Enhance Your End-user Experience

Using ECM as a Shared Service

Chris Adamson

Director IT, RCloud & Professional Services

Ricoh Canada Inc.

Agenda/Topics

‣ What’s our history?‣ What is expected of ECM today?‣ Is there “nutrition in eating what you cook”?‣ Is ECM in the cloud a compelling solution?‣ What else can be achieved?

What if…

‣ You could bring a technology solution to your Sr. Management Team that reduces a core business process cost by 25% - would you?

‣ If you already have the knowledge, experience and skills to deliver a solid business solution – would you use it?

Our Relationship

• Partners since 1998 (originally as Ikon Office Solutions)

• Over 450 customers across Canada• On-Prem application solution deployments

‣ 15x Laserfiche Channel Award Winner‣ #1 Laserfiche VAR in Canada‣ Top 3 Laserfiche VAR Globally‣ 40 Trained Systems Engineers and Solution Consultants‣ 1st Channel Partner to port Laserfiche to a shared services

platform (RCloud: ECM, 2013)• 21 RCloud SaaS customers (3-4/mth)

Laserfiche Corporate Profile

‣ Laserfiche v1.0 released in 1987‣ Over 30,000 installations globally

‣ Nearly 300 employees

‣ 20% Growth Annually

‣ 1000 VARs Worldwide‣ Offices in Hong Kong, Shanghai,

Toronto, Tampa, Washington D.C., London, U.K., Panama

‣ Gartner Magic Quadrant‣ BLI: Laserfiche 9 Unites ECM and BPM

“Laserfiche provides the management tools to make smarter decisions”

Laserfiche has the base capability and channel strength to meet the ECM needs of the mid-market, government and the enterprise

• Laserfiche has been serving process-centric SMEs for 30 years. • The solution is available in two flavors: Rio for enterprise deployments, and Avante for SMEs.• It has gained traction by offering the enterprise a scalable ECM/RM solution that can grow with &

within the organization to compliment or replace existing document and data process automation systems

Overview

• Leads innovative solution development for mobile technologies, web services automation, eForm enablement backed by a secure, scalable information (content, documents, structured text) repository.

• Has an Integration Marketplace, where connectors can be purchased for a wide variety of products.• Well developed channel and software products to service mid-market demands in imaging and

workflow

Strengths

The Laserfiche Software Solution

ECM ROI Expectations

IT Tech is the foundation for building business outcomes

IT Solution Expectations:‣ Reduction of personnel hours required to complete a process or generate

income‣ Minimize time required to deliver a product or generate revenue‣ Reduction in variable costs or duplication of tasks associated with completing a

process or generating profit

‣ Unique ROI Found in ECMo Bundled functionality―including capture and workflow―extends workflow to the

point of content creationo Choice of interface allows information to be presented in the proper context for all

participants in any particular processo Integration capabilities built into the workflow automation system eliminates

redundant data entry, automates decisions and keeps multiple systems synchronized

Options in Market

‣ Point solutions‣ Changing times: ‘Everything’ as a Service‣ ECM innovation

• Integrating technologies into services that meet business user needs

• Building scalable processes for provisioning and support

• Short route to enterprise productivity & profitability• Package functionality: workflow - simplified• Innovation in a credible way

Market Validation

• Employee Expense Process Big Hit opportunity:

o Touches 50% of Org. Headcounto Employee Sat & cash flow relianto Highly paper based, labor intensive – archaic

‣ Process automation “internal consulting”‣ Going to market for a BPO services solution…

or “eat what we cook!”‣ Capitalizing on the experience and tools

currently available in the Ricoh portfolio

Opportunity to Use What We Sell

Case Study

Ricoh Employee Expense System

Business Problem

The goal of the project:‣ Build a solution to enhance the current expense

process, audit, reporting and productivity‣ Reducing the time it takes for an expense claim

to be processed from submission to payout‣ Eliminating data input redundancies

• (3x entry of the same/similar data)

‣ Services automation, ensuring visibility and status notification throughout the cycle

This project utilized a simplified 5-phase methodology:

