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Streamline information managementHP Information Workflow Solutions for Airlines

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Industry drivers The airline industry faces new challenges and strong pressure to shift business models:

• Tremendous value is realized in getting information to passengers and crew—information in the right place, at the right time, and in the right format. • There is an increased need for agility and automation to optimize the IT ecosystem. • System integration and coordination across multiple systems allow smooth operations.

In the transportation industry, large organizations demand the reliable delivery of mission-critical documents when and where they need them. When business-critical information does not get to the right place at the right time, your organization can lose revenue and productivity, and suffer from unwanted business disruptions. When fully analyzing the cost of ‘business documents’, All Associates Group reports that 90% of the burdened cost comes from aspects of the document which are NOT related to paper, toner, equipment, costs, etc. Further, All Associates Group estimates in its predictive assessment benchmarking that air transport companies’ document spend on print and document management is on average 1.86% of total revenue, (including the total spent on office paper, commercial documents, and marketing materials—hard and soft costs).1

After optimizing the imaging and printing infrastructure layer, mostly consisting of rationalizing the printer fleet for cost reduction and better usage, customers often seek ways to get better control over the fleet to see where the overall utilization is, and to understand printing and scanning uses. From here, the next desire is to address the business processes that are generating the pages and bring the efficiencies of digital workflows to the convenience and familiarity of paper. This is what HP Information Workflow Solutions can offer.

Airline pilots’ work is already streamlined via the electronic flight bag (EFB) allowing them to immediately download updates to their electronic flight materials, rather than waiting for paper updates to be printed and distributed prior to each flight. However, there are still many paper documents involved in key business areas of an airline, such as back office finance and administration papers, HR documents and invoices; flight operations dispatch papers, passenger lists, and related passenger transportation documents; air waybills in cargo, business, contracts and goods receipts notes; work orders and routine tasks in maintenance, repair, and operations (MRO), bills and invoices; etc. At each step, the information is stored in computer-based systems, yet not all physical document’s movement can be, or need to be, eliminated.

While reducing paper waste and cost per page are key attributes of historic customer requests, HP has been helping clients operate more efficiently and securely while remaining compliant and reducing paperwork where possible. Time and energy spent manually performing business document tasks, which could otherwise be automated, is both a risk to introduce mistakes and to lose time and energy that could otherwise be better spent growing the business.

HP integrates the security and reliability of digital workflows with the convenience and familiarity of paper, while reducing the numerous manual steps in the process. In almost all cases, the end result is also an overall reduction in printing.

A good practice is to use workflow and scanning capabilities, brought to you by MPS, in order to enhance or improve processes, such as employee onboarding files management, invoice processing, delivery notes processing, contract management, etc.

Our experience with numerous clients has proved that we are helping them to reduce the labor and costs associated with manually processing physical paper documents and avoid disruptions, errors, or delays, bringing substantial savings on top of the savings realized by a typical MPS implementation.

Case study:

“The consumption-based payment model gives us maximum transparency on print costs. The Managed Print Services (MPS) contract has enabled us to make our processes more streamlined and more efficient. The standardized fleet of printers is an important element of our global IT outsourcing strategy, which began back in late 2006.” – Dirk Kröning, Vice President, Global IT Infrastructure, LSG Sky Chefs

Brochure | HP Information Workflow Solutions for Airlines

New hire submits completed I-9 form

Hiring manager completes and scans I-9 form

Electronic archive

HR receives, sorts, and reviews the forms

HR approval process

Form sent back to new hire Rejected Accepted

Document capture Invoice captured at source

Information extraction Information automatically extracted, validated, and routed into system workflow during capture

Back-end system integration Automated accounts payable process and custom communications customization

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Information workflow solutions for corporate back office

Human resources By eliminating the paper and manual processes in human resources with document management, you’ll be able to hire the best people faster, get new employees contributing more quickly, and keep your current employees happier.

Figure 1: HP Solution for Employee File Management

Finance and administration Account payable (A/P) efficiency goes with the need for improved visibility of enterprise spending, quick response to vendors, support, improvement of financial costs, increased productivity, and lower cost per invoice.

Figure 2: HP Automated Invoice Processing

The automated process can reduce payment cycles to 2–4 days and lower processing costs by 40–60%

Another key priority for the finance and accounting department is the accuracy of the billing process: receiving payment on time from customers is critical for the company. A bottleneck in the accounts receivable (A/R) process is the billing part. Providing customers with clear, easy-to-read, and accurate information as fast as possible, to shorten term of payment, is a key objective for Finance and Accounting.

Brochure | HP Information Workflow Solutions for Airlines

Information extraction Information automatically extracted, validated, and routed into system workflow during capture

Back-end integration Automated A/R process and customer communications customization

• Automatic invoice creation • Consolidation of information for payment collection • Approval workflow • Automated posting and archiving • End-customer inquiries are solved easily and immediately as staff has real-time access to delivery notes online in the system

• Truck driver can automatically put the document in a remote HP MPF • No need to wait until end of day or next day • Electronic archive stored simultaneously

Delivery notification paper work with the truck driver

Printing delivery notification forms, including customer variable data in a unique barcode identifier

Document capture Invoice captured at source

Goods delivery Delivery notification

Document creation Delivery notification barcoding

HP Capture solutions • Automatic data extraction and interpretation of key accounting metadata • Validation of accounting information • Transfer of accounting data to back-end system

Grow • Targeted offers and promotions • TransPromo messages • Loyalty programs • Agent postcards

Service • Statements • Bills • Notices • Personalized

Attract • Marketing campaigns • Targeted direct mail • Quotes and proposals

Acquire • New products and services • Enrollments • Account openings • Contracts

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Figure 3: HP Delivery Notification Solution

Automated process can reduce cycles significantly and lower total processing costs

Information workflow solutions for flight operations

Personalized customer communications Frequent flyer statements—common customer touch-points—and customer communications, in general, are often confusing and impersonal, leaving customers unimpressed and less than satisfied. Customer communications management solutions (CME) provide personalized customer communications that embrace a host of capabilities to dynamically access data and content from multiple sources to create targeted communications, and deliver them to virtually any print or electronic channel.

