Canon Information Management evenement

Düsseldorf

26 november 2014

Canon Document Process Automation

Canon Document Process Automation

Grote organisaties worden in toenemende mate geconfronteerd met nieuwe communicatiekanalen die hun klanten willen gebruiken: naast de traditionele post ook e-mail, Twitter, myURL en mobiel. Dit geldt ook voor bedrijf kritische documenten zoals afschriften, polissen en nota’s. Door deze toenemende complexiteit wordt het steeds moeilijker om regie te houden, huisstijlen te bewaken en compliancy aan te tonen. Document Process Automation oplossingen kunnen een organisatie helpen om dit probleem op te lossen.

In deze presentatie worden enkele internationale onderzoeken behandeld die aantonen wat o.a. de voordelen van document proces automatisering zijn.

De Duitse verzekeraar WWK Lebensversicherung verteld over hun ervaringen met een Document Proces Automation oplossing van Canon die zij gebruiken om gecontroleerd hun business critical printwerk uit te besteden . Wilt u meer weten? Neem contact op met Canon Nederland.

Tel. 073-6815815.

Canon for Business 2014

Op 26 november 2014 vond in Düsseldorf het tweede internationale evenement over Information Management plaats, georganiseerd door Canon.

Op het evenement waren diversen parallelsessies over specifieke onderwerpen waarbij externe experts en klanten van Canon vertelden over trends en ervaringen.

DOCUMENT PROCESS AUTOMATION OPTIMISE YOUR OUTBOUND DOCUMENT PROCESSES FOR COMPLETE CONTROL AND COMPLIANCE Please select GROUP A on your iPad before start

HAN BEUTEN RUDOLF WOLF MANAGER CCM/DPA SOLUTIONS & SERVICES, ZENTRALE DIENST – BESCHAFFUNG LOGISTIEK SERVICES CANON EUROPE WWK LEBENSVERSICHERUNG

AGENDA

Market Trends

It’s a changing world! What ‘s the impact on your document production?

The Success Stories

WWK: Never change a winning team, never touch a running system

Canon’s View on DPA

Optimise your document processes with a single point of control

Summary

Learn more about our solutions in the consulting area

Document Process Automation?

“Focus on outbound document processes”

Control, secure, and optimize

the generation, production, and distribution

of outbound business critical documents like

Invoices

Delivery Notes

Invites

Statements

Questionnaires mailings

handbooks exams

cards

reports

Effectivity Flexibility

Differentiation

Customer/employee

Efficiency Control Compliance

Back-office

Major impact by today’s trends and challenges

It is a rapidly changing world!

But… is today’s infrastructure ready?

Process

Applications

Data objects

Structureddoc creation

SearchAccess Versioning Store ArchiveWorkflow

Invoice

Oracle Salesforce Siebel

Offer Contract

PearlchainEloqua

Inquira

Qvidian

Sales info

Project Docs Manuals

AR InvoiceAP Invoice

PO confirm

Interactive doc creation

Demantra

Multiple Backoffice systems

Islands of document solutions

Legacy systems and datastreams

“Don’t fight tomorrow’s war with yesterday’s technology” Strategic CIO issues for 2014, Forbes, Bob Evans (Oracle)

An example… the invoice

Multiple… • Systems• Locations• Processes• Templates• …

How can I respond to future trends and challenges within my current document

infrastructure?

Or… How can I satisfy

the needs of my stakeholders in our current document processes?

IT

Marketing Finance

Logistics

MarComs Support

Legal

The Manager IM/DM:

INFORMATION AT WORK

WWK Never change a winning team! Never touch a running system!

WWK Lebensversicherung a.G.

• is a mutual insurance group

• founded in 1884

• gross written premiums of EUR 1.077b in 2013

• 1.500 employees in HQs (Munich) + 1.000 agents in 60 WWK-sales offices (DE + AT) + 6.000 IFA

• WWK strategy: Stay in this legal form, ensure complete independence

Industry/Segment Challenges:

• Decrease in interest rates

• Rules for transparency and recalculation of valuation reserves will impact business in 2015

1. The importance of documents

We are sending Millions of documents to our customers per year.

These documents are essential for our business.

It is crucial that the right document reaches the right customer at the right time!

WWK-Documents •Contracts•Contract Amendments•General Information• Legal information•Date information• Invoices•Commissions

►Print-volume is volatile / high peaks external print partner!

2. Challenges – for business & information management

1st outsourcing project started in 2000 completely based on an analog job ticket-description. HOST and client-server based business-process application ran two specific print-output

solutions but both HP-PCL

All night, IT operating staff took care for preparing and sending data to the print provider no feedback from print floor or production floor. no detailed accounting, no technical feedback to the business application.

“We had to believe: all files (p.a. 80,000) were processed, all (30 Mil) pages were printed and all (20 Mil) A4 sheets were in the right envelope.”

3. Involved functions/departments

WWK stakeholder were aware of that limitations and desired:

Revisor and data protection: compliance to security regulations (data and data processing)

Service manager: desired internal company standard

Operational Department: status on document level

IT: state of the art automated unlimited job-management

Purchasing Department: Bigger range of suppliers when put out to tender.

