Published on 23-Feb-2012
"The IBM Enterprise Content Management platform underlying our AP system gives us both the control and flexibility we need to effectively manage a diverse and changing vendor base and multiple approvers across our ministries." - Steve Koors, accounts payable manager, St. Vincent Health
St. Vincent Health
Enterprise Content Management
IBM Business Partner:
CGI Group Inc.
St. Vincent Health includes 20 ministries serving 46 counties in central Indiana.
Largely paper-based and email-driven, the accounts payable (AP) process at St. Vincent Health was centralized for only seven of the 20 ministries.
Using a CGI Sovera AP system powered by IBM Enterprise Content Management software, St. Vincent centralized AP management with one repository for vendor documents and automated approval workflows.
St. Vincent speeds vendor payments with paperless, auditable AP processes that reduce monthly storage costs and approval times
As a nonprofit institution, St. Vincent Health is always seeking ways to be more efficient. For the past 15 years, the ministry has been working with IBM Business Partner CGI Group Inc. to improve performance and contain costs. St. Vincent implemented a CGI Sovera Health Information Management (HIM) system to scan, distribute, store and manage legal medical records. Then the organization deployed a CGI Sovera Patient Financial Services (PFS) system to automate the post-billing and collections processes. At the core of both systems is the IBM Enterprise Content Management (ECM) platform.
It was now time to tackle paper invoices and the respective approvals required across the health system. Largely paper-based and email-driven, the accounts payable (AP) process at St. Vincent was centralized for only seven of the 20 ministries. Copies of invoices were scanned, attached to interoffice mail and sent to respective approvers across the enterprise.. The scanners were slow, and the volume bogged down the email system. Responding to vendor questions and finding documents took a great deal of work, often necessitating calls for invoices to be brought in from off-site locations. There was also a lack of accountability because of limited control over who approved an invoice and when it was approved.
Further, St. Vincent had a storage problem. The ministry needed to keep invoices and supporting content for seven years. Because of this, it was paying monthly for storing paper documents.
Based on its success with the Sovera HIM and PFS solutions, St. Vincent wanted to expand use of the underlying ECM platform to support a system that would centralize and streamline the AP process across ministries.
St. Vincent engaged CGI to implement Sovera AP software powered by familiar ECM technology. Using Datacap Taskmaster Accounts Payable Capture software and the IBM FileNet® Business Process Manager application for content management and workflow, the ministry can create clean images of paper, email and faxed invoices and verify the data before storing the electronic documents in a central IBM FileNet Content Manager repository. Embedded fingerprinting technology allows staff members to “train” the system to read the fields on different invoice formats, providing maximum flexibility to expand automation to new vendors. Once in the system, the FileNet software integrates with the ministry’s AP application from Lawson, enabling AP clerks to simply click a URL to view specific invoices.
With IBM FileNet Business Process Manager software, St. Vincent can easily create automated workflows for a range of vendors and invoice types. Within each workflow process, actions are automatically logged and controls are in place to meet regulatory, compliance and financial reporting requirements.
· Accelerates invoice approvals and speeds end-of-month close
· Eliminates weeks of audit preparation time with a secure logon for auditors to access the information they need online
· Reduces storage costs and unclogs the email system for greater productivity
For more information
To learn more about IBM Enterprise Content Management solutions, contact your IBM sales representative or IBM Business Partner CGI, or visit:
Products and services used
© Copyright IBM Corporation 2012 IBM Corporation Software Group Route 100 Somers, NY 10589 U.S.A. Produced in the United States of America February 2012 All Rights Reserved IBM, the IBM logo, ibm.com and FileNet are trademarks of International Business Machines Corporation in the United States, other countries or both. Other company, product and service names may be trademarks or service marks of others. References in this publication to IBM products or services do not imply that IBM intends to make them available in all countries in which IBM operates.