ECM’s HR Resource Resourcefulness

Tim Nissen | ECM’s HR Resource Resourcefulness.

Human Resources and Human Capital Management are among the most document intensive areas of your organization.

Enterprise Content Management (ECM’s) HR resource resourcefulness enables you to automate the information processing activities faced daily, while conveniently organizes each person’s information for quick electronic access and long-term archival.

With numerous paper and electronic file-formatted documents generated when creating and maintaining Human Resources department files for each employee and 1099 contractor, organization is imperative. It starts with having the ability to capture and structure all information befitting your organization’s business processes, all through automation. Password-protected access is also automated – a simple keyword search provides the information to your desktop or mobile device. The workflow automation provides you the ability to route documents to staff and vendors electronically for prompt action. Structured archival enables secure long-term, low-cost storage.

IntelliChief ECM’s HR Resource Resourcefulness – Human Capital Management benefits include:

  • Documentation Consolidation – information in every format, paper or electronic, is uniformly formatted and stored together based on your specific criteria. Capture information and convert paper documents to electronic files with an unprecedented level of efficiency and ease. Manage all personnel documents in a single, searchable system that improves information retrieval capabilities.
  • Information Validation – when connected with your enterprise resource planning (ERP) or Human Resources management systems, ECM validates and updates stored information in these programs, assuring data integrity.
  • Interdepartmental Workflow – the ‘enterprise’ in ECM. The company process-configured system enables automated workflow, interconnecting departments and eliminating frustrating information silos. It streamlines your internal procedures by automating document routing for completions and approvals.
  • Cost Reduction – physical paper files are costly to create, access and update, both in HR staff’s allotted time, and time away from constructive, strategic pursuits to meet your goals. On- and off-site paper file storage is significantly reduced or eliminated, saving you square footage and budget.
  • Records Protection – Disaster Recovery/Business Continuity – electronically protect all your company’s resource records is imperative to keeping your business running in every location, through temporary and catastrophic occurrences, causing loss of paper-based information due to wind, water, fire, theft or misplacement by anyone.

The Need Identified

According to Forrester Research, “Human Resources departments typically use 50% of their staff’s time handling manual, mostly paper-driven personnel administrative tasks.”

As Human Resources impact continues to expand within organizations, you and your staff are losing half your time to non-strategic tasks. The critical contributions your company needs are strategic as corporate environments evolve, and resource planning rapidly becomes vital to planning and assurance of optimized operations, both during transitional periods and continuing daily functions throughout the organization.

These daily manual administrative tasks must be automated to allot needed resources – yours and those throughout your company – to be utilized for their strategic and executional contributions.

See for the PDF IntelliChief ECM for Human Capital Management, highlighting ECM’s benefit to HCM lifecycle management.


Related: Human Resources ECM – The Benefits of Automating Human Resources

SCUG JD Edwards Users Discuss Automating Sales Order Processing

Tim Nissen | SCUG JD Edwards Users Discuss Automating Sales Order Processing.

As featured at Q2’s meeting, SCUG JD Edwards users discuss automating sales order processing. This 30-minute recorded presentation highlights peer-user strategy, and results received from a before-after vantage.

It features testimonial with benchmarked benefits they achieved, covering:

  • Automating the Order Entry processes, decreasing manual processing time and cost throughout an organization
  • Increasing order fulfillment accuracy by automating order documentation collection
  • Electronically capturing and organizing all documents of each transaction
  • Mapping workflow to a company’s specific processes
  • Full-view desktop and mobile visibility of processing status, interdepartmental input and exception handling
  • Facilitating quicker approvals through automated collaboration
  • Order status analytics providing reporting of Open Orders and Days Sales Outstanding
  • Facilitating improved relationships between Sales, Customer Service and clients.

View the presentation on-demand at



IntelliChief ECM Designated Top 10 Accounts Payable Automation Solution

IntelliChief, LLC, a provider of automated document management and workflow enterprise content management (ECM) solutions, announces IntelliChief ECM’s designation as a Top 10 Accounts Payable Automation Solution by CFO Tech Outlook. The classification reflects the company’s industry award-winning product development in Accounts Payable and Orders Processing automation, in the areas of multi-format automated document capture and indexing, and company-specific process configured workflow with mobile access for transaction review and payment approval. Additionally, operational visibility with business planning analytics, and integration capability with all enterprise resource planning (ERP) and business systems, factored in the designation.

