The document discusses implementing an electronic content management (ECM) solution to automate Ricoh's employee expense process. It describes the current manual paper-based process, which is time-consuming and inefficient. The proposed solution uses Laserfiche software hosted on Ricoh's cloud platform to create an online expense submission and approval system connected to their ERP. This is estimated to reduce processing time by 66% and costs by 13% per expense report. The automated system would improve the employee experience, management oversight, and save an estimated $256,493 over 5 years for Ricoh.

1. Enhance Your End-user
Experience
Using ECM as a Shared Service
Chris Adamson
Director IT, RCloud & Professional Services
Ricoh Canada Inc.

2. Agenda/Topics
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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?

3. 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?

4. Our Relationship
• Partners since 1998 (originally as Ikon Office Solutions)
• Over 450 customers across Canada
• On-Prem application solution deployments
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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)

5. 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”

6. The Laserfiche Software Solution
Laserfiche has the base capability and channel strength to meet the
ECM needs of the mid-market, government and the enterprise
Overview
• 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
Strengths
• 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

7. 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 ECM
o Bundled functionality―including capture and workflow―extends
workflow to the point of content creation
o Choice of interface allows information to be presented in the proper
context for all participants in any particular process
o Integration capabilities built into the workflow automation system
eliminates redundant data entry, automates decisions and keeps
multiple systems synchronized

8. 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

9. Market Validation

10. Opportunity to Use What We Sell
• Employee Expense Process
 Big Hit opportunity:
o Touches 50% of Org. Headcount
o Employee Sat & cash flow reliant
o 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

11. Case Study
Ricoh Employee Expense System

12. 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

13. Project Scope
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

14. Consulting Models
‣ Solution Development Methodology
• Assess, Analyze, Apply, Achieve
‣ Models & Methods
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DMAIIC
Lean
PDCA
7Cs
CMM
USE

15. Current State

16. Measure Impact
Call to Action = +/- 100 factor
Risk Assessment: If we do nothing = 250 factor
Related Factors
Data entry errors
No Visibility - Tracking
Duplication of expense detail
Loss of expense report in mail
Severity Probability Risk Factor
.5
50
25
1
100
100
1
100
100
.5
50
25
Legend:
Definition of Results
Severity:
1=High, .5=Medium, 0=Low
Probability: 100=High, 50=Medium, 0=Low
Risk Factor: (Severity*Probability)
Risk Factor of 100 = High Risk
Risk Factor of 50 = Medium to High Risk
Risk Factor of 25 = Medium to low Risk
Risk Factor of 0 = Low Risk

17. 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

18. Cloud Architecture:
“High Value – Low Touch Services”

19. Proposed State – RExS
50% Process
Step Reduction

20. Cloud Enabled Automation
Risk Assessment: Implement web-based tool = 50 factor
Related Factors/Items
Implementation of Online tool
No Visibility - Tracking
Duplication of expense detail
Loss of expense report in mail
Data entry errors
Severity Probability Risk Factor
.5
50
25
0
0
0
0
0
0
0
0
0
.5
50
25
Legend:
Definition of Results
Severity:
1=High, .5=Medium, 0=Low
Probability: 100=High, 50=Medium, 0=Low
Risk Factor: (Severity*Probability)
Risk Factor of 100 = High Risk
Risk Factor of 50 = Medium to High Risk
Risk Factor of 25 = Medium to low Risk
Risk Factor of 0 = Low Risk

21. RCloud Services: ECM

22. RExS Solution
‣ Cloud based delivery platform
‣ eForm web presentment and submission
‣ dB / ERP integrated

23. Solution ~ Cont’d
Employee Interface
Management Interface

24. Solution Options
3rd Party
Solution (BPO)
RExS OnPremise
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
Description
BPO vs. On-Premise
Solution (RExS)
13% Reduction in
per report costs

25. Solution Option – a 2nd Look
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
Avg. Volume:
1,200/month

26. Process Time Phase Inspection
‣ Benefits through time reductions = cost reductions
‣ Business transformation through process automation
Manual Process
RExS Solution
66% Process
Time Reduction

27. Solution Benefits to Ricoh
‣ 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

28. Next Steps
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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

29. Questions?
Thank You!