170 Systems, Inc.
Utilizing Self-Service Applications to
Achieve Operational Efficiency:
Three Case Studies
Jeff Colket
This material is confidential and proprietary
to 170 Systems, Inc. and may not be disclosed
Copyright © 170 Systems, Inc. 2001
The 170 Systems Solution
170 Systems provides products and services
that allow organizations:
 to bring all information on-line, regardless of
format or source
 into integrated web-deployed systems
 that streamline business processes
Copyright © 170 Systems, Inc. 2001
170 Systems has …






Provided business solutions since 1990
100+ implementations
Implemented systems in over 40 countries
An Oracle ‘Certified Advantage Partner’ status
Seamless integration to Oracle
Image and document enabling  Any Oracle Application module
 Any Oracle Tool or third party tool
 Any Custom built module or legacy system
The leading provider for Oracle
Copyright © 170 Systems, Inc. 2001
170 Systems MarkView solutions …
tm
 Help companies reduce costs by streamlining
business processes
Payables Purchasing
HR
Receivables Sales
Manufacturing
Expenses Contracts CRM
 Enforce good practice with workflow
 Make ‘any source’ documents and images available
 Online
 Integrated with the business systems
 Secure
Copyright © 170 Systems, Inc. 2001
Sample Customers …
Copyright © 170 Systems, Inc. 2001
170 Systems Solution
170 Systems
Generation 2
• The introduction of basic
Generation 1
workflow
• Data redundancy and data
integrity issues due to stand
alone/silo systems
• Not integrated with Business
Process
• Basic Scan & Retrieve
• Stand alone systems
• Not leveraged by knowledge workers
• Not integrated with business processes or
corporate information
Copyright © 170 Systems, Inc. 2001
• Streamlined solution with
seamless integration of the
document management solution and
the ERP application.
• Access to corporate information in
production databases from the
document
• Used by the knowledge worker
• Granular measurement and control
capabilities to continuously improve
the process
Any Access or Interaction Method
Email
Multi-Channel
Wireless
Information
Access
Standalone
Copyright © 170 Systems, Inc. 2001
Extranet
Case 1: Corporate Overview
 Michael Baker Corporation specializes in:
 Engineering design for the transportation
 Operation and maintenance of oil and gas
production facilities
 Architectural and environmental services
 Construction management for building and
transportation projects.
 The company has more than 4,200 employees
in over 30 offices around the world.
Copyright © 170 Systems, Inc. 2001
Internet Expense Solution
Requirements
A self-service solution that automates our expense reimbursement
processes while reducing transaction processing costs and
reimbursement cycle times.
A document imaging solution for Oracle 11i ERP’s Expenses, Projects
and Accounts Payable modules.
Able to incorporate and integrate all of the necessary information for
project re-billing to their clients.
Must integrate seamlessly into Oracle 11i and appear as a single
solution.
Able to fit into the corporation’s requirements that this system be
hosted external from Baker by AT&T hosting services.
Copyright © 170 Systems, Inc. 2001
Streamlining T&E Processing-Challenges
 To significantly reduce expense
reimbursement cycle times and associated
costs
 Issues/costs existed with approving on-line
expense reports and paper-based expense
receipts
 Over 1500 expense report submissions per month
and growing
 18,000 of expense receipts annually
Copyright © 170 Systems, Inc. 2001
Internet Expenses-- Solution Benefits
 Significantly streamlined T&E processing and
reduced costs associated with the reimbursement
cycle
 Less work/demand on internal resources
 Provided a measurable return on investment
 Fostered and created highest degree of customer
satisfaction
 Enhanced Internet Expenses application
Copyright © 170 Systems, Inc. 2001
Case 2: Corporate Overview
 General Dynamics Network Systems, headquartered in
Needham, MA.
 Design and build complex telecommunications networks for
nearly 50 years.
 Over 4,000 skilled technical personnel provide design,
integration, installation and support services for enterprise,
wireless and space-based networks.
 Pioneered the rapid deployment of wireless communications
networks.
 Deployed more than 10,000 wireless sites around the globe.
 One of four separate business units
Copyright © 170 Systems, Inc. 2001
GD Historical AP Process

