1. Goods Receipt Document Imaging at Nebraska Public Power District
ASUG Midwest-Central Chapter Meeting
April 21, 2006
Presented by
Darrel Wieberdink – NPPD
John Walls – Verbella CMG, LLC

2. Goods Receipt Document Imaging at NPPD Agenda
NPPD & Gerald Gentleman Station Background
Previous Process & Resulting Problems
Imaging Solution Design
Imaging Solution Details
Benefits Achieved
Potential Next Steps
Q & A

3. Goods Receipt Document Imaging at NPPD NPPD and GGS Background
Nebraska Public Power District
Public entity, political subdivision of State of Nebraska, largest electric utility in Nebraska
Customers: 400+ wholesale / 80,000+ retail
$645M revenues (2004)
2200 employees
Gerald Gentleman Station
Located near Sutherland NE
2 – 650MW Coal Fired Units, largest generating station in Nebraska
Consistently at or near #1 performing fossil fuel plant in the nation

4. GR processed and posted in SAP.
Goods Receipt Document Imaging at NPPD Previous Goods Receipt Document Process
GR Documents (e.g. Packing List, Bill of Lading, Freight bills, Material Certificates) removed from packages.
GR processed and posted in SAP.
Paper GR Documents sorted and matched with Purchase Orders, filed by warehouse staff.
If needed for reference by Engineers, Planners, Buyers, AP, etc. – had to go to Receiving Warehouse and search through files.
Records retention on paper files.

5. Problems with Previous Process
Goods Receipt Document Imaging at NPPD Previous Goods Receipt Document Process
Problems with Previous Process
Labor intensive process for sorting and filing GR documents.
Inability for variety of staff needing access to documents to readily get to them.
Paper-based records retention issues – labor intensive.
Filing space growing.

6. Goods Receipt Document Imaging at NPPD Imaging Solution Design
Receiving personnel process GR and assign barcode to Material Document in SAP.
Paper GR Documents are sent to Admin. staff end of each day as a batch.
Admin. Staff batch scan paper GR Documents
Automated scanning software stores images into SAP as ArchiveLink document, uses barcode to link to corresponding Material Document

7. Goods Receipt Document Imaging at NPPD Imaging Solution Details
Solution Components:
SAP ArchiveLink
SAP Content Server
Kofax Ascent Capture
Kofax Release Script for SAP
Kofax VRS
Kodak scanner

8. Goods Receipt Document Imaging at NPPD Imaging Solution Details
SAP ArchiveLink
SAP ArchiveLink is a communication interface between R/3 application components and external components (content servers or general desktop applications). It is integrated in the basis component of the SAP R/3 System.
To use ArchiveLink, you must have installed a storage system. The document to be stored must already be in, or be converted to electronic format. It does not matter how the document is physically stored in the storage system.

9. Goods Receipt Document Imaging at NPPD Imaging Solution Details
ArchiveLink Features
The following documents can be stored in a storage system using ArchiveLink:
Incoming documents
Outgoing documents
Print lists
Archive files

10. SAP Content Server - What is it?
Goods Receipt Document Imaging at NPPD Imaging Solution Details
SAP Content Server - What is it?
Software for storing structured data (ADK files) and unstructured documents in repositories.
Content server product of SAP Web Application Server (application server in NetWeaver).
Supports Storage on the File system or DataBase
Multi-OS support including
Windows
Various Unix systems (New as of 6.30)
Does not support optical Media
No SCANNING Interface

11. SAP Content Server - Availability
Goods Receipt Document Imaging at NPPD Imaging Solution Details
SAP Content Server - Availability
Current version is 6.30 released in October 2003.
License is included in mySAP license.

