{"id":2638,"date":"2013-11-20T01:51:34","date_gmt":"2013-11-20T01:51:34","guid":{"rendered":"http:\/\/gpsj.co.uk\/?p=2638"},"modified":"2013-11-20T01:51:34","modified_gmt":"2013-11-20T01:51:34","slug":"an-invoice-automation-workflow-case-study-oxford-health-nhs-foundation-trust-ohft","status":"publish","type":"post","link":"https:\/\/www.gpsj.co.uk\/?p=2638","title":{"rendered":"An Invoice Automation Workflow Case Study: Oxford Health NHS Foundation Trust (OHFT)"},"content":{"rendered":"<p><i><span style=\"font-family: Calibri;\"><a href=\"http:\/\/gpsj.co.uk\/wp-content\/uploads\/2013\/11\/Barchart-image.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"alignright size-full wp-image-2639\" alt=\"Barchart image\" src=\"http:\/\/gpsj.co.uk\/wp-content\/uploads\/2013\/11\/Barchart-image.jpg\" width=\"350\" height=\"350\" \/><\/a><a href=\"http:\/\/gpsj.co.uk\/wp-content\/uploads\/2013\/11\/nhslightblue.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"alignright size-medium wp-image-2640\" alt=\"nhslightblue\" src=\"http:\/\/gpsj.co.uk\/wp-content\/uploads\/2013\/11\/nhslightblue-300x120.jpg\" width=\"300\" height=\"120\" \/><\/a>In 2005, Oxford Health NHS Foundation Trust (OHFT) chose ITESOFT, a leading developer of automated document processing and Purchase-To-Pay solutions, to streamline their Accounts Payable process. This forward thinking approach from OHFT was a driving factor in the evolution of their shared service centre in Oxford.<\/span><\/i><\/p>\n<p><b><span style=\"font-family: Calibri;\">The Aim<\/span><\/b><\/p>\n<p><span style=\"color: #000000; font-family: Calibri;\">OHFT aimed to achieve financial spend control and visibility through supplier invoice automation and the ability to access to information on demand. A key focus was to improve supplier invoice data accuracy through eliminating manual errors, reducing unnecessary delays and easily identifying duplicate invoices. Having a system in place that was able to streamline the way invoices were tracked and authorised was also a major priority; indicating clearly who did what and when. Secondary goals included decreasing pressures on staff during busy periods such as year-end. There was also the goal to boost staff productivity through reducing the time spent on supplier enquiries, manual data entry and searching for misplaced Invoices.<\/span><\/p>\n<p><span style=\"color: #000000; font-family: Calibri;\">In full, the organisation aimed to implement a solution whereby they could attain full visibility, improve purchase to pay cycle times and gain control of their Accounts Payable process, from both an operational and financial point of view.<\/span><\/p>\n<p><b><span style=\"font-family: Calibri;\">What is invoice automation?<\/span><\/b><\/p>\n<p><span style=\"font-family: Calibri;\">Automating the processing of invoices by integrating straightforward workflow and document matching software with existing systems, as a result removes manual and repetitive tasks.<\/span><\/p>\n<p><span style=\"font-size: medium;\">Being able to access comprehensive financial management information quickly speeds up the decision making process for audit and reporting purposes as well as providing the \u201cwhat if\u201d scenario.<\/span><\/p>\n<p><b><span style=\"font-family: Calibri;\">Why automate invoice processing?<\/span><\/b><b><span style=\"font-family: Calibri;\"><br \/>\n<\/span><\/b><span style=\"font-family: Calibri;\">A study conducted by the Aberdeen Group evaluated a certain number of accounts payable departments and designated those who had successfully leveraged automation to optimise their efficiency as being &#8220;high performance&#8221;.