VIM Text Format

Implementing SAP Vendor Invoice Management
by OpenText in the Public Sector

Maria Hourani & Trent Ryan
Employment and Social Development Canada
SESSION CODE: PS533
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Who We Are
Business Blueprint and Realization
Business/Solution Architecture Operating Model
VIM Architecture, Components and Processes
Our Procure to Pay Process
VIM in the SAP Landscape
VIM in your Archiving Strategy
AGENDA
Public Sector Canadian Government
Canadian citizen facing services department
Our Line of Business
Employment Insurance
Old Age Security
Canada Pension Plan
Student Loans
WHO WE ARE
.Architecture Approach to Procure to Pay
.Procurement Justification
.The VIM Components and how they work
LEARNING POINTS
.Alignment with SAP Roadmap
.Vendor supported Best of Breed Solution
.Horizontal alignment of the VIM Components
BEST PRACTICES
Implementation -April 1, 2014
Major Components
ECC
Portal (ESS/MSS)
BW, BOBJ
IDM, GRC
Solution Manager
Vendor Invoice Management by Open Text
Enterprise Management Solution
myEMS
Business Approach
Solution Approach*
If the business functions, processes, steps or activities are
unique to a Department s mandate, and they can t be
standardized due to legalor regulatory requirements .
Drivers:Compliancy
Develop Own Practice to ensure wished
results/benefits
Program Systems
Program Receivables
subjectto common GC requirements for a custom
government-wide approach and solution .
Drivers:Compliancy, Reporting
Adopt/Adapt GCPractice to ensure wished
results/benefits
Receiver General Interfaces, CFMRS TrialBalance
IFMS Bolt-On for Salary Management (SFT)
SAP/PeopleSoft Interoperability
Government of Canada Pay Interface
If the business functions, processes, steps or activities
should operate effectively at the lowest possible cost while
still meeting all compliance requirements .
Drivers: Standardization,cost cutting and effectiveness
Follow ERP Best Practice
wished results/benefits
( Out of the Box ) to ensure
Standard configuration options

Development allowed using approved exit points and
ERP supported tools
ERP endorsed 3rdParty Tools
Examples: Vendor AccountGroups, Budget ManagementWorkflow, Enterprise Portal for
Click, Call Consult, Person
Profile Management, Job Opening
Organization Value Potential

Organization Cost Potential
* Over time, there may be opportunities to move to ERP Best Practice from Own Pr
actice & GC Practice as the environment changes.

Business Approach
Solution Approach*
unique to a Department s mandate, and they can t be
standardized due to legalor regulatory requirements .
Drivers:Compliancy
Develop Own Practice to ensure wished
results/benefits
Program Systems
Program Receivables
subjectto common GC requirements for a custom
government-wide approach and solution .
Drivers:Compliancy, Reporting
Adopt/Adapt GCPractice to ensure wished
results/benefits
Receiver General Interfaces, CFMRS TrialBalance
IFMS Bolt-On for Salary Management (SFT)
SAP/PeopleSoft Interoperability
Government of Canada Pay Interface
If the business functions, processes, steps or activities
should operate effectively at the lowest possible cost while
still meeting all compliance requirements .
Drivers: Standardization,cost cutting and effectiveness
Follow ERP Best Practice
wished results/benefits
( Out of the Box ) to ensure
Standard configuration options

Development allowed using approved exit points and
ERP supported tools
ERP endorsed 3rdParty Tools
Examples: Vendor AccountGroups, Budget ManagementWorkflow, Enterprise Portal for
Click, Call Consult, Person
Profile Management, Job Opening
Organization Value Potential

Organization Cost Potential
* Over time, there may be opportunities to move to ERP Best Practice from Own Pr
actice & GC Practice as the environment changes.