IntelliChief ECM provides a smooth, automated transition from costly manual document management and workflow functions. Its industry-awarded automated capture, validation, database update and real-time analytic visibility enables users to capture documentation in any format, index contents and validate with data in their ERP and line of business applications. It lifecycle-manages all related documentation, facilitates optimized interdepartmental processes workflow automation and cash flow optimization.

Interdepartmental use includes Accounting (both Accounts Payable and Accounts Receivable), Finance, Purchasing, Customer Service, Human Resources-Human Capital Management, IT, Legal, Logistics/Distribution, Operations and other paper and process-intensive departments, supporting time and cost savings throughout organizations.

For IntelliChief ECM information, visit



IntelliChief, LLC

Tim Nissen

Marketing Manager

(813) 971-9500 x335

Automating Accounts Payable with Oracle E-Business Suite

Tim Nissen | Automating Accounts Payable with Oracle E-Business Suite.

This on-demand presentation documents a trend within the E-Business Suite community – automating AP processing. This recording of the COLLABORATE 18 presentation to users and consulting partners overviews how utilizing enterprise content management (ECM) increases visibility and control, reduces costs to process invoices and decreases invoice cycle times, with seamless EBS integration and desktop and mobile access through familiar EBS screens.

Automating Accounts Payable with Oracle E-Business Suite covers:

Reducing vendor invoice processing and filing costs by an average of 75%

Increasing automation and streamline processes via workflow, reducing cycle time by an average of 80%

Reducing late payment fee risk, while increasing the amount of early payment discounts received through payment scheduling

Increasing visibility into AP processes through customized, criteria-built reports and dashboards

Extending paperless process management ECM beyond AP – to Accounts Receivable, Customer Service, Purchasing, Human Resources-Human Capital Management, IT, Legal, Logistics/Distribution, Operations and other paper and process-intensive departments, supporting time and cost savings throughout organizations.

View the 30-minute presentation at



AP Automation Cost Savings

Tim Nissen | AP Automation Cost Savings.

Let’s start this one with the AP automation cost savings reveal; the beneficial end of this story.

Companies with a manual, paper-based AP environment need 14.6 days to process a supplier’s invoice, and $16.91 to do so.

Companies with AP automation process invoices in 2.9 days, for $3.47.

Here are the quantifying elements. There are both hard dollar and soft dollar variables that factor into AP automation cost savings. The hard dollar savings relate to reducing manual-based processing through a change in business process, technology and policy that directly reduces expenses, and ultimately process improvements.

Though hard dollar savings are often easier to calculate and quantify, don’t short the soft dollars. Soft dollar savings resonate in areas that reduce costs through strategically reallocated labor resources, greater efficiency, productivity increase, usable information (realized through analytical reporting), proactive compliance and improved work environments/decreased staff turnover. Many variables and activities encompass these savings (and competitive advantages). Capital conservation is evident upon observation. Its exact manifestation fluctuates within the scope of these fluid variables.

Here are calculations that bridge the two, utilizing tasks to quantify true cost.

Task                                   # of People      % of Time        Salary              Total Cost
Open & Sort Invoices         1 Person             20%                 $45,000             $9000

If it takes 1 person 20% of their time to open and sort incoming invoices mailed, emailed (then printed) and faxed, and they are being paid $45,000 annually, the cost to open and sort is $9000.

Task                                   # of People      % of Time        Salary              Total Cost
Manually Key Invoices      2 People              60%                 $45,000             $54,000

If it takes 2 people 60% of their time to key invoices into ERP and accounting systems, with an annual salary of $45,000 each, the cost to manually enter invoice information is $54,000.

Task                                   # of People      % of Time        Salary              Total Cost
File Paper Invoices              1 Person             40%                  $35,000             $14,000

If it takes 1 person 40% of their time to file paid invoices into the paper filing storage onsite, and their compensation’s $35,000 annually, the cost to manual invoice filing is $14,000.

Ultimately, these three aspects alone equal an annual cost of $77,000 for a small Accounts Payable department. Costs scale up rapidly as more resources are required within larger organizations, or as companies incur increasing outsourcing expense.

Digging a bit deeper, these aggregate industry statistics factor prominently within manual processing environments:

– The average number of invoices with errors is 4%

– 62% of invoice processing costs are comprised of staff labor

– A scant 30% automate capture of transactional documentation

– 50% of eligible early payment discounts are unreceived, due to inability to process invoices and execute payment with advantaged payment schedules

– Only 32% of companies utilize Accounts Payable process dashboards to monitor and optimize performance and cash flow of their AP departments.

