MHC Software

2. MHC Software • Privately held, established in 1980 • Located in Burnsville, MN • Lawson Business Partner for over 11 years • Provides Document Express, a payment solution with document printing and distribution capabilities. • Over 550 client installations • 90% of client base is Lawson users

3. What is Document Imaging and Management Document Imaging is the conversion of paper documents into electronic images. Once Imaged, these documents can be retrieved / printed / e-mailed, etc. effortlessly in seconds.

4. The Business Case for Document Imaging and Management • Prevents lost records • Saves storage space • Makes managing records easier • Eliminates time spent searching for documents • Makes images centrally available. • Eliminates the need for file cabinets.

5. The Costs of NOT using Document Imaging and Management • Documents cost about $20 each to file manually (Gartner Research) • Documents are copied, either physically or electronically, on average of 9-11 times at a cost of about $18. • The average executive wastes 150 hours per year looking for lost, misplaced, misfiled or mislabeled documents (Coopers and Lybrand) • Misfiled documents cost about $120 each to retrieve

6. The steps necessary to introduce document imaging and management: • Scanning • Indexing • Storage • Retrieval • Access

7. Document Imaging and Management: SCANNING • Major advancements in scanning technology make paper document conversion fast, inexpensive and easy. • A good scanner will make putting paper files into your computer easy. 

8. Document Imaging and Management: INDEXING • The index system creates an organized document filing system and makes future retrieval simple and efficient. • A good indexing system will make existing procedures and systems more effective, and add a minimum of additional steps • Example: AP check images would be indexed on any of the following: Check #, Vendor #, Invoice #, PO#

9. Document Imaging and Management: STORAGE • The storage system provides long-term and reliable storage for documents. • A good storage system will accommodate changing documents, growing volumes and advancing technology. 

10. Document Imaging and Management: RETRIEVAL • The retrieval system uses information about the documents, including index and text, to find images stored in the system. • A good retrieval system will make finding the right documents fast and easy.

11. Document Imaging and Management: ACCESS • Document viewing should be readily available to those who need it, with the flexibility to control access to system. • A good access system will make documents viewable to authorized personnel, whether in the office, at different locations, or over the Internet.

12. Imaging Considerations – Software Selection • Are your Images portable if you change imaging systems? • What type of IT resources are required to implement? • Are there any special hardware requirements? • How much storage is needed for standard record retention (The IRS & the 7 year itch)? • How are indexes captured and what is the reliability? • Client software or web deployed? • Security on images – who can see what?

13. Loyola’s Case Study

14. Loyola University Chicago Overview Ranked as a top national university and a "best value" for higher education by U.S. News & World Report, Loyola University Chicago is one of the largest of the 28 Jesuit universities and colleges in the United States. Loyola has four campuses, three in the greater Chicago area: Water Tower, off North Michigan Avenue; Lake Shore, Chicago's North Side; and Medical Center, west suburban Maywood, plus the Rome Center of Liberal Arts in Italy. Loyola's nine schools and colleges include: arts and sciences, business administration, education, graduate studies, law, medicine, nursing, social work, and adult and lifelong learning. Loyola University Chicago employs approximately 900 Full & Part Time Staff, 1100 Full Time Faculty.

15. Loyola University Medical Center Overview • Based in the western suburbs of Chicago, LUHS is located on a 70 acre campus in Maywood, Illinois. LUHS is a nationally recognized leader in providing specialty and primary healthcare services and in conducting groundbreaking research in the treatment of heart disease, cancer, organ transplantation and neurological disorders. • Loyola University Hospital – a teaching, tertiary-care, 523 licensed bed facility that includes a Level 1 trauma center, Burn Center and an aero medical service, Loyola Lifestar.

16. Accounts Payable Issues with Paper files • AP Department located on 7th floor, but files are kept on the 13th floor. • As the student population grows, office space is being reduced. No longer space to house file cabinets. • Need for multiple areas, such as purchasing, to view documents from other campuses. • Invoices were being lost or misfiled. Customer satisfaction in AP department suffered.

17. Accounts PayableImage Express Solutions • Scan all documents to be stored on a web based server for easy retrieval by many parties. Below is a list of documents that are currently being imaged. • Invoices – Check Requisition, Purchase Orders, Expense Reports • Independent Contractor Forms • Signature cards • W-9 forms • Check Images are created from Document Express and linked back to original invoice.

18. Loyola’s Next Steps • Human Resources document imaging. • Employee Personnel Files • Benefit Files • Retirement Files

20. Image Express and Lawson Interface Scanned Invoice Image Lawson AP20 Image Expresscaptures invoice images and indexes as invoice information is entered into Lawson.

21. LID CAP Image Express Entry Performs Lawson Screen Scrape

22. Voucher Vendor Invoice #