Prepared by: Session ID: Automation of PeopleSoft Scanning Richard Proctor Design Authority SRNS Savannah River Nuclear Solutions, LLC. SRNS

Agenda Who is SRNS Overview Hardware Considerations PeopleSoft Productivity Enhancement Security Implementation Success and Failure Indicators Benefits

Who is SRNS Savannah River Nuclear Solutions, LLC. (SRNS) is the Management and Operating Contractor for the Department of Energy (DOE) Savannah River Site (SRS) near Aiken, SC. The DOE’s 310-square-mile SRS is located in the central Savannah River region of South Carolina. The Site has over 15,000 acres devoted to industrial facilities, research laboratories and supporting infrastructure.

Who is SRNS Dedicated to maintaining the highest possible safety and security standards, the SRS is a key DOE industrial complex responsible for environmental stewardship, environmental cleanup, waste management and disposition of nuclear materials. More specifically, SRS processes and stores nuclear materials in support of national defense and US nuclear nonproliferation efforts. The Site also develops and deploys technologies to improve the environment and treat nuclear and hazardous wastes left from the Cold War.

Who is SRNS SRNS, a Fluor Partnership with Newport News Nuclear and Honeywell, employs about 5,000 people. SRNS is responsible for: the Site’s nuclear facility operations, with the exception of the liquid waste facilities; the Savannah River National Laboratory; environment, safety, health and quality assurance; and all administrative functions.

Overview SRNS uses PeopleSoft 9.1 as its Financial and Supply Chain Management Software As a DOE contractor, SRNS has a requirement to keep Receipt Documents (Bill of Lading, etc.). The entire receiving process was hampered with the cumbersome task of scanning and attaching these documents to the receipt header in PeopleSoft. The process was time consuming and fraught with several potential errors that lead to an inability to make the attachment.

Overview As a Nuclear Site, some items require a Quality Assurance Inspection and when the Receipt is saved, the Receipt record is locked to updates, therefore preventing attachment of the scanned supporting documents. As part of the SRNS Continuous Improvement process, a Lean Rapid Improvement Event was held to streamline the receiving process. As part of that initiative, a plan was developed and implemented to improve the Receipt Documentation scanning process using as much “vanilla” PeopleSoft functionality as possible.

Technical Details Hardware Considerations PeopleSoft Enhancements Security Implementation Success and Failure Indicators Benefits

Hardware Considerations Analysis revealed that SRNS had adequate hardware computing resources. (CPU and drive capacity ) Archival tablespaces are periodically monitored by PeopleSoft Admins for growth consideration Desktop scanners - Fujitsu model Fi dpi optical resolution with dual-CCDs to capture minute details 50-page automatic document feeder with double-feed detection 20 ppm (simplex) / 40 ipm (duplex) scanning in monochrome and color

Hardware Considerations Desktop scanners - Fujitsu model Fi-6110

PeopleSoft Enhancement Developed App Engine to read, load, and temporarily archive scanned documentation from Windows folder into database Self cleans archived files after 30 days; no manual maintenance Validates if master record exists in database Validates file naming standards per business requirements Allows for attaching electronic documents to PeopleSoft records that are “read only” to online users All attachments are available via standard page “View Attachment” button

Security Security is imposed at the Windows Server folder structure where original electronic documents are saved; access is granted via a “gatekeeper” function. Customer has easy control to add or delete User Ids using this function; IT not required to manage user access.

Implementation Code changes were implemented via STAT migration tool App engine job runs on a recurrence every night at 5 PM. Job can be run on-demand as well. Process definition includes notification error message when failure occurs Scanner profile was created with desired scan parameters makes scanning process easy and efficient for end user customers

Success and Failure Indicators Implementation date 11/1/2015 As of 6/8/2016, more than 16,000 documents have been scanned into the system. Typically each document has three to four pages. The only failures/rejections to this point are due to improper naming of documents during the initial scanning task. These are easily corrected and reloaded on next scheduled scan job run. (runs nightly)

Benefits In addition to benefiting our PeopleSoft Supply Chain module, the general attachment design and coding are being implemented in our PeopleSoft HRMS system to relieve the burden of excess paper creation, storage and retrieval. Reduced average time from 2.5 mins to.5 mins per scan. In addition, time efficiency gains expand exponentially for large multiple page scanning tasks. Sheet feed scanners allow double sided and multi- page scans that are typically attached to QA Inspection Receipts.

Benefits Efficiencies gained are multiplied for multi page scans because of the speed of sheet feed and front and back scanning capabilities of the new scanners. The newly scanned records are more encompassing because receivers need to be less selective in scanning docs other than Bills of Lading. They can easily include other supporting documents such as s, labels etc.. SRNS conducts 42,000 receipts per year for goods 84,000 minutes total time savings for 42,000 receipts $58, yearly savings

Video of Scanning Process

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