Here are results that matter. Aggregate statistics indicate:

– AP automation has reduced processing costs by as much as 80%.

– With AP automation, invoice routing and approval times are reduced 80 – 90%, resulting in lower interdepartmental costs, fewer late-payment fees and optimized payments scheduling for early pay discounts.

The comprehensive way to identify all costs is to map current accounts payable process, ahead of implementing AP automation. This will illuminate and identify areas of concern and bottlenecks which can be identified as areas of improvement and savings.

The bottom line from the beginning – 14.6 days to process invoices vs. 2.9; at $16.91 each vs. $3.47. AP automation cost savings are now a necessity for companies.


Related – Accounts Payable Automation: Leverage the Power of Technology to Streamline Your AP Workflows

IntelliChief ECM Named Most Promising Workflow Automation Solution

IntelliChief, LLC, a provider of automated document management and workflow enterprise content management (ECM) solutions, announces IntelliChief ECM named Most Promising Workflow Automation Solution by CIOReview. The designation reflects the organization’s progressive product development in the areas of multi-format automated document capture and indexing, company-specific configured process management workflow, operational visibility and business planning analytics, and integration with all enterprise resource planning and business systems along with mobile workflow capability. Interdepartmental use includes Accounting (both Accounts Payable and Accounts Receivable), Finance, Human Resources-Human Capital Management, Purchasing, Customer Service, IT, Legal, Logistics/Distribution, Operations and other paper and process-intensive departments, supporting time and cost savings throughout organizations.

IntelliChief ECM provides a smooth, automated transition from costly manual document management and workflow functions. Its industry-awarded automated capture, validation, database update and real-time analytic visibility enables users to capture documentation in any format, index contents and validate with data in their ERP and line of business applications. It lifecycle-manages all related documentation, facilitates optimized interdepartmental processes workflow automation and cash flow optimization.

For IntelliChief ECM information, visit



IntelliChief, LLC

Tim Nissen

Marketing Manager

(813) 971-9500 x335



Accounts Payable Automation Visibility Builds Company Growth

Tim Nissen | Accounts Payable Automation Visibility Builds Company Growth.

Growth stories inspire hope in all of us.

This one’s built around an unexpected outcome; as Accounts Payable automation visibility builds company growth. The realities of AP automation’s process cost savings and contracted discount capital achievement are advantageous yet typical outcomes of ERP-ECM integrated automation.

This company’s story is one of growth.

This US-based manufacturing and business services category leader has exhibited consistent annual revenue growth and expanded their personnel base. Their business plan’s commitment to strategically increasing market share through sound investment in employees, facilities and technology, has proved successful.

With manufacturing and distribution facilities in the US and Europe, and regional offices globally, they’ve displayed dizzying new product development depth. Much of that is a result of hiring people with vision. Their 34% personnel base growth during the past five years is, ironically, rooted in automation. While increasing their headcount, they did so smartly by investing in people whose brainpower was needed, while simultaneously adding automation to areas that made sense.

People and automation mutually exclusive? Not to their thinking.

Accessible Accounting

The company’s move from manual to automated document management and workflow began as they commenced ramping-up staffing. From their success story, this probably isn’t a coincidence. After surveying the enterprise content management marketplace, they selected IntelliChief ECM, based on the system’s integration ability with their ERP, coupled with IntelliChief’s depth of knowledge of AP workflows, and began document management automation in their Accounts Payable department. “We noticed an increasing number of companies going paperless, and calculated it would be a wise move for us, commented the company’s Director of Accounting. “It’s proved to be – IntelliChief has saved us considerable resource time and cost over our previous manual processes way of running our business, both in the AP department and in all others throughout the company utilizing the ECM system.”

In AP, 500 transactions are processed daily, typically a 50/50 split of purchase order and non-purchase order activities. “Having the ability to capture and organize all payables documentation through automation simplifies everything,” the Accounting Director highlighted. “It’s a more efficient, cost-saving way to process.”

“Automating our workflow with IntelliChief has provided us the ability to map our goals and targets, with visibility to processing status of daily tasks,” they stated. “This has provided us a phenomenal advantage with reviews and approvals, and with our cash flow management.”

Paper’s lifecycles are now able to come to an end. Once the mandatory storage window has closed, the files are off to recycling, while a digital copy is kept in ERP-IntelliChief archive. “We have paper storage both in-office and off-site in our warehouses,” they mentioned. “Freeing the space is allowing valuable square footage to be utilized more profitably.”

