaster recovery plan. – A single platform: You document management solution can expand to additional

departments such as Legal, HR and more.

• Reducing the paper shuffle– Less paper and storage: Copies kept in multiple locations can be eliminated. This

reduces cost for storage and personnel while mitigating risk. Users will also be able to email, fax, view or print without creating multiple copies in multiple locations.

Solution and Benefits Overview, cont.

05/03/2023 25

Solution Design


6



2


3

Design the Solution

4

Calculate ROI5

05/03/2023 26

• Hard Savings– Reduction in personnel– Business operating costs (photocopying, postal mailing, courier services)– Reduction in infrastructure costs (sell a building, remove filing cabinets, etc.)– Increased in productivity measured by man hours saved not handling paper

(standing at fax machine, looking for lost or misplaced files, etc.)– Increased cash flow through better decision making

• Soft Savings– Improved customer service (higher customer satisfaction)– Better and faster access to information– Faster internal communications

Step 5: Calculate the ROI

05/03/2023 27

• Areas to look at for savings:– Legal mandates and Regulatory compliance – Off-site and onsite storage costs for existing documents– Labor reductions possible or additional labor required in the future– Lost/misplaced documents (a lost document may cost up to $150 to replace)– Reduced printing, mailing, faxing, special delivery costs– Cost of printing and printers (Total Cost of Ownership for printers)– Moving documents internally and making better decisions more quickly– Improve/leverage existing legacy apps and processing by linking to imaging– Improved security– Cost aversion – avoiding legal, compliance and other expenses since controls are

in place

Step 5: Calculate the ROI

05/03/2023 28

ROI

05/03/2023 29

ROI

0k

200k

400k

600k

800k

1,000k

1,200k

Month 1 (Project Kick-of f)

Month 2 (Implem.)

Month 3 (Implem.)

Month 4 (Go Live)

Month 5 Month 6 Month 7 Month 8 Month 9 Month 10 Month 11 Month 12 Month 24 Month 36 Month 48 Month 60

Total Net Savings Cummulative Savings

Cummulative Costs

Payback

05/03/2023 30

ROI – Detailed 5 Year ROI Analysis

05/03/2023 31

Solution Design



2


3

Design the Solution

4Calculate ROI5Document and Present6

05/03/2023 32

• Helps solidify your ideas, the goals, the analysis and all other steps you took until now.

• Gives other people an opportunity to review the Solution Design as a whole (some people may have only participated in parts of this process).

• Good way to ensure everyone is literally on the same page.• You can always go back to the document to check why certain

things are (or are not) being done.• You have something to hold the Solution Provider accountable.

Step 6: Why Document and Present?

05/03/2023 33

• Paperless projects are more than just technology.• Use the Solution Design to understand the problems, how to solve them and set goals.• Use the solution design to help you select the RIGHT solution for

your needs and requirements.• Beware of those who say “you don’t really need this, just trust me.”• Project management is key to any implementation. Be on top of it

and make sure there is a methodology and a process in place.– Management of scope and expectations = success.

Summary