Paper was everywhere

Lots of paper handling in the field and in A/P

Expensive to ship documents around the company

Vendor support was difficult

Error prone coding processes for remote locations

Long payment cycles

No visibility into the process
Copyright © 170 Systems, Inc. 2001
GD AP Solution Benefits
 Performance information
 Real time monitoring
 Re-allocation of resources
 Reporting via MarkView Reports
 Throughput by user
 Throughput by organization
 Process duration
Copyright © 170 Systems, Inc. 2001
Case 3: Corporate Overview
 Cigna Corporation
 Healthcare, insurance, retirement and investment
management products and services worldwide.
 Headquartered in Philadelphia, PA.
 39,000 employees in 100 locations.
Copyright © 170 Systems, Inc. 2001
Cigna Internet Expense Solution Requirements
 A self-service solution that automates expense
reimbursement processes while reducing transaction
processing costs and reimbursement cycle times.
 A document management solution integrated with
Oracle’s Expenses and Accounts Payable modules.
 Seamless integration into existing system to appear as
a single solution.
Copyright © 170 Systems, Inc. 2001
Streamlining T&E Processing-Challenges
 Issues/costs existed with approving expense
reports and paper-based expense receipts.
 Approximately 7,000 expense report
submissions per month and growing.
 90,000 expense receipts annually.
Copyright © 170 Systems, Inc. 2001
Streamlining T&E Processing—
Benefits for Cigna
 Reduce the time Accounts Payable staff, management
personnel, and employees spend working with paper
expense receipts in the approval and reimbursement
process.
 Reduce long reimbursement cycles, delivering
expense checks more quickly to employees.
 Ease compliance with company travel and expense
policies.
 Eliminate the challenge of managing paper-based
expense receipt backup.
Copyright © 170 Systems, Inc. 2001
Automated Receipt Handling

Convenient access to receipts any time.

Significant reduction in transport costs (eliminates need to
mail or inter-office receipts).

Elimination of costs associated with tracking and storage of
hardcopy receipts.

Enhances Oracle Expense and Concur applications.

Streamlines receipt handling.

Reduces costs associated with the reimbursement process.

Fosters and creates a high degree of employee satisfaction.
Copyright © 170 Systems, Inc. 2001
The On-line Expense Document Flow
 Receipts handled outside of the on-line process
 Very labor intensive to handle the receipts and typically
receipts are not viewed except during random sampling
 Ineffective management control
 Random sampling process is expensive
 Receipts are often sent via Fed-ex
 No association between documents and transactions
 Lots of Filing
Copyright © 170 Systems, Inc. 2001
Potential Expense Processing Future State
Enter
Expense Detail
Print
Bar-Coded
Cover
Sheet
Copyright © 170 Systems, Inc. 2001
Fax Receipts
Automatic
Association
of Image
with Expense
Record
Routing
Standard AP Challenges
 Invoices arrive at multiple locations in varying states
(coded, approved, etc.)
 Processes are labor intensive, multiple “touches”
 Documents sent multiple times through inter-office
mail, Fed-ex, fax, etc.
 Information is captured multiple times
 Documents sit on desks with little to no visibility
 Rework when information is incorrect
 Significant work keeping all the information together
Copyright © 170 Systems, Inc. 2001
Demonstration
Copyright © 170 Systems, Inc. 2001
For More Information
 Contact 170 Systems at 1-800-788-6170 or 781-743-
1900, or email info@170systems.com
 Contact Brian Blond at (415) 786-4496, or send email
to bblond@170systems.com
 Visit the Website of 170 Systems at
www.170systems.com
Copyright © 170 Systems, Inc. 2001