Adding Productivity to Production

Witnessing the benefits of IntelliChief with Accounts Payable, interdepartmental expansion was the company’s next move.

IntelliChief also enabled the Production department to collectively assemble all documentation per project within the system, allowing access and real-time visibility with cross-departmental workflow of every project. It also facilitated an archive of each projects’ details, accessible for future jobs.

Extending Production’s usage, IntelliChief provided Quality Control provision to manage work order documents electronically, enabling on-demand access of all records per project as needed. “The Production and Quality Control groups together have benefitted from tandem use of IntelliChief; it continually helped with project organization and oversight,” commented the Accounting Director. “Maintaining all project records together in a single repository, with automated workflow among those involved with each project, has simplified communications and enhanced delivery times notably.”

The Distribution department was a natural next-step of the company’s IntelliChief usage. Shipping and Receiving documentation is electronically captured at each logistic location, where it is routed through the system to either AP for matching and payment, or Customer Service for collection and archival with related information of each order. With both capacities, “workflow automation facilitates a welcomed reduction of footwork by our staff – all documentation is accounted for and routed where it needs to be,” they added enthusiastically, and somewhat relieved…

Assisted Audits – Accounting and Regulatory Affairs

Within their industry’s highly regulated environment, internal and independent audits occur with regularity. They saw this as an opportunity to reduce time and cost of these activities by establishing an auditing workstation on-site, where auditors have searchable access to any documentation they require via IntelliChief’s archive. This added organization to audits, eliminating the need to physically source documents from a file cabinet or warehouse in some corner of the world. “Single-point access had been an immense help with both Financial and Regulatory Affairs audits; the added convenience and time savings – both with auditors and our staff – is greatly reduced,” relayed the Accounting Director.

In addition to audits, their Regulatory Affairs department has added IntelliChief for a safe, updating repository for all product and procedure information related to their governing Food and Drug Administration regulations.

Supporting Cast

A rarity amongst business software companies is one with reliably helpful Technical Support. IntelliChief has proven to be an exception. “They’re excellent,” the Accounting Director conveyed. “I can count on them for rapid, informed assistance at any time. They’re on it; committed to keeping us up and running consistently.”

National Accounts Payable Appreciation Day

Tim Nissen | National Accounts Payable Appreciation Day.

IntelliChief ECM announces the creation and sponsorship of National Accounts Payable Appreciation Day, celebrated the third Tuesday of June (June 19, 2018), to acknowledge the contributions Accounts Payable (AP) professionals make toward their company’s growth by optimizing cash flow, and their utilization of enterprise content management (ECM)-driven AP automation to achieve it.


IntelliChief ECM will set aside this day every year to celebrate AP’s dedication, drive and accomplishments as financial operations professionals. National Accounts Payable Appreciation Day highlights their impact on cash flow management; their utilization of ECM-powered AP automation enabling internal cost reduction and vendor discount capital achievement.

AP professionals provide peer-driven guidance, assisting one other with strategy to decrease their invoice processing time and cost, increase visibility to payables progress and corresponding cash flow, while bolstering early pay discounts received from agreements with vendors, all through ECM utilization. Transactional documentation is digitally captured and archived in a secure centralized repository. Key data is indexed and integrated into the user’s core ERP/financial applications, verifying each purchase with contracted terms. Completing the cycle, it enables automated workflow for review, notations and payment approvals, achieving their organization’s cash flow-favorable payables schedule.


Use #NationalAccountsPayableAppreciationDay to post on social media.

For a look at how an AP peer is utilizing ECM throughout their organization, see

Accounts Payable Automation: Leverage the Poser of Technology to Streamline your AP workflows

How Logistics Uses ECM

Tim Nissen | How Logistics Uses ECM.

Accounting for logistics processes and procedures is complex, and it’s common to still see physical shipping documentation sent by express service to points of receipt, including your Accounts Payable, Accounts Receivable and Customer Service departments – domestically and internationally. The manual handling of these printed documents is admittedly fraught with expense (time and money) and risks.

Having a clear picture of your distribution operations with all involved departments is crucial for your business. Though a challenge to this is managing logistics operations that are driven by paper, restricting the movement of every inbound and outbound shipment. Paper-based processes are slow and create bottlenecks in productivity, making important data contained in physical shipping documents—bills of lading, manifests, delivery receipts—difficult to process and track.