1. Project plan development, timelines, resources, SMEs

2. Current state assessment, analysis, consulting, cost uncovery, business decisions relating to processes

3. Configuration & design, review and solution validation

4. Deployment, UAT, change management and conduct training activities

5. Transition, project documentation, lesson’s learned and “one to many” knowledge transfer

Project Scope

Consulting Models

‣ Solution Development Methodology• Assess, Analyze, Apply, Achieve

‣ Models & Methods• DMAIIC• Lean• PDCA• 7Cs• CMM• USE

Current State

Data entry errors

No Visibility - Tracking

Duplication of expense detail

Loss of expense report in mail

.5

1

1

.5

50

100

100

50

25

100

100

25

Measure Impact

Risk Assessment: If we do nothing = 250 factor

Related Factors Severity Probability Risk Factor

Legend:Severity: 1=High, .5=Medium, 0=LowProbability: 100=High, 50=Medium, 0=LowRisk Factor: (Severity*Probability)

Definition of ResultsRisk Factor of 100 = High RiskRisk Factor of 50 = Medium to High RiskRisk Factor of 25 = Medium to low RiskRisk Factor of 0 = Low Risk

Call to Action = +/- 100 factor

Improvement Design

5 Universal Steps: MDS‣ Understand: costs, time, dependencies, gaps‣ Improve: right-size, BPO‣ Transform: Implement, change management‣ Govern: Manage, report, control‣ Optimize: Continuous improvement,

sustainability

Cloud Architecture: “High Value – Low Touch Services”

Proposed State – RExS

50% Process Step Reduction

Implementation of Online tool

No Visibility - Tracking

Duplication of expense detail

Loss of expense report in mail

Data entry errors

.5

0

0

0

.5

50

0

0

0

50

25

0

0

0

25

Cloud Enabled Automation

Risk Assessment: Implement web-based tool = 50 factor

Related Factors/Items Severity Probability Risk Factor

Legend:Severity: 1=High, .5=Medium, 0=LowProbability: 100=High, 50=Medium, 0=LowRisk Factor: (Severity*Probability)

Definition of ResultsRisk Factor of 100 = High RiskRisk Factor of 50 = Medium to High RiskRisk Factor of 25 = Medium to low RiskRisk Factor of 0 = Low Risk

RCloud Services: ECM

RExS Solution

‣ Cloud based delivery platform‣ eForm web presentment and submission‣ dB / ERP integrated

Solution ~ Cont’dEmployee Interface

Management Interface

Description 3rd Party Solution (BPO)

RExS On-Premise

Upfront Costs Low Medium

Ongoing Costs High Low

3rd Party Audit Yes No

Integration to ERP Sys

Yes Yes

Web Based Yes Yes

Can be used for other business processes?

No Yes

Adds Ricoh customer value?

No Yes

Cost per Expense Report

$ 3.27 $ 2.85

BPO vs. On-Premise Solution (RExS)

13% Reduction in per report costs

Solution Options

Description On Premise RCloud

Upfront capital investment

Software + Hardware

Software Only

Sales Leverage Good Better

Managed by Ricoh IT Ricoh PS & RCloud Team

Location of computing environment

HQ Datacenter

RCloud(VDC)

Integration to Baan Yes Yes

Cost per Expense Report

$ 2.85 $ 2.47

RCloud vs. On-Premise

25% Reduction in per report

costs vs. 3rd Party Solution

Avg. Volume: 1,200/month

Solution Option – a 2nd Look

Process Time Phase Inspection

‣ Benefits through time reductions = cost reductions‣ Business transformation through process automation

RExS Solution

Manual Process

66% Process Time Reduction

‣ Laserfiche is web-based, Cloud enabled, utilizing a mobile forms solution that streamlines and automates the entire expense process

‣ Managers can easily “Inspect what they expect” within expense claims

‣ Employees will have complete visibility from submission to payment

‣ Eliminate paper through online processing and e-receipts

‣ Automation lowers transaction, processing and time dependencies, including cost reduction related to reduced manpower (-1.5 FTEs)

‣ Savings and cost reduction generating net benefit of $256,493 over 5 years

‣ Support future improvements and optimization within Service Operations

‣ Project supports key organizational strategies:• Cost reduction • Improved organizational effectiveness• Enhanced employee engagement

Solution Benefits to Ricoh

Next Steps

‣ UAT finalization & Production Launch‣ ERP integration‣ ADP payroll automation• Foundation for other projects

Accounts Payable Approval Automation Field Operations and other service reporting Legal – Contracts renewal automation

Questions?

Thank You!