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Business Process Apps for Finance and Purchasing For Dummies, K2 Special Edition
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Table of Contents
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
About This Book......................................................................... 2
Foolish Assumptions.................................................................. 2
Icons Used in This Book............................................................. 3
Beyond the Book......................................................................... 3
Where to Go from Here.............................................................. 3
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Introduction
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Business Process Apps for Finance and Purchasing For Dummies, K2 Special Edition
Foolish Assumptions
It has been said that most assumptions have outlived their
uselessness, but I assume a few things nonetheless.
Mainly, I assume that youre a finance or purchasing manager,
working for a small or medium business, or perhaps a large
enterprise. Therefore, I wrote this book primarily for nontechnical readers. But please dont be discouraged from reading
this book if you happen to be technical you can still gain
a better understanding of the challenges and opportunities
that other departments in your company are focused on, and
how to improve support for your peers in other departments
throughout the company.
I also assume that youre looking for a solution to help you
automate critical business forms and workflow processes in
your organization to radically improve your core finance and
purchasing processes, and you dont particularly want to
become a software developer. You need a solution thats as
easy as draganddrop so that you can get up and running as
quickly as possible, without adding to the workload of your
heavily backlogged IT application development teams.
If these assumptions describe you, this book is for you!
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Introduction
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Business Process Apps for Finance and Purchasing For Dummies, K2 Special Edition
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Chapter1
Recognizing How
Workflows and Forms Drive
Efficiency
In This Chapter
Eliminating bottlenecks and costly errors in core business processes
Moving beyond manual, paperbased workflows and forms
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modern, connected, and highly competitive business environment. For example, a paperbased invoice approval process
might require a lineofbusiness (LOB) manager to be in the
office to review an invoice and match it to a budget authorization (conveniently saved as a Microsoft Excel spreadsheet on
the managers network home drive) and a paperbased purchase order. Next, the manager needs to code the invoice to a
general ledger account. (The most commonly used accounts
for the department are, of course, listed on a sticky note
taped to the managers monitor.)
Frustrated by inefficient workflows and processes, employees
are increasingly using their own devices and downloading
their own applications (apps) to get work done. The modern
worker is tech savvy and finds ways to work around infrastructure limitations and rigid, outdated processes.
According to Gartner (www.gartner.com), a digital workplace leverages the technical literacy of crossgeneration
employees Millennials, Gen Xers, and even Baby
Boomers to
Enable new and more effective ways of working
Improve employee engagement and agility
Exploit consumeroriented styles and technologies
International Data Group (IDG, www.idg.com) reports
that businesses expect the consumerization of IT in the
enterprise to improve user satisfaction and productivity,
process efficiency, collaboration, and business agility. In fact,
data shows that businesses are eager to keep employees
productive wherever they go and whenever they work:
According to Manufacturing Business Technology,
55 percent of manufacturing professionals expect to
increase their use of mobile technologies (www.mbtmag.
com/news/2016/02/surveymajoritymanu
facturersplanbolstermobileappuse).
According to Workflow Magazine, 74 percent of businesses that deploy mobile devices are motivated by a
need to accelerate communication, and 63 percent of
businesses deploy mobile devices to let employees work
away from their desks (IT Managers Views on Mobile
Tech and Workflow, September 2014).
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Automating Workflows to
Increase Efficiency
Almost every part of a successful business relies on having
the right information available to the right person at the right
time. Nevertheless, information flow is often hindered by
Manual, paperbased business processes that are outdated, inefficient, and inflexible
Disparate LOB systems such as customer relationship
management (CRM) and enterprise resource planning
(ERP) which store critical information in isolated silos
and are difficult to customize, integrate, and use (and
you can forget about mobile access!)
A business can only go as far and as fast as the information
that powers it.
Consider the example of the customer purchase order
delayed by manual verification processes, described earlier
in this chapter. A more efficient, automated process might
instead pull information from your ERP system in real time as
a sales order is being created. This process can verify that an
account is current and has sufficient credit available, allowing the sales order to be immediately created or the request
automatically routed to the appropriate parties to resolve any
discrepancies.
Manual, paperbased processes and monolithic business
systems simply cant keep pace with the modern digital workplace and economy. Already, employees and consumers are
looking elsewhere. For example, IDG reports that 79 percent
of employees use cloudbased file sharing and collaboration
tools, such as Box, Dropbox, and OneDrive, for workrelated
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Paperbased workflows are typically fast and easy to implement but do not scale well and are, by their nature, manual
(see Figure11).
Many businesses buy or build oneoff custom apps for
specific business workflows. Although such solutions can be
highly automated, they are not easily modified, do not scale
well, can take months or even years to implement, and can be
prohibitively expensive to develop and maintain.
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The first and most evident benefit that Dalkia experienced was
dramatic process acceleration.
Employees now enter their purchase
requirements into an electronic
form, which is then automatically
routed to the correct managers for
digital authorization. No one needs
to reenter information because all
data in approved PO forms passes
directly into the companys central
ERP system.
It used to take around a week for
POs to be raised [issued], said Filip
Legny, IT project manager at Dalkia
in Slovakia. If everyone is at his or
her desk, the approval of a PO can
now be achieved in as little as 10
minutes.
The most significant benefit of the K2
workflow is the improvement in customer service. When engineers fill in
PO request forms electronically, they
are given a dropdown box showing
approved components and products,
and the correct part numbers are
automatically applied. Therefore,
items can be sourced more accurately, enabling customer projects to
go ahead on schedule.
In addition, the company expects
to save money from the use of K2
processes. The K2 solution provides
purchasing managers with a clear
overview of all POs issued. They can
easily see which products or parts
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Chapter2
Finance Process
Improvements That Save
Time and Money
In This Chapter
Giving budget owners the complete picture
Processing expense claims more efficiently
Working with auditors and regulators
Automating the invoicing process
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15
Facilitating Audits
Audits are the bane of every finance organizations existence,
and manual, paperbased processes exacerbate the experience. Digging through file rooms and bankers boxes to find
the information that your auditors need is time consuming
and frustrating. It can also negatively impact your auditors
overall impression of your finance organization and ultimately
affect your audit assessment. And, of course, the time your
auditors spend onsite waiting for your accounting team to
find and produce needed documentation is billable!
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Business Process Apps for Finance and Purchasing For Dummies, K2 Special Edition
Ensuring Compliance
According to a report in 2015 by CFO magazine (http://
ww2.cfo.com/auditing/2015/05/soxcompliance
gettingcostly/), 67 percent of respondents in a Protiviti
survey reported an increase in hours dedicated to Sarbanes
Oxley (SOX) compliance, and 58 percent of large companies
in the survey spent more than $1 million on SOX compliance
over that year.
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Business Process Apps for Finance and Purchasing For Dummies, K2 Special Edition
A business process apps solution can help you stay in compliance with SOX requirements by making sure that processes
and businesscritical decisions are sent to the right people,
at the right time. You can automate the SOX compliance life
cycle with forms and workflows that reduce compliance costs
and simplify SOX requirements by centralizing compliance
data, capturing full audit trails, and automating and speeding
up approval cycles. To that end, the Protiviti survey found
that 58 percent of large companies surveyed had significant
plans to automate more of their IT processes and controls.
Processing Invoices
Paper invoicing is inefficient and error prone. In addition to
their mail handling and dataentry activities and costs, paper
invoices must be manually crossreferenced and compared to
a purchase order or contract to verify accuracy. Invoices may
also require multiple levels of approval, and sending a paper
invoice manually from desk to desk via interoffice mail can
take weeks, further delaying payment of the invoice. Delays
such as these can be costly in terms of late fees and vendor
relationships.
A business process apps solution can automate, simplify, and
accelerate your invoicing process through automated workflows and approval processes. The solution can reference and
scan paper invoices can be on receipt, and then attach them
to electronic forms that route invoices to the right people for
authorization and systems so that each invoice is correctly
classified, validated, and safely stored in the system of record.
After the right people approve the invoices, the information
is then sent to a financial system for payment. An automated
system such as this can reduce invoice processing time from
weeks to days or even hours.
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Business Process Apps for Finance and Purchasing For Dummies, K2 Special Edition
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Chapter3
Purchasing Process
Improvements for
Every Company
In This Chapter
Using automated templates to create RFQs
Issuing purchase orders
Managing contract development, renewals, and cancellations
Ensuring vendor performance and SLA compliance
Managing RFQs
A request for quotation (RFQ) is often used to invite potential vendors or suppliers to submit a bid or sales quote for
a specific product or service required by an organization.
When RFQ responses are received from competing vendors,
a paperbased or email copy of each vendors response may
be routed throughout your organization for review. After a
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Business Process Apps for Finance and Purchasing For Dummies, K2 Special Edition
Authorizing Expenditures
The purchasing process in any organization can be a time
consuming process that introduces many opportunities for
inefficiencies, errors, risk, and mismanagement. Delays can
be costly in terms of missed promotional opportunities or
discounts, or in terms of higher prices because of expedited purchase requests that languished through a lengthy
approval process. Errors on paperbased purchase order
forms may not be detected until a product is received, requiring rework and additional processing, causing further delays,
and potentially incurring additional costs such as return
freight and restocking fees. Also, unauthorized spending can
cost businesses thousands of dollars each year.
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Solution
RGE recognized that workflow efficiency is key to overall business optimization and employee satisfaction.
After evaluating a few options, K2
was chosen as the best fit because
of its strong workflow engine and
the fact that no additional coding
was required. This would enhance
RGEs overall IT productivity because
technical staff with no programming
background could build extensive
workflows.
Averis, RGEs IT organization,
replaced the manual CAPEX form
with an online approval system
built using K2 SmartForms, effectively digitizing the entire process.
Development for the pilot phase
began in December 2014 at Asia
Pacific Resources International
Holdings Ltd (APRIL), RGEs pulp and
paper manufacturer in Indonesia.
Within six months, it went live for 300
APRIL employees.
The creation of forms through K2
required a team of users who could
logically operationalize existing processes using the softwares features.
It allowed this team to focus more on
higherlevel and longerterm business
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Business Process Apps for Finance and Purchasing For Dummies, K2 Special Edition
Managing Contracts
Contract management is an important purchasing/procurement
function. A business process apps solution can help ensure
that contracts are reviewed in a timely manner, through automated alerts and approvals that notify the appropriate parties
when a contract is up for renewal or needs to be cancelled and
then keep the contract moving until the renewal or cancellation
process is complete.
A contract that is simply updated and modified slightly for different customers or clients can lead to costly errors and omissions. Also, it can potentially cause legal issues resulting from
privacy or nondisclosure violations.
A business process apps solution can help you manage your
contracts with templates that prompt users to complete
custom fields in the contract document. You can also manage
different document versions, facilitate and automate review
cycles and approval processes, and make sure that each contract is automatically routed to the right person with the right
information and at the right time. Often, this is where contract
management falls apart. The contract management process
ends with one of the parties having to print dozens of pages
for manual signing. Integrating your contract management
process with a digital signature provider, such as DocuSign,
helps to ensure an efficient contract management process
from beginning to end.
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Chapter4
DIY ProcessBased
Workflows
In This Chapter
Leveraging talent throughout the digital workplace
Supporting employees anywhere and on any device
Transforming key processes with the business apps panacea
Replacing shadow IT applications and processes with scalable
solutions
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Automating workflows to
increase efficiency
How can you quickly and affordably make your business
mobile? Before answering that question, consider what a
transformed, modernized business process might look like.
A modern business process app does the following:
Automates workflows and forms, increasing productivity
and reducing errors
Eliminates manual processes and costly delays
Empowers employees to work smarter and faster by providing all the information they need, in context, on any
device
Some examples of common workflows and processes that can
be easily and affordably automated with a lowcode business
process apps solution include:
Account management: Get a complete view of customer
information and bring the right people, approach, and
solutions together to better meet customer needs.
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Business Process Apps for Finance and Purchasing For Dummies, K2 Special Edition
(continued)
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Chapter5
n this chapter, you discover how business process transformation can radically improve internal efficiency and
increase revenue opportunities for your business.
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Business Process Apps for Finance and Purchasing For Dummies, K2 Special Edition
Protecting existing revenue streams requires a business process apps solution with deep integration to corporate back
end systems and cloud applications and services that your
business may already be using. Such integration capabilities
provide a way for businesses to centralize and control the
data in business apps while maintaining the confidentiality
and integrity of the information in its system of record. The
capability to securely route information to the right people
improves business efficiency while ensuring that governance
and compliance requirements are enforced.
Lowcode business apps solutions with draganddrop design
tools are ideal for building agile processes. Business users
who regularly work with, and therefore best understand, the
necessary workflows and processes can quickly and easily
build flexible, customizable work apps and forms that accelerate key processes and increase revenue growth opportunities
without disrupting existing revenue streams.
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Chapter6
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Deliver Information at
the Point of Need
Your business users must be able to easily access data from
multiple sources with your business process apps solution,
thereby eliminating the need to have lots of technical knowledge to access source systems of record, such as customer
relationship management (CRM) and enterprise resource
planning (ERP) applications.
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