Capabilities have expanded to include automated documentation capture and company-specific processes workflow. This streamlines tasks related to shipping and receiving goods, enhancing the functionality of your existing platforms – ERP, SCM, WMS, Accounting systems and related business applications you use. Distribution is an industry benefiting from enterprise content management (ECM). Discover IntelliChief’s approach here.

How Logistics uses ECM: to automate capture of all formats of shipping documentation in both paper and electronic formats, assembling complete document collections from every source per transaction. Accuracy is validated with vendor and customer information stored in your ERP or SCM, and workflow automated with all departments involved in each transaction. Detailed visibility is provided throughout your distribution channel.

This document management capacity makes information easy to retrieve with automated organization for faster and more efficient content management. You’ll have instant access, with improved colleague and vendor-partner collaboration, and responsiveness to your customers, directly through your ECM-integrated desktop and mobile screens.

Collectively, ECM facilitates a solution to assure accuracy and security throughout distribution, as the foundation for building transactional transparency and trust, while streamlining business processes across your company’s fluid area of operations. Global trade logistics relies on a web of disparate systems across freight forwarders, custom brokers and port authorities, involving ocean, rail and trucking carriers. With ECM, you’re able to digitize the process to collaborate across companies and authorities, reduce the paperwork, streamline cross boarder movements, and limit fraud and errors.

Advantages encompassing how Logistics uses ECM:

  • Quicker outbound turnaround – leading to improved delivery efficiency, and stronger customer (and vendor) relationships
  • Documentation security – nothing is lost with ECM, with the people you need accessing your distribution documentation having it on-demand
  • Assured accuracy – with ECM syncing with your business system’s databases, all documentation is digitally captured with content data indexed and verified, alerting users of any discrepancies. Little or no system data keying is required; it’s simply straight-through processing into automated workflow
  • Lower document distribution costs – automation negates physical document shipping, and all associated costs
  • Faster notifications and approvals – with ECM’s automated workflow, everyone in your supply chain on the need-to-know does so quickly through automated notice, hastening processes and fulfillments
  • Document append abilities – as amendments, updates and approvals need to be added to original documents, they’re able to be, while maintaining the document’s integrity. Users can enter notes either in a pre-set field, or in a digital post-it note placement adjacent to the information being addresses. The document’s original data doesn’t change, though helpful information may be added and tracked by ECM and line of business system users throughout your logistics workflow.

These are particularly useful with Distribution’s transactional interaction among colleagues in Accounts Payable, Orders Processing and Customer Service departments; all areas of shipping document’s origination, destination and notification.

IntelliChief ECM and SCUG Examine JD Edwards AP Automation and Orders Automation

Tim Nissen | IntelliChief ECM and SCUG Examine JD Edwards AP Automation and Orders Automation.

IntelliChief ECM and SCUG examine JD Edwards AP Automation and Orders Automation at the Southern California User Group’s meeting June 14th in City of Industry, CA.

IntelliChief ECM, an Oracle Gold Partner provider of enterprise content management (ECM) for JD Edwards systems, will discuss automating documentation capture and management, validating and updating of JDE-based data, and facilitating company process-specific workflow.

AP automation elements include cost reduction associated with vendor invoice processing and filing by removing time consuming manual data capture and workflow, utilizing analytics reporting to provide invoice approval and exception handling progress visibility. Ultimately, reducing risk of late payment fees while increasing capital received from early payment discounts is achieved.

Automating sales order processing leads to decreased Days Sales Outstanding by reducing manual processing steps. Lowering cost while raising accuracy, automation enhances order process control and visibility interdepartmentally, as they’re routed for review, exception handling and approval. Customer Service experiences are also improved through gained awareness of each project and transaction’s status in real time.

Unable to attend? Contact IntelliChief ECM for JD Edwards AP Automation and Orders Automation information:

About SCUG – The User Group bring together JDE users in the Southern California regional area to meet and discuss similar experiences, challenges and best practices related to their EnterpriseOne and World systems. Oracle representatives and Certified Business Partners also participate relaying system usage strategy from a variety of business vantages, enabling users to maximize the value of JDE within their organization.

SCUG, an affiliate of the 55,000+ member Quest International Users Group for Oracle’s JD Edwards, PeopleSoft and Cloud Applications users, leverages education, networking and advocacy in a user-driven environment. SCUG is run by volunteers who utilize these Oracle systems, meeting quarterly in small-group settings promoting peer interaction. Quest supports SCUG and other regional user groups with an online user community, focused content and education, as well as international conferences annually.