Streamline information management - HP - Hewlett

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Streamline information
management
HP Information Workflow Solutions for Airlines
Brochure | HP Information Workflow Solutions for Airlines
Industry drivers
Case study:
The airline industry faces new challenges and strong pressure to shift business models:
“The consumptionbased payment model
gives us maximum
transparency on print
costs. The Managed Print
Services (MPS) contract
has enabled us to make
our processes more
streamlined and more
efficient. The standardized
fleet of printers is an
important element of
our global IT outsourcing
strategy, which began
back in late 2006.”
• Infrastructure must accommodate channel sift and create personalized offers
• Tremendous value is realized in getting information to passengers and crew—information
placed at the right place at the right time
• There is an increased need for agility and automation to optimize the IT ecosystem
• System integration and coordination across multiple systems allow smooth operations
– Dirk Kröning, vice president, Global IT
Infrastructure, LSG Sky Chefs
In the transportation industry, large organizations demand the reliable delivery of
mission-critical documents when and where they need them. When business-critical
information does not get to the right place at the right time your organization can lose revenue
and productivity and suffer from unwanted business disruptions. When fully analyzing the
cost of ‘business documents’, All Associates Group reports that 90% of the burdened cost
comes from aspects of the document which are NOT related to paper, toner, equipment costs,
etc. Further, All Associates Group estimates in its predictive assessment benchmarking that
air transport companies document spend on print and document management is on average
1.68% of total revenue, (including the total spent on office paper, commercial documents and
marketing materials—hard and soft costs).1
After optimizing the imaging and printing infrastructure layer, mostly consisting of rationalizing
the printer fleet for cost reduction and better usage, customers often seek ways to get better
control over the fleet to see where the overall utilization is, and to understand printing and
scanning uses. From here, the next desire is to address the business processes that are
generating the pages and bring the efficiencies of digital workflows to the convenience and
familiarity of paper. This is what HP Information Workflow Solutions can offer.
Airline pilots’ work is already streamlined via the EFB (electronic flight bag) allowing them
to immediately download updates to their electronic flight materials, rather than waiting for
paper updates to be printed and distributed prior to each flight. However, there are still many
paper documents involved in key business areas of an airline such as back office finance &
administration papers, HR documents, invoices; flight operations dispatch papers, passenger
lists and related passenger transportation documents; air waybills in cargo business, contracts
and goods receipts notes; work orders and routine tasks in MRO operations, bills and invoices,
etc. At each step, the information is stored in computer-based system, yet not all physical
documents movement can be, neither do they need to be eliminated.
While reducing paper waste and cost per page are key attributes of historic customer requests,
HP has been helping customers operate more efficiently and securely while remaining compliant
and reducing paperwork where possible. Time and energy spent manually performing business
document tasks which could otherwise be automated, is both a risk to introduce mistakes and
to lose time and energy that could otherwise be better spent growing the business.
HP integrates the security and reliability of digital workflows with the convenience and
familiarity of paper, while reducing the numerous manual steps in the process. In almost all
cases the end result is also an overall reduction in printing.
A good practice is to use workflow and scanning capabilities brought to you through MPS in
order to enhance or improve processes such as employee onboarding files management,
invoice processing, delivery notes processing, contract management, etc.
Our experience with numerous customers has proved to be helping them to reduce the
labor and costs associated with manually processing physical paper documents and avoid
disruptions, errors or delays, bringing substantial savings on top of the savings realized by a
typical MPS implementation.
1
ALL Associates Group, September 2013
2
Brochure | HP Information Workflow Solutions for Airlines
Information Workflow Solutions for Corporate Back Office
Human resources
By eliminating the paper and manual processes in human resources with document
management, you’ll be able to hire the best people faster, get new employees contributing
more quickly and keep your current employees happier.
Figure 1: HP Solution for Employee File Management
New hire submits
completed I-9 form
Hiring manger
completes and
scans I-9 form
HR receives, sorts and
reviews the forms
Form sent back to new hire
HR approval
process
Rejected
Electronic
archive
Accepted
Finance & administration
Account payables (A/P) efficiency goes with the need for improved visibility to enterprise
spending, quick response to vendors, support, and improvement of financial costs, increased
productivity and lower cost per invoice.
