http://www.techconsbiz.com

We help you simplify business process.

PAIROJ TONSIRIANUSORN

MANAGING DIRECTOR, TECHCONS BIZ COMPANY LIMITED.

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Objective Create an idea on transform your organization

from paper-based to paperless office

This presentation are not product function/feature selling session

deep technical presentation

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Agenda Paper-based vs Paperless

Paperless Components

Implementing Paperless Process

Sample Paperless Scenario

Success Measuring

Sharing / Q&A

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About Founder and Practice Director of TechCons Biz Co., Ltd. (Since 2011)

Education Master of Computer Science Chulalongkorn University

Bachelor of Computer Science Thammasat University

Debsirin School

Past Experience Enterprise Solutions Team Lead at Microsoft Thailand (2002 –

2011 )

Enterprise Solutions Consultant at HP Thailand (1999 – 2002)

Computer Center , CP Group (1995 – 1999)

Part Time Lecturer at Thammasat University, ChiangMaiUniversity

Special Guest Speaker at Chulalongkorn University

Columnist in E-Leader (since 2014)

Pairoj Tonsirianusorn

About TechCons Biz

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“TechCons Biz is an IT Solution Consulting and Services, specialize in Business Process Management, Content (Document) Management. We are experienced in delivering services to industry lead customers”

Foundation Technology

SharePoint 2010SharePoint 2013Office 365, .NET(C#)

K2 BlackPearlK2 Connect for SAP

Swift, Objective-CJAVA

TechCons Biz Experience

Industrial Evolution

4. Smart Automation Based on cyber-physical-

systems

3. Electronic AutomationThrough the use of electronics

and IT further progression in

autonomous production

2. IndustrializationIntroducing mass production

lines powered by electric

energy

1. Mechanical Automation

Introducing mechanical

production machines powered

by water and steam

End of the

18th century.Beginning of the

20th century

Beginning of the

70th

Industry 1.0 Industry 3.0Industry 2.0 Industry 4.0

Level

of

co

mp

lexit

y

Today

Source: DFKI/Bauer IAO

Traditional Paper-based Process

Legal Finance and Account Procurement Human Resources IT

Operation Sales and MarketingBusiness Management and Executives

Sign Off in Hardcopy

Distribute DocumentsAll Softcopy Documents

Prepare Documents (softcopy – hardcopy)

Concern on Paper-based Process Waste Printing (hardcopies)

Storage

Productivity

Accessibility

Confidentiality

Auditing

Use of Information

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What’s Paperless ?A paperless office (or paper-free office) is a work environment in which the use of paper is eliminated or greatly reduced. This is done by converting documents and other papers into digital form, a process known as digitization. Proponents claim that "going paperless" can save money, boost productivity, save space, make documentation and information sharing easier, keep personal information more secure, and help the environment.

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https://en.wikipedia.org/wiki/Paperless_office

Paperless

Legal Finance and Account Procurement Human Resources IT

Operation Sales and MarketingBusiness Management and Executives

Submit Document in E-Form or Uploaded Documents

What’s Drive Paperless Process Technology

Hi-Speed Network Software: Content Management System, E-Form, OCR, Workflow Smarter Equipment : Scanner, Phone Camera, Smartphone Cloud Storage

Changing World Green Environment Mobility Change of Regulation New Gen Behavior

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End-to-end Business Process

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Related Organization

Internal Organization

Content Creation Process Store Dispose

Related Organization

Individual

Content Main

Scanned Documents E-Form

Supplementary Attachment From Back-end Application

Workflow Routing Reviewer Approver Action Owner

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Content Creation Process Store Dispose

Process (workflow) Categories Sequential State Machine Rules-driven Workflow

Activities on each task Submit Verify (automated as much as possible) Approve or Sign Supply More Information Distribute to other

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Content Creation Process Store Dispose

“Workflow is defined as the

breakdown and execution of tasks in

a business system, from start to

finish, either automated or not. It is

often used to map out the progress of

a project or service from where it

begins to its end, in a way that is easy to follow and understand.”