12. Typical Configuration
PBS ContentLink
Server
SAP R/3
CAS Storage
Centera
SAP Content Server
File system or data base
(No optical Media support)
Archive Server IBM, FileNet, IXOS
Jukebox
Retrieval-Client
SAP - GUI
Clients
Scanner
No Scanner Interface for SAP Content Server
Scan Client

13. Barcode Scenario Overview
SAP
Barcode is entered With SAP transaction
Barcode Number and SAP Key fields
Added to BDS_BAR_IN Table
SAP
Scanning software
SAP process new entries in both of these tables looking for Matching Bar codes
If a Match is found both entries are deleted and an entry in the Link Table TOA01 is made
Document is Scanned and Barcode is read
Integration
Doc and ID and Bar code are sent to SAP BDS_BAR_EX Table
Image and Barcode is sent to Archive Server

14. Enter Barcode

15. Manual Bar Code Entry

16. Goods Receipt Document Imaging at NPPD Imaging Solution Details
Kofax Ascent Capture
Data and Document Capture Software
Best known for Forms based OCR (Optical Character Recognition)
Backend Neutral- Does not contain any type of storage Software or Hardware and supports any third party content management solution in addition the SAP Content Server
Highly scaleable, and customizable

17. Kofax Ascent Capture

18. Classification and Extraction of Index Fields

19. Goods Receipt Document Imaging at NPPD Imaging Solution Details

20. Release to SAP
Released to SAP

21. Goods Receipt Document Imaging at NPPD Imaging Solution Details
Kofax AR4ERP Release into SAP
Comprised of both SAP function Modules and VB scripts that call the needed function modules and pass index values.
Relies on SAP standard functionality to archive the documents and update the internal barcode table.
Supports both late archiving with barcode and early archiving with workflow.

22. Goods Receipt Document Imaging at NPPD Imaging Solution Details
Kofax VRS
VRS – Virtual ReScan, allows for the scanning of documents
Kofax, Fujitsu and Bell & Howell all sell their scanners with VRS as an option

23. Virtual Re-Scan (VRS) Eliminates Rescanning
Low Contrast Logo
Dot Matrix Text
Highlighter
Carbon Copy Handprint
Coffee Cup Stain
Shaded background

24. Kofax VirtualReScan™ (VRS)
Image File Size = 213 KB

25. Goods Receipt Document Imaging at NPPD Imaging Solution Details
Kodak Scanner
Departmental Scanner
25 ppm, with a 50 ADF
USB 2 Interface, no need for SCSI Card
List price $1,195.00
Other comparable scanners fi-5120C2
Reasons for Choice
Light volume
NPPD is familiar with Kodak
Very small foot print on desktop

26. Access Material Document for Receipt Services for Object Icon
Goods Receipt Document Imaging at NPPD Receiving Document Image Display
Access Material Document for Receipt
Services for Object Icon

27. Attachment List displayed
Goods Receipt Document Imaging at NPPD Receiving Document Image Display
Attachment List displayed

28. Archived document displays in viewer
Goods Receipt Document Imaging at NPPD Receiving Document Image Display
Archived document displays in viewer

29. No Warehouse staff time spent filing paper documents
Goods Receipt Document Imaging at NPPD Imaging Solution Benefits Achieved
Shipping Information is available directly via SAP to all who have need to access it:
Engineers
Planners
Warehouse staff
Maintenance staff
Accounts Payable
No Warehouse staff time spent filing paper documents
No Admin. Staff time spent matching receiving documents to Purchase Orders
Reduced file space
Eliminated paper records retention issues

30. Goods Receipt Document Imaging at NPPD Potential Next Steps
Interest in implementing similar process / solution for Goods Receipt Documents at other NPPD plants and T&D warehouse locations.
Expand use of ArchiveLink document imaging to other types of business documents
Vendor Invoices for Accounts Payable
Vendor Quotations, responses to RFPs / RFQs
Documents for Maintenance Notifications & Orders (shop papers, procedures, work instructions, etc.)
Various outbound documents

31. Goods Receipt Document Imaging at NPPD Q & A
For further information contact:
Darrel Wieberdink – NPPD
Phil Awtry – NPPD
John Walls – Verbella CMG