Enabling Selfservice Applications for PeopleSoft J'D' Edwards Environments

1
Enabling Self-service Applications for PeopleSoft
/ J.D. Edwards Environments

• Presented by
• Patricia Sommer Create!form, Inc.
• Daniel Lae Marine Power International

2
Overview

• Introduction to self-service applications for
  PeopleSoft / J.D. Edwards applications including
  EnterpriseOne, (formerly J.D. Edwards ERP 8,
  OneWorld) and World
• Case studies A close up look at a two
  self-service implementations
• David J. Joseph, Co.
• Marine Power International

3
The Facts

• Gartner IDC estimate that 21 of the cost of
  implementing an ERP solution is spent designing
  and implementing reports
• PricewaterhouseCoopers found that on an average
  companies spend
• 20 in labor to file a document
• 120 in labor to find a misfiled document
• 220 in labor to reproduce a lost document
• Fortune 500 firms will lose 31.5 billion due to
  the inability to find information quickly and
  efficiently (IDC)

4
The Premise

• PeopleSoft ERP systems are a valuable asset to
  your organization
• Your Enterprise One, ERP 8, OneWorld and World
  documents can now have new life by making them
  securely and quickly available via web
  self-service retrieval and save your company
  money
• Extends the life and financial return on your
  PeopleSoft investment

5
Self-service Uses

• Customers
• Suppliers
• Project Management
• Financial Management
• Asset Management
• Employee Management

6
Heres How it Works

• Customized browser screens are created for
  searching and retrieving documents using the
  index variables
• Generate output just as you do today.
• In the background a exact copy of your printed
  output is created, indexed and stored
  electronically.
• Now your customers, partners, vendors and/or
  employees can access their business documents via
  any Internet browser.

7
Benefits

• Minimal effort to implement
• Secure document search and retrieval 24 hours/day
• Documents are instantly archived without any user
  intervention
• Documents available immediately
• Improved productivity
• Enhanced customer service
• Designed to work with any application environment

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Customer Service Example
50-75 calls per day
25 Customer Service Reps
40 require document research
Calls 5-15 Minutes
Requires accounts receivable assistance?
75-80 require document research
Calls 15-20 Minutes
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Customer Service Example
Save 15 minutes/call on average
Cost Savings
50 calls x
25 reps x
40 require research x
15 minutes/call x
15.00/hour
1,875/day
487,500/year
10
Scalability

• An archiving application can be used for ALL your
  desired application output
• Large scale enterprise applications
• Financial accounting packages
• HR
• Benefits

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Benefits Review

• Extends life of your PeopleSoft/J.D. Edwards
  investment
• Secure
• Easy to install
• Application independent
• Reliable and low maintenance
• Scalable as your company grows

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Automatic Document Archiving and Retrieval Inside
J.D. Edwards OneWorld
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About David J. Joseph

• DJJ is the largest scrap iron and steel company
  in North America
• Transportation specialists, metal recyclers,
  international marketers of scrap and scrap
  substitutes
• Trading offices in 20 US states
  
• Nearly 1,200 employees

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DJJ OneWorld System Objectives

• Replace and enhance functionality of
  pre-OneWorld systems
• Reduce output production costs
• Eliminate pre-printed forms
• Automatically archive all external documents
• Easily retrieve archive copies of all documents
  from any DJJ location

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Output Documents

• 14,000 documents weekly
• Administrative checks
• Purchase, Sales Purchase change orders
• Sales change orders
• Settlement memos
• Merchandise checks
• Invoices
• Adjustment memos
• External Documents (pdf's, doc's, htm's)
• Scanned Documents

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Why Create!form?

• Integration with OneWorld PDF architecture
• Customize without changing OneWorld
• For example, document formatting for checks over
  5,000
• Most cost effective solution
• Archive retrieval and reprint from any location
• Documents can be accessed by authorized users at
  DJJ offices and in the field

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System Overview
E-form server
OneWorld running on NT Enterprise Server
Windows workstations
Network printers
Archive server
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System Setup

• Set up printer queues
• Design the form
• Design archive search screen
• Map archive variables
• Define output processing
• Define and link archive search application
• Well show the process for setting up for
  supplier payments (checks). The steps are
  essentially the same for other documents.

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Retrieving Archived Documents

• Run OneWorld Explorer to find transactions
• Search for the transaction
• Click the archive search button
• Search fields are automatically filled in
• Matching document is retrieved with one click
• View the document
• The following slides show the process using
  Supplier Payments, but the system works with any
  document.