Basic Features

Task Assignment

To-do-list

Security (permission)

Support Material and Information

Fully History or Audit Trial

Cyberspace Assembly Line

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Time-driven or time-sensitive

Alerts (incoming, late)

Summary and oversight lists

Roles based

Absenteeism, Overload

Store Classification (Metadata)

Versioning

Alert

Permission

Search

Audit Trial

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Content Creation Process Store Dispose

Dispose Retention Policy

Delete

Archive

Transfer

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Content Creation Process Store Dispose

Journey to Paperless Business Process

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Content Creation Process Store Dispose

“Process is driven by 100% documents”

Journey to Paperless Process

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Content Creation Process Store Dispose

“Paper-based Process, Digitize the Results”

Journey to Paperless Process

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Content Creation Process Store Dispose

“Digitize only the Input Content, Electronic Approve and Store ”

Journey to Paperless Process

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Content Capture Process Store Dispose

“100% Paper-less Business Process”

Opportunities in Intra Organization Paperless Process

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Our Organization Related Organization

Soft File

Exchange Transaction

Individual

E-Form

Uploaded Document

• Customer Services (Self-Services)• Procurement (Company, Vendor)• Project Management (Company, Consult, Vendor)

Technology Supported Paperless Scanning Tools (to ECM) and OCR

Workflow Engine

E-Form (web-based / mobile app)

Content Repository (on premise/cloud)

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Enhance Security in your paperless system Digital Signature

2 Factors Authentication

Digital Right Management

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Digital Signature

27http://www.4point.com/blog/2017/06/what_is_an_e-signatu.html

2 Factors Authentication

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Benefit of Paperless Cost Save

Paper, Printer, Toner, Scanner,

Stationery, Space, Transportation

Improve Productivity : Processing Time, Access Information, Retrieve Information

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Better Security : Permission Control,

Audit Trail,

Backup

Obstacle toward paperless office Law and Regulation

Signature (pen)

Reading on screen is difficult

Risk of data loss

Technology isn’t ready for a paperless office : digital signature

Fear of change

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Tips for Paperless Paperless office doesn’t happen overnight

Do step-by-step

Paperless often really means “less paper” not all people want to have communication with you electronically : partners,

customers

Everyone has to adapt Think before print

Using paperless statements Communicate benefit to gain people mindset

Transfer paper-based communication to digital From Catalogues --> ordering online

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Real Sample External / Internal Documents Flow (Demo)

E-Procurement / E-Invoice

Retail Lending

Construction Project Documents Management

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Procurement thru Payment

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Retail Lending34http://argodata.com/solutions/lending/retail-lending/

Implementing Paperless Process Seeking for Sponsorship (C-Level)

Create Awareness from all people

Understand your Process (as-is) What initiate the process : e-mail, phone,

walk-in Who involves How to capture the information Where to route Who need to be notified How to retrieve information Expiry of information and how to process

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Define the process Reengineer the to-be process

Design the solution Choose technology

Implement the solution Step by step (from semi-auto to

fully automated)

Measure Success

Improve

Key Measurement in Paperless Process

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Steps Key Measurement Result

• Redundant Copies • Capturing information• Equipment Reduced

• Reduce from .. To ..• Speed per request up .. %• Cust Cost ?

• Process Time• Cost of Loss• Cost of Delay

• Reduce from .. To …• Reduce from .. To .. , Resubmit Cost • Reduce delay from .. To ..

• Access• Cost of Physical Storage• Confidential

• Cost of access (traveling, sending, reprinting)• Reduce from .. To ..• Cost of data leak

• Ability to eliminate unused• Alert of expired information• Cost of storing outdated data

• From manual selecting to rule-based• Cost of missing ?• Reduce from … to ..

Other • Company Image• Customer Satisfaction

Content Creation

Process

Store

Dispose

Reference http://info.aiim.org/digital-landfill/12-steps-to-take-right-now-to-

create-paperless-processes

https://www.efilecabinet.com/7-simple-steps-for-going-paperless/

http://www.doculabs.com/wp-content/uploads/2015/10/A-Doculabs-White-Paper-Digitization-and-Paperless-Processing-sample-calculator.pdf

http://www.productivity501.com/paperless-office-myths/7375/

http://www.totallypaperless.com/home/calculating-the-return-on-investment-of-going-paperless-the-roi

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Sharing / Q&A

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THANK YOU

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