Figure 2: HP Automated Invoice Processing
The automated process can reduce payment cycles to 2–4 days and lower processing costs
by 40–60%
Document capture
Invoice captured at source
Information extraction
Information automatically extracted, validated,
and routed into system workflow during capture
Beck-end system integration
Automated accounts
payable process and custom
communications customization
Another key priority for finance and accounting department is the accuracy of the billing
process: receiving payment on time from customers is critical for the company. A bottleneck in
the Account Receivables (A/R) process is the billing part. Providing customers with clear, easy to
read and accurate information, as fast as possible to shorten term of payment is a key objective
for Finance and Accounting.
3
Brochure | HP Information Workflow Solutions for Airlines
Figure 3: HP Delivery Notification Solution
Automated process can reduce cycles significantly and lower total processing costs
Document creation
Delivery notification
barcoding
Goods delivery
Document capture
Delivery Notification Invoice captured at
source
Printing Delivery
Notification forms
including customer
variable data in a
unique Barcode
identifier
Delivery notification
paper work with the
truck driver
• Truck driver can
automatically put
the document in
a remote HP MPF
• No need to wait
until end of day
or next day
• Electronic archive
stored
simultaneously
Information extraction
Information automatically
extracted, validated
and routed into system
workflow during capture
HP Capture solutions
• Automatic data
extraction and
interpretation of key
accounting meta data
• Validation of
accounting
information
• Transfer of accounting
data to back-end
system
•
•
•
•
•
Back-end integration
Automated A/R
process and customer
communications
customization
Automatic invoice creation
Consolidation of
information for payment
collection
Approval workflow
Automated posting and
archiving
End-customer inquiries
are solved easily and
immediately as staff has
real-time access to
delivery notes online in
the system
Information Workflow Solutions for Flight Operations
Personalized customer communications
Frequent flyer statements—common customer touch-points—and in general customer
communications are often confusing and impersonal, leaving customers unimpressed and less
than satisfied. HP provides a Software platform called HP Exstream for personalized customer
communications that embraces a host of capabilities to dynamically access data and content
from multiple sources to create targeted customer communications and deliver them to
virtually any print or electronic channel.
Figure 4: HP Exstream—Communications for every step of the customer life cycle
Grow
• Targeted offers and
promotions
• TransPromo messages
• Loyalty programs
• Agent postcards
Attract
• Marketing campaigns
• Targeted direct mail
• Quotes and proposals
Service
• Statements
• Bills
• Notices
• Personalized
Acquire
• New products and services
• Enrollments
• Account openings
• Contracts
Passengers Ground Services
Airline lounges printing services
The merger of mobile devices and cloud services has become one of the most significant
enablers of business productivity and innovation in the past decade. However, one key business
process has eluded the mobility movement: printing. Even the most technically enabled
business travelers need to hunt for print services while on the road and search for IT helpdesks
when visiting a branch office simply to print a document.
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Brochure | HP Information Workflow Solutions for Airlines
Figure 5: HP ePrint Enterprise managed mobile printing solution
1. Select the content
you want to print
2. Select a printer
3. Hit print
4. Get confirmation
Information Workflow Solutions for Cargo
Output management
For a transportation company, a fragmented output environment is a barrier to introducing
innovative processes and to updating existing processes, it slows information movement and
slows down processes. Misfiled or lost documents can have a huge impact on the bottom line
and setting up an end-to-end secured shipping document tracking system can help save money
while complying with regulations.
Simplifying that environment and implementing effective system-wide management and
control help prepare the organization to deal with whatever business requirements arise in the
future. HP provides solutions for assured output and delivery of information.
