Governance Board: This global organization is responsible for the strategic fit and direction, policy, compliance, and change control, as well as management of the governance framework.
Global Process Owner: The owner controls process refinement, rollout, data compliance, and dispute resolution. The owner also manages the Change Board and leads issue resolution, SLA exception resolution, and financial close compliance.
IT Application Owner: The IT Application Owner ensures the smooth running of the system. The IT Application Owner is responsible for the support model, upgrades and improvement execution, issue resolution and testing, maintenance of SLAs, and reporting performance to other teams.
Finance Processing: The responsibilities of this group include initiating inter-company transactions, compliance, reference data setup, issue resolution and testing through shared service centers, accounting units, and subsidiaries.
IT Support Team: IT Support Team’s responsibilities include issue tracking and resolution, performance monitoring, system tuning, integration, and interface management. This element of the organization can be delivered as an offshored managed service.
Other IT Support: This group provides assistance with issue resolution, upgrades, and testing.
Component 3: Enabling Technology
There are a number of available standard Document Management applications that can meet the stated requirements with minimal customization and configuration. The deployment of the application could be accomplished in-house or through the SaaS or managed service model. The in-house development of a Document Management tool may not be the best option, given the number of available off-shelf tools and their level of maturity and sophistication. Moreover, an in-house platform will give diminishing returns with decline in the volume of paper documentation. Figure 3 shows the platforms that could support the invoice processing and Document Management Process.
There are a large number of OCR solutions available off the shelf, and a detailed assessment is required to choose the best option for the organization. The available tools are assessed to capture cross-functional and cross-divisional global requirements and determine the best fit for the organization.
The key considerations for the selection of the Document Management solution are: