PAPERLESS ACCOUNTS PAYABLE PROCESSES AT ROLAND DGA

Contact us at Email: sales@skelta.com | Web :www.skelta.com | Tel: 1 678 306 4110

GOALS
Roland DGA wanted to improve professional customer service practices, such as the prompt payment of vendor invoices The company decided to reduce processing cycle time, decrease errors and better manage overall business process costs through an automated solution The elimination of paper processing and more efficient management of accounting operations would ideally provide for a more effective electronic document management system

Contact us at Email: sales@skelta.com | Web :www.skelta.com | Tel: 1 678 306 4110

CHALLENGES
Roland DGA recognized that it had to replace a manual accounts payable process in which vendor invoices were routed to managers for review and signature, resulting in processing delays and excess staff effort Roland DGA had to convert to an electronic framework where accounting staff and business managers would now have to learn to work with digitized documents available on a 24/7 basis

Contact us at Email: sales@skelta.com | Web :www.skelta.com | Tel: 1 678 306 4110

SOLUTIONS AND PRODUCTS

Skelta Accounts Payable Skelta Business Process Management

Contact us at Email: sales@skelta.com | Web :www.skelta.com | Tel: 1 678 306 4110

RESULTS

Roland DGA can now scale system operations to process up to 1,600 invoices per month A streamlined process has been established improving overall invoice approval time, with processing time reduced from several weeks to only two to three days Roland DGA can increase vendor discounts for on-time and early payment by up to 40% Roland DGA also has been able to reduce the resources of its accounts payable staff by half The automated process ensures that invoices are scanned once and processed quickly

Contact us at Email: sales@skelta.com | Web :www.skelta.com | Tel: 1 678 306 4110

Irvine, California
The toughest phone calls accounts payable departments receive are from concerned vendors who want to know when checks will be cut for overdue invoices. As a world leader in sign, graphic arts, fine art, vehicle graphics, UV, photography, engraving and 3D modeling industries, Roland DGA relies on Invensys Operations Management to provide an accounts payable solution to ensure that vendor invoices are paid promptly and accurately, while maintaining adherence to ISO and Sarbanes-Oxley standards. The Invensys Skelta Business Process Management and Skelta Accounts Payable solutions verify invoice data for more than 1,000 vendors by locating internal Roland DGA records to ensure vendor invoices are managed properly and in a timely fashion.

Contact us at Email: sales@skelta.com | Web :www.skelta.com | Tel: 1 678 306 4110

MANUAL PROCESS
Prior to implementing the Skelta solutions, Roland DGA operated a manual accounts payable process in which vendor invoices were routed to managers in folders for physical signatures. Because of this archaic system, Roland DGAs accounting teams were unable to track folders once they left the accounting department. This resulted in misplaced documents, approval delays and time wasted searching for and reproducing paper documents. Due to various regulation protocols, Roland DGA was subject to financial review several times a year by external auditors to ensure that its accounts payable department invoice approval policies were followed according to strict guidelines.

Contact us at Email: sales@skelta.com | Web :www.skelta.com | Tel: 1 678 306 4110

MANUAL PROCESS
After reviewing the inefficiency of its manual approval process, Roland DGA had an urgent need to automate, simplify and better manage its accounts payable processes. Following an extensive review of its invoice approval process, the company identified the following critical requirements for an automated system: Improve information accuracy and processes Reduce processing cycle time, errors and cost Complete audit trail of approvals for compliance Manage documents electronically for paperless processing Dynamically change approval steps and document flow

Contact us at Email: sales@skelta.com | Web :www.skelta.com | Tel: 1 678 306 4110

MANUAL PROCESS
Roland DGAs information system is based on Microsoft solutions to maximize productivity and streamline management of the overall IT infrastructure. It was therefore critical that any technology platform used to create and manage the accounts payable process needed to leverage the installed Microsoft technology. The new system had to closely integrate with existing IT systems such as Roland DGAs accounting system which used Microsoft Dynamics Great Plains (Dynamics GP) and the Microsoft Office SharePoint Server (MOSS) intranet platform.