Figure 6: Improved environment with output management solutions before and after state
Typical output environment
HP improved environment
Information Workflow Solutions for MRO
MRO operations
Save time with HP Flow devices—HP created a whole new imaging and printing category when
we introduced our portfolio of Flow MFPs, scanners, and digital senders. These capture-androute optimized devices are packed with innovative features to help you unlock content in paper
documents and work more efficiently. Solutions include features to:
1.Digitize the information from a document
2.Convert the document into a form usable in another application or prepare it for storage
3.Transport (or connect) the document to another destination(s)
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Brochure | HP Information Workflow Solutions for Airlines
Figure 7: HP Flow device features
Move between paper and digital content efficiently
Digitize/Capture
Transform/Process
Connect
OCR
Scan to email
Scanner input
Format conversion:
PDF, PDF/A, Doc,
XLS, XML, RTF, TIFF…
Scan to network
folder
Inbound from fax
Compression
Scan to cloud
Barcode recognition
and data extraction
Scan to fax
Enhance image: deskew,
background removal,
sharpening, etc.
Upload/scan to
repositories
MFP scan input
Upload scan
from Microsoft
SharePoint
Business process
applications (ERP,
CRM)
Traditionally in MRO, handling employee routine and non-routine cards means managing a lot
of paper and routing it physically to a central site where it is processed and used for data entry
into your back-office business application for billing purposes.
Misfiled or lost documents can have a huge impact on the bottom line and setting up an
end-to-end secured shipping document tracking system can help save money while complying
with regulations.
The underlying HP Capture and Route solution enables users to easily convert paper documents
into a variety of digital formats—including PDF, TIF, Microsoft ® Word .doc, .docx, JPG, and RTF—
making it one-button simple to route information where it is needed in the correct destination
folder.
Figure 8: HP Time Sheet Collection Solution
Automated process improves employee productivity and can reduce costs, administration
time, security risks, and carbon footprint
Document
capture and
data indexing
OMR/OCR/ICR
Local site
network
Remote workforce on
construction site fill
out and sign weekly
time sheets
General foreman collects
and signs time sheets for
each worker supervised
at the end of each
working shift or week
Collected documents
are brought to the local
agency at the end of
each day or week
Documents are scanned
locally on current MFP
with tracking metadata
and indexing information
attached to the image
or file
6
Central HR
network
Business
applications
and workflow
Data is interpreted, sent and
stored immediately into the
HR business application,
then validated if required by
operator for authorized billing
Brochure | HP Information Workflow Solutions for Airlines
Why HP?
HP Information Workflow Solutions reduce the time, cost, and hassle of capturing, managing,
distributing and securing documents while improving collaborative communications. By
leveraging solutions and services provided by HP, organizations benefit in a wide range of areas,
which can be broadly classified into four categories:
• Cost savings—Result from lowering administration costs and reducing headcount,
removing paper during the process and reducing cost associated with manual paper handling
processes and shipping across locations.
• Process efficiency—Includes reducing time spent on documents, automating routing
of tasks to individuals, resolving order discrepancies or customer complaints quickly and
effectively and allowing quick turnaround when original documents are requested.
• Improved visibility and control—Results from improved reporting and analytical
capabilities, improved financial audit ability and fraud prevention by addressing regulatory
and compliance needs.
• Environmental impact—Hard copy document digitization and electronic workflows can
reduce paper consumption as well document shipment thus helping companies to develop
sustainability practices and reduce the environmental impact of their activities.
Get started
Contact your local HP representative to:
•Set up a workshop with us to assess your specific business needs
•Establish a plan to implement the best solution for today and into the future
•Identify an effective approach that can help you meet your business goals
Learn more at
hp.com/go/mps
HP three-part approach
HP helps you better serve your customers by accelerating business processes, improving the flow and use of information, and reducing costs.
Working together, we assess, deploy and manage your imaging and printing system—tailoring it for where and when business happens.
Optimize infrastructure
Manage environment
Improve workflow
Balance your total digital and hard-copy
communication costs with your need for
convenient user access and productivity.
Maintain end-to-end visibility and control of
devices, content, and workflows.
Capture, connect, and communicate
information with smart process automation
and dynamic content personalization.
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4AA5-2813ENW, June 2014

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