<br \/>\nCompanies classified as &#8220;high performance&#8221; surpassed their competitors on numerous points. These companies showed<\/span><\/p>\n<p><span style=\"font-family: Calibri;\">91% reduction in the cost of processing invoices<br \/>\n46% shorter invoice processing cycles<br \/>\n12% decrease in late payments<br \/>\n30% reduction in the time spent handling supplier queries<\/span><b><span style=\"font-family: Calibri;\">\u00a0<\/span><\/b><\/p>\n<p><b><span style=\"font-family: Calibri;\">Main Challenges of an Accounts Payable department:<\/span><\/b><br \/>\n<span style=\"font-family: Calibri;\">Control &amp; Visibility: uneconomical business processes and inefficient payment cycles<\/span><br \/>\n<span style=\"font-family: Calibri;\">Auditability: Staff focused on data entry &amp; lost documents, rather than higher level tasks<\/span><br \/>\n<span style=\"font-family: Calibri;\">Accountability: A complex approval &amp; decision making process<\/span><\/p>\n<p><b><span style=\"font-family: Calibri;\">Main Challenges of OHFT\u2019s Accounts Payable process:<\/span><\/b><\/p>\n<p><span style=\"font-family: Calibri;\">Invoice volumes increasing at a rate of 10% a year<\/span><\/p>\n<p><span style=\"font-family: Calibri;\">No signature limit and cost centre checking<\/span><\/p>\n<p><span style=\"font-family: Calibri;\">Pressures from the government for tighter regulatory compliance<\/span><\/p>\n<p><span style=\"font-family: Calibri;\">Loss of paper invoices<\/span><\/p>\n<p><span style=\"font-family: Calibri;\">Complicated audit trail<\/span><\/p>\n<p><span style=\"font-family: Calibri;\">Payment delays\u00a0<\/span><span style=\"font-family: Calibri;\">\u00a0<\/span><\/p>\n<p><span style=\"font-family: Calibri;\"><b>What did Oxford Health NHS Foundation Trust Achieve?<\/b><b> <\/b><\/span><\/p>\n<p><span style=\"font-family: Calibri;\">A fully auditable process; able to identify the approval process efficiently<br \/>\nReduced invoice processing costs<br \/>\nAccess to invoices anywhere through a web based portal<br \/>\nOver achieved PSPP targets<br \/>\nReduction in processing Staff<br \/>\nNo barcodes, no dividers<\/span><\/p>\n<p><b><span style=\"font-family: Calibri;\">To find out more visit <a href=\"http:\/\/www.itesoft.co.uk\">www.itesoft.co.uk<\/a><\/span><\/b><span style=\"color: #000000; font-family: Calibri; font-size: medium;\">\u00a0<\/span><\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>In 2005, Oxford Health NHS Foundation Trust (OHFT) chose ITESOFT, a leading developer of automated document processing and Purchase-To-Pay solutions, to streamline their Accounts Payable process. This forward thinking approach from OHFT was a driving factor in the evolution of their shared service centre in Oxford.<\/p>\n<p>The Aim<\/p>\n<p>OHFT aimed to achieve financial spend control <\/p>\n<p>Continue reading <a href=\"https:\/\/www.gpsj.co.uk\/?p=2638\">An Invoice Automation Workflow Case Study: Oxford Health NHS Foundation Trust (OHFT)<\/a><\/p>\n","protected":false},"author":1,"featured_media":2675,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_exactmetrics_skip_tracking":false,"_exactmetrics_sitenote_active":false,"_exactmetrics_sitenote_note":"","_exactmetrics_sitenote_category":0,"footnotes":""},"categories":[1,9],"tags":[120,1764,1856,1297,25,26,1855,1854,121,1765,1763,24,122,123,1745,1748],"class_list":["post-2638","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-it-it-security","category-nhs-healthcare","tag-automate-invoice-processing","tag-ben-houchen","tag-en1276","tag-gartner","tag-government-public-sector-journal","tag-gpsj","tag-iso13485","tag-iso9001","tag-itesoft","tag-jim-roberts","tag-laura-woods","tag-main","tag-nhs","tag-oxford-health-nhs-foundation-trust","tag-personal-protective-equipment","tag-secretary-of-state-for-health","odd"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>An Invoice Automation Workflow Case Study: Oxford Health NHS Foundation Trust (OHFT) - Government &amp; Public Sector Journal<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.gpsj.co.uk\/?p=2638\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"An Invoice Automation Workflow Case Study: Oxford Health NHS Foundation Trust (OHFT) - Government &amp; Public Sector Journal\" \/>\n<meta property=\"og:description\" content=\"In 2005, Oxford Health NHS Foundation Trust (OHFT) chose ITESOFT, a leading developer of automated document processing and Purchase-To-Pay solutions, to streamline their Accounts Payable process. 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