Contact us at Email: sales@skelta.com | Web :www.skelta.com | Tel: 1 678 306 4110

COMPREHENSIVE SOLUTION
Roland DGA examined more than 70 solutions for automating various accounts payable processes. The company analyzed workflow, document management, ease of use, Dynamics GP integration, MOSS integration, technical architecture, notification alerts, reporting and data access, support capabilities, total cost of ownership and the potential systems scalability. After a rigorous evaluation process, Roland DGA narrowed its final selection down to the Skelta business process management solution (BPM) from Invensys Operations Management. While Skelta BPM was rated highly on its comprehensive functionality, specific capabilities helped Roland DGA ultimately make its final decision:

Contact us at Email: sales@skelta.com | Web :www.skelta.com | Tel: 1 678 306 4110

COMPREHENSIVE SOLUTION
Extensive customization. Roland DGA needed to generate simple, userfriendly interfaces for non-technical employees, such as the accounting department staff and business managers. Powerful group tasking and notification capabilities. In particular, the company wanted to send consolidated notifications, tasks and routing work via multiple channels such as the Web, email or text messaging. Business Activity Monitoring (BAM) capabilities. Roland DGA needed detailed process audit trails to address traceability and compliance requirements. Integration capabilities. Skelta BPM operates on open standards such as XML and Web services that easily work with a range of systems such as Dynamics GP 9.0 and higher, MOSS 2007 and higher and the Microsoft .NET Framework 3.0. Synergy. The most critical capability. Skelta BPM could easily mesh with the overall information systems at Roland DGA.

Contact us at Email: sales@skelta.com | Web :www.skelta.com | Tel: 1 678 306 4110

TEAM EFFORT
Roland DGA worked closely with the Invensys Skelta professional services team to design and deploy an entirely new accounts payable application. The Skelta BPM solution was seamlessly integrated with Microsoft Dynamics GP 9.0, which managed all transactions, along with MOSS 2007, which served as the repository for documents, workflows and privileges. Using the Skelta BPM solution, Roland DGA was able to create a more robust accounts payable process. Skelta Accounts Payable is a completely Web-based vendor invoice processing solution that streamlines the order-to-pay cycle for purchase order and non-purchase order transactions.

Contact us at Email: sales@skelta.com | Web :www.skelta.com | Tel: 1 678 306 4110

KEY REASON FOR INVESTMENT

The key reason Roland DGA invested in the Skelta Accounts Payable solution was to have a solution that is paperless, cost-conscious and efficient, said Bruce Lauper, Executive Vice President of Finance and Chief Financial Officer at Roland DGA.

Contact us at Email: sales@skelta.com | Web :www.skelta.com | Tel: 1 678 306 4110

BENEFITS
With the help of the Invensys Skelta solutions, Roland DGA has been able to meet a number of critical requirements set for the accounts payable process. These include: The creation of a complete audit trail to record every document which is stored for easy retrieval. This process meets Roland DGAs compliance needs for ISO and Sarbanes-Oxley quality standards. A streamlined process has been established improving overall invoice approval time. The process has been reduced from several weeks to only two to three days. Roland DGA can increase vendor discounts taken for on-time and early payment by up to 40 percent. Roland DGA also has been able to reduce the resources of its accounts payable staff in half.
Contact us at Email: sales@skelta.com | Web :www.skelta.com | Tel: 1 678 306 4110

BENEFITS
The accounting department now has complete visibility into the status and location of all documents at all times, said Bob Castle, Vice President of Operations and CIO at Roland DGA. Efficiently automating business processes is a key strategic initiative for Roland DGA that allows us to stay ahead of our competitors. The Skelta BPM system provides Roland DGA with a great platform to automate all types of business processes. By integrating accounts payable processes with existing Microsoft technologies, Invensys has enabled Roland DGA to leverage its prior investments saving us time and money during this technology implementation process.

Contact us at Email: sales@skelta.com | Web :www.skelta.com | Tel: 1 678 306 4110

SKELTA
http://www.skelta.com/
Corporate Address 10900 Equity Drive, Houston, TX 77041 USA Tel: +1 678 306 4110 R&D / Innovation Center: Invensys Skelta Salarpuria Touchstone, Sarjapur Outer Ring Road, Bangalore - 560 103 India Tel: +91 80 4060 2600

Contact us at Email: sales@skelta.com | Web :www.skelta.com | Tel: 1 678 306 4110