.During the Blueprint Phase of the project, the ESDC
myEMS (SAP) team in consultation with the business
process owners identified the need to streamline its
accounts payable (AP) operations.
.The existing accounts payable processing method was
characterized by manual paper based data capture and
approval procedures that resulted in inefficient payment
processes.
.With the implementation of SAP, the opportunity for
process optimization was realized.
Business Blueprint Phase
Business ProcessOptimization -Realization Phase
.Vendor Invoice Management by
OpenText (VIM) is an SAP supportedbest practice solution.
.VIM aligns with our organization cost
potential principle for standardization
and provides significant process
optimization.
Procurement Justification
VIM is an SAP Best Practice
VIM an integrated SAP solution supported by Active Global Support
SAP and OpenText (formerly IXOS) -20 years of partnership
VIM Solution aligns with the SAP Roadmap
Fully supported by SAP in an upgrade
Solution Extension Partnership (Reselling)
VIM Architecture
SAP Components
OpenText Components
OpenText Add-on
Scanning and Archiving
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Enterprise Scan
Scanning desktop component
Mass scanning and indexing of documents
Communicates with VIM through
ArchiveLink to initiate the processing of
invoices and storing them in the Archive
Server
Image result for opentext archive server
Archive Server
ArchiveLink
ArchiveLink links archived documents to SAP
documents
ArchiveLink was co-developed by SAP and
OpenText
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Archive Server
Document Pipeline
Component of the Archive Server
Batch mode import of electronic
documents
Processes the documents in the
background, archives them, and links to
SAP
Highly scalable
It can be centralized or remote
configuration
ESDC uses centralized
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Archive Server
OpenText Archive Server
Enables storage, management and
retrieval of archived documents
Scalable, integrated service for archiving
all enterprise content
Secure document repository to
guarantee safe storage of documents
for retention period
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Archive Server
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Archive Server
Invoice Capture Center (ICC) -OCR Option
Procurement Note:
SAP sells the ICC -OCR Option separately
The Invoice Capture Center (ICC) automates the capture of the data
from scanned paper invoices.
ICC uses OCR to extract invoice data and reduce human intervention in
the invoice capture stage of AP processing.
It uses rule-based classification, extraction, and verification.
ICC has a high success rate on of accuracy and can learn invoice formats to
improve accuracy.
SAP VIM Automated Invoice Reconciliation
Consolidated Accounts Payable processing
functions to 5 processing centres
.Montreal and Winnipeg handling Accounts
Payable and Travel Claims
.Toronto and Moncton handling DARS
(Departmental Accounts Receivable System)
overpayments of repayments from clients
(CPP, OAS, EI)
.National Headquarters performing all functions
Business Transformation
Procure-to-Pay Process Flow at ESDC
The following is a walk-thorough of
the P2P Flow at ESDC, which
incorporates:
Procurement processes
Workflow
Electronic Approvals
Vendor Invoice Management
Payment
Procurement Planning
& Requirement
Definition (e.g. SOW)
Enter Purchase
Requisition in SAP
Portal
Approve Purchase
Requisition in SAP
Portal
-Tender Contract
-Evaluate Bids
-Award Contract
-Issue / Create Purchase Order
in SAP
-Provide Goods /
Services
-Invoice sent directly
to AP Centre
-Confirm Goods /
Service Receipt in
SAP
-Invoice scanned
-Process invoice
using VIM
-Review & Approve
Invoice in SAP
Receive Payment
1
2
3
4
5
6
7
8
9
Procure-to-Pay Process Flow at ESDC
Archiving Strategy
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Archive Server
Enterprise Class Archiving Solution
Legal Retention periods can be
applied to all objects
Electronic Invoices
FSA Signature Cards
Travel Documents
SAP Data Archiving Objects
Baseline component for OpenText
Document Management Solution
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Archive Server
SAP ERP
SAP Document in the SAP
ERP System
Electronic Invoice in the Archive
Server
Archiving Strategy
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Archive Server
SAP ERP
After 2 Years
Archive the SAP Document in the
Archive Server
Archiving Strategy
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Archive Server
Delete
After 5 Years, Delete both the SAP Document and
the to Electronic Document
Archiving Strategy
Data growth in Archive Server
Based on 150,000 scanned documents alone:
20GB per Month
240GB per Year
= 1.7TB in 7 years
Over 150,000 invoices processed in our first year
75-85% accuracy with ICC
Significant reduction in time for processing of
invoices
Return on Investment being realized
Minimal cost for scanners -As vendors convert to
sending pdf; more efficient
An outsourced scanning service could be used
with VIM, but limited to image scanning only
Outcomes
Centralization of Invoice Payment services
Reduced time and effort for management of
Procure to Pay
Support for Data Archiving for managing
database growth.
RETURN ON INVESTMENT
Engage and Transform Early
Centralization began 12 to 15 months in advance
Well defined and communicated business process
Public Sector integration with Funds Management
Required Function Module
Bring in experienced people
Knowledgeable consultants.
Seek Advice
Third Party Implementation Assessment
Perseverance Work together
Continuous Improvement
Feedback from the Processing Centres
KEY LEARNINGS
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Questions
STAY INFORMED
Follow the ASUGNews team:
Tom Wailgum: @twailgumChris Kanaracus: @chriskanaracusCraig Powers: @Powers_ASUG
THANK YOU FOR PARTICIPATING
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a short survey via the event mobile application.
SESSION CODE: PS533
For ongoing education on this area of focus,
visit www.ASUG.com

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Implementing SAP Vendor Invoice Management

by OpenText in the Public Sector

Enterprise Management Solution

( Out of the Box ) to ensure

Standard configuration options

Organization Value Potential

actice & GC Practice as the environment changes.

( Out of the Box ) to ensure

Standard configuration options

Organization Value Potential

actice & GC Practice as the environment changes.

Procure-to-Pay Process Flow at ESDC

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