4. Project phasesIn 2010, WWK asked for an implementation concept we checked two proposals for solution

we decided for Océ/Canon as prime contractor

we did some testing

we made a project plan to implement the Canon solution

and required additional functions in WWK environment

4. Project phases

meantime, the (1st) outsourcing partner decided to withdraw due to

reorganization reasons from the contract within 9 month

… we were in a hurry the new outsourcing partner was ready to take over WWK print and document

volume, but not based on an analogue job ticket process

on top the document-composition software needed an update

the most important document, the insurance policy, was redesigned by marketing

Input Data INPUT OUTPUT

MANAGE

Output Data

Internal Software applications

WWK-Documents • Contracts• Amendments• General Information• Date information• Invoices• Commissions

HOST files PDF PCL

Converting of application data (Host) Add barcodes

Integration of meta data Accounting information

Campaign management

Output Data stream + Target-list Definition: How to be printed

External Print Partner • Digital postage payments• Print• Postage neutral inserts• Enveloping• Posting

Status-list What has been printed

Accounting Cost allocation Payment

5. The solution

6. ROI some examples Time: We migrated to the new print provider supported by

Canon within 4 months only.While an another customer of our 1st outsourcing partner startedits migration project earlier but did not finish within a year.

Optimized Human Resources:3 people are running WWK daily output - business, most of all modifications were doneby this team (no external consultants)

Cash discount: payments process to print partner much quicker due to meta data, invoiceverification is easy. WWK is saving monthly max. discount (p.a. 15,000€)

Reduction on postage cost: enclose advertising materials without impact on postage charge(150,000€ in 2014)

7. Next steps

We will replace the HOST-based file converter (LIP2PCL), but without touchingworkflow or business processes.

We will „print“ documents to a WWK - CIP „customer information portal“ equal tothe existing „hard copy“ – channel, also without touching workflow or businessprocesses

Thanks to good interfaces and a flexible solution based on Canon!

We defined o n e WWK-standard (quality, security, safety, performance) for all existing andupcoming midvol and highvol document-solutions

WWK is independent regarding print- and document processes

ROI: quick and measurable

you can touch - but never change such a good system!

Thanks to Claus Weindl Business Consultant Information Management Solutions Business Sales Development Canon Deutschland GmbH

8. Summary

Canon’s view: Optimise your document processes with a single point for control

Four key topics

AUTOMATION INTEGRATION

VALIDATION UTILIZATION

• Minimize manual work• Reduce errors• Speed up process

• Integrate multiple in/out’s• Integrate with enterprise systems• Avoid islands of automation

• Monitor end-to-end• Track & trace progress• Secure compliancy

• Easy setup by key-user• Offer flexibility to changes• Be future proof

Some more examples (demonstrated in the consultancy area)

AUTOMATION INTEGRATION VALIDATION UTILIZATION

End-to-end production of personalized exams

just once!

Fully automated localized just-in-time handbook production

SAP closed loop multi-channel

invoice generation

Flexible optimized delivery notes

processing

Process logic

Canon’s concept “A single point of control”

Step 3

Step 5 Step 1

Step 2 Step 4

Step 3 Step 5

Step 1

Step 2 Step 4

An example… delivery notes processing

Single point of Control

Monitor & Report

Generate

Order Picking

Deliver Archiving

Delivery Note

Deliver

Generate Generate

An example… delivery notes processing

Single point of Control

Monitor & Report

Order Picking

Deliver Archiving Monitor & Report

Generate Submit

Print Offset

Device Y

Impositioning

Size>1000 pages:Offset

Format

Print digital

< 1000 pages:Digital

Print Offset

4up 8up

Device X

MIS feedbackfor invoicing

Receive FTP Receive Email Receive MIS/ ERP

Process incoming data

UnZIP

ClassifyPDF

TIFF

Native

Folder PDF Folder TIFF Folder Native

Submit

Preflight

Manual checkingby operator

Preflight Start

Call PitStop ServerSize

PDF ok

Inform operating

Status to MIS

PDF warning

PDF not ok

Log error

Reject PDF

Status to MIS

Start Customer A

Order management(sort & process)

BoD Workflow

Preflight & Report

Start Customer B

Order management(sort & process)

BoD Workflow

A clear value add for both Business and IT

Cost Saving Investment Protection

Security Flexibility

Open for future requirements

Reuse of applications and workflows

End-to-end monitoring, reporting

Automation reduces errors Any time, any place, any channel

Dynamic design, automatic merge

Scalable in functionality & pricing

Minimized manual steps & scripting

Efficiency Control Security

Effectivity Flexibility Differentiation

Whatever trend or need, I’m confident we can control it with our DPA solution in a

most productive and compliant way!

The Manager IM/DM:

Cross Media

Multi Channel Direct Mail

Customer Communications

Management Marketing

Automation

Book Production

Let us show you how we can help you grow your business!

• Deliver ExceptionalCustomer Experience

• Gain CompetitiveAdvantage

• Meet RegulatoryCompliance

And after today’s event,

DOCUMENT PROCESS AUTOMATION QUESTIONS?

THANK YOU VERY MUCH

DOCUMENT PROCESS AUTOMATION

THANK YOU VERY MUCH