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Access Supplier Payments
User opens Supplier Payments Inquiry in OneWorld
Explorer.
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Find a Specific Payment
Once the payment has been found, click on the
Admin Search or Merch Search button to retrieve
the document.
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Archive Search
Search fields are initialized to find the
matching document. Fields can be edited before
clicking the search button, to customize the
search. Click on a document entry in the results
list to see the archived copy.
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Document Found!
The archived document is displayed using the
Acrobat viewer. Users can print copies as
necessary.
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Web Retrieval Example
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Summary

• Seamless integration with OneWorld PDF
• Easy to implement, easy to maintain
• Make output changes without modifying OneWorld
  components
• Reduce output production costs
• Eliminate multipart forms
• Electronic distribution
• Automatically archive all output
• Retrieve archived copies from inside or outside
  OneWorld

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Marine Power International

• Daniel Lae Marine Power International

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MPI - Overview

• Leading Marine Propulsion System Manufacturer in
  the World
• Approximately 40 market share in AAP
• 5 Distribution Centers and 7 Regional Offices in
  AAP

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Legacy Applications Required

• Pre-printed forms for invoices, customer
  statements, cheques etc.
• Line printers to produce multiple copy of
  invoices.
• Manpower to split and burst documents.
• Postage to send copies to Customers.
• Storage space to store documents for several
  years.

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Wanted a Solution With

• Reduce Forms Cost / Waste
• Plain paper
• Laser printers to produce the documents
• Increase IT Responsiveness
• New Requests
• Form Changes
• Improve Document / Office Efficiency
• Electronic document storage
• An email server to email the documents

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They Chose Create!forms Suite

• J.D. Edwards WorldSoftware ( 1999 )
• Create!form server AS/400 - merge/print of
  documents
• Create!form - Windows client for designing forms
• Create!archive - Document archive (indexes and
  stores PDF files)
• Create!email - Automated email delivery

2
Web Site
TimeTrade CONFIDENTIAL
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They Chose Create!forms Suite

• J.D. Edwards OneWorld ( 2003 )
• Create!form for OW V3.0 Designing Tool
• Create!form server 3.0 merge/print of documents
• Create!stream route raw PDF files to
  merge/printers/archive/email
• Create!email email of customer statements /
  invoices for faster revenue collection
• Create!archive index and store PDF files.
• Working on self service for dealers to retrieve
  old documents via Company Portal

2
Web Site
TimeTrade CONFIDENTIAL
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Process Flow Overview
JDE World AS/400
JDE OW
Spool file
Create!form Forms Design
E-forms server
SQL Index
E-mail
Archive
WAN Print
LAN Print
2
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Invoicing Project

• Replaced multi-part form with electronic form
• Printing changed from impact to laser printers
• All invoices stored using SQL server database and
  PDF files
• Set up Create!archive to retrieve invoices for
  customer service and finance
• Provided customers access to invoices through
  e-commerce site ( future improvement )

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Create!archive Search Retrieve
Step 1. Search for document on index variables
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Sample of Retrieved Invoice
Step 2. View archived document
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Savings

• Stationery
• Replace costly pre-printed forms with plain A4
  paper except cheques for security purpose.
• Reduce stationery management as 99 are printing
  on plain A4 paper.

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Savings (cont)

• Efficiency
• Can retrieve archived documents at the desk
• When required, print or email document to dealers
• Printing can now be down at location instead of
  printing at HQ and send to branches
• Improves standard pickslip in JDE for bigger and
  better presentation
• Statements are emailed to dealers on day after
  month-end closing for faster revenue collection

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Other Project Benefits

• Reduced printer maintenance costs
• Increased legibility / professional image
• Electronic forms can be changed relatively easy
• Eliminated invoice and blank forms storage space
  requirements
• Improved customer service
• Credit Department responds to problems more
  quickly

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Other Applications

• Forms
• Picking Slips
• Invoices
• Statements
• Purchase Orders
• Banking Slip
• Cheques
• A/R Invoices

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Project Justification

• Forms reduction savings alone does not justify
  project cost
• The BIG savings are in the soft areas
• Customer Service
• Labor efficiency
• Space utilization
• Responsiveness to changing business requirements

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Who is Create!form?

• Advanced output management solutions since 1987
• World-wide Operations
• Asia Pacific - MEL / SYD
• Americas BOS / DEN
• EMEA - LON
• Acquired by Bottomline Technologies (NASDAQ
  EPAY) September 2003
• Wholly-owned subsidiary of BT
• Strong partner network
• Deloitte Touche 2003 Fast 50 New England
  Company
• Deloitte Touche 2003 Fast 500 National Company

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Create!forms History of Firsts

• The first PeopleSoft certified output management
  solution for EnterpriseOne and World
• Were J.D. Edwards recommended Interface Alliance
  Partner for output management
• Only third party to have an office on the
  PeopleSoft Denver campus
• The first J.D. Edwards partner to certify on
  OneWorld, Xe and ERP 8.0
• Over 1,200 PS/JDE installs More than ANY other
  Output Management Vendor

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Questions?

• Patricia Sommer
• Create!form, Inc.
• psommer_at_createform.com
• Daniel Lae
• Marine Power International
• Visit Create!form at booths 4 5