Figure 4: Communications for every step of the life cycle

Passengers ground and airline lounges printing services The merger of mobile devices and cloud services has become one of the most significant enablers of business productivity and innovation in the past decade. However, one key business process has eluded the mobility movement: printing. Even the most technically-enabled business travelers need to hunt for print services while on the road and search for IT helpdesks when visiting a branch office simply to print a document.

Brochure | HP Information Workflow Solutions for Airlines

Select the content you want to print

Select a printer Hit print Get confirmation

Typical output environment HP improved environment

Brochure | HP Information Workflow Solutions for Airlines

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Figure 5: HP JetAdvantage Mobile Printing Solutions2

Information workflow solutions for cargo

Output management For a transportation company, a fragmented output environment is a barrier to introducing innovative processes and to updating existing processes, it slows information movement and slows down processes. Misfiled or lost documents can have a huge impact on the bottom line and setting up an end-to-end secured shipping document tracking system can help save money while complying with regulations.

Simplifying that environment and implementing effective system-wide management and control help prepare the organization to deal with whatever business requirements arise in the future. HP provides solutions for assured output and delivery of information.

Figure 6: Improved environment with output management solutions before and after state

Passengers ground and airline lounges printing services The merger of mobile devices and cloud services has become one of the most significant enablers of business productivity and innovation in the past decade. However, one key business process has eluded the mobility movement: printing. Even the most technically-enabled business travelers need to hunt for print services while on the road and search for IT helpdesks when visiting a branch office simply to print a document.

Information workflow solutions for MRO MRO Save time with HP Flow devices—HP created a whole new imaging and printing category when we introduced our portfolio of Flow multifunction printers (MFPs), scanners, and digital senders. These capture-and-route optimized devices are packed with innovative features to help you unlock content in paper documents and work more efficiently. Solutions include features to: • Digitize the information from a document. • Convert the document into a form usable in another application or prepare it for storage. • Transport (or connect) the document to another destination(s).

Digitize/capture Transform/process Connect

MFP scan input

Scanner input

Inbound from fax

Upload scan from Microsoft® SharePoint®

Optical character recognition (OCR)

Format conversion: PDF, PDF/A, Doc, XLS, XML, RTF, TIFF…

Compression

Barcode recognition and data extraction

Enhance image: deskew, background removal, sharpening, etc.

Scan to email

Scan to network folder

Scan to cloud

Scan to fax

Upload/scan to repositories

Business process applications (ERP, CRM)

Remote workforce on construction site fill out and sign weekly time sheets

General foreman collects and signs time sheets for each worker supervised at the end of each working shift or week

Collected documents are brought to the local agency at the end of each day or week Documents are scanned locally on current MFP with tracking metadata and indexing information attached to the image or file

Document capture and data indexing OMR/OCR/ICR Business applications and workflow

Data is interpreted, sent, and stored immediately into the HR business application, then validated, if required by operator for authorized billing

Local site network

Central HR network

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Figure 7: HP Flow device features

Move between paper and digital content efficiently

Traditionally in MRO, handling employee routine and non-routine cards means managing a lot of paper and routing it physically to a central site where it is processed and used for data entry into your back-office business application for billing purposes.

Misfiled or lost documents can have a huge impact on the bottom line, and setting up an end-to-end secured shipping document tracking system can help save money while complying with regulations.

The underlying HP Capture and Route solution enables users to easily convert paper documents into a variety of digital formats—including PDF, TIF, Microsoft Word .doc, .docx, JPG, and RTF—making it one-button simple to route information where it is needed in the correct destination folder.

Figure 8: HP Time Sheet Collection Solution

Automated process improves employee productivity and can reduce costs, administration time, security risks, and carbon footprint

Brochure | HP Information Workflow Solutions for Airlines

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1 ALL Associates Group, September 2015.2 For additional information on HP JetAdvantage Mobile Printing Solutions, visit hp.com/go/businessmobileprinting.3 Based on data from the 2016 Forbes Global 2000. 4 Based on data from the 2016 Fortune Global 500.

© Copyright 2014, 2017-2018 HP Development Company, L.P. The information contained herein is subject to change without notice. The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein. Microsoft is a U.S. registered trademark of the Microsoft group of companies.

4AA5-2813ENW, February 2018, Rev. 2

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Brochure | HP Information Workflow Solutions for Airlines

Why HP?For more than 50 years, HP has been partnering with leading manufacturing and distribution organizations, supplying the technical expertise and business savvy required to position these companies at the forefront of innovation. Today, industry analysts rank HP as a leading provider of information technology and services to the manufacturing and distribution industry. In fact, 10 of the top 10 automotive manufacturers3 and 8 of the top 10 oil and gas companies are HP Managed Print Services clients.4

We will take the time to understand your specific needs and create a plan to help optimize your fleet, ensure data and document security, and manage your evolving workplace.

Get startedContact your local HP representative to:

• Set up a workshop to assess your specific business needs.

• Establish a plan to implement the best solution for today and into the future.

• Identify an environmental approach that can help your organization save money.

Learn more hp.com/go/mdiworkflows