Automating Order Capture with Oracle Applications

1
Automating Order Capture with Oracle Applications

• Scanning, Imaging, and Importing Customer Orders
• at the
• College of American Pathologists

2
Introduction

• College of American Pathologists
• The second largest medical association
• Provides quality assurance programs to medical
  laboratories
• Programs are sold as annual subscriptions

3
Challenges and Opportunities

• 85 of annual sales in three months
• 40 of sales in three weeks
• Artisan approach to order processing
• Filing nightmare
• Large, highly skilled staff underutilized for 8
  mos/year

4
Goals for Process Improvement

• No Paper Transport, Filing, or Storage
• 48 Hour Order Processing Cycle at Peak
• Automate Unskilled Tasks
• Replace Artisan Process with Assembly Line
  Process
• Minimize Staff Required at Peak Period

5
Available Technology at CAP

• Oracle Applications
• Version 10.7 NCA (now 11.0.3)
• TELEforms
• Generate and interpret scannable forms
• eMedia
• Capture, classify, store, and retrieve
• scanned documents

6
Process Flow
Process Incoming Mail
Export images to eMedia
Scan and verify order data
Validate Order
Order Exception Report
Update eMedia Index
Load order via Open Interface
Manually amend book order
Order Complete
Manually update Customer
7
Validation ErrorsImported but not booked

• Missing Payment Information
• Changes in Customer Information
• Inconsistencies in Order Information
• Outside Normal Parameters (Qty ordered, etc.)

8
Sample Order Exception Report

• Insert sample here

9
Results Year One

• 30 of orders were processed with no manual
  intervention
• 30 of orders required customer maintenance
• 40 of orders required expert intervention
• 100 elimination of manual filing 18,000 saved
  in new file cabinets

10
Sample Order Form

• This will be a sample order form

11
Goals Year Two

• 66 of Orders Processed Hands-off
• 50 of Customer Maintenance Hands-off
• Accept Fax Images Hands-off
• Improve Cash Receipts Processing

12
Conclusion

• Things take time.
• A foolproof form is highly desirable and
  extremely unlikely.
• Automating Order Capture is 25 technology and
  75 business process.
• Business process change drives staff
  redeployment.
• The tools provided by Oracle are well-suited to
  the process, even in 10.7.