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Automated Email and Fax Delivery of PO's

Automated Email and Fax Delivery of PO's. September 24, 2009. Presented By: Larry Michieli, VP Financial Systems, Rogers Communications Inc. Ben Bruno, President STR Software. STR Software Overview at Rogers.

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Automated Email and Fax Delivery of PO's

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  1. Automated Email and Fax Delivery of PO's September 24, 2009 Presented By: Larry Michieli, VP Financial Systems, Rogers Communications Inc. Ben Bruno, President STR Software

  2. STR Software Overview at Rogers Rogers Communications Inc. is a diversified Canadian Communications and Media company. Canada’s largest wireless voice and data communications provider Canada’s largest Cable television provider offering cable television, high-speed internet, telephony and video retail operations Media Operations including Radio and Television Broadcasting (CHFI, 680news, the Fan, Omni TV, City TV, tSc), Magazine Publishing (Macleans, Chatelaine, Flare, Hello and many Business Publications), and sports entertainment (Blue Jays, Rogers Centre and Sportsnet). 2

  3. Rogers Overview 2007 Revenue $11.3 billion Customer base Wireless 6.5 million post paid wireless customers 1.5 million prepaid wireless Cable Basic Cable 2.3 million High speed internet 1.6 million Digital Cable in 1.6 million households Media 52 Radio stations 70 Publications 3

  4. Why STR Software? Went live with Oracle EBusiness Suite January 2006 Oracle suggested Rightfax and we had used Rightfax with our GEAC system for fax delivery. Had issues on stabilizing Rightfax and trying get PO’s faxed out the door. Buyers spent more time confirming faxes had been delivered Brokered many calls with Deloitte / Rightfax and Oracle to find a fix – 3 months back and forth (VP Procurement totally frustrated as were we) Rightfax said we needed to drop down a version from 11.5.10 that we went live with. 4

  5. Why STR Software? Deloitte, our integrator, found STR Software - a small company out of Richmond, VA We worried about size: how could 17 people support us 24 / 7? Deloitte arranged Proof Of Concept – done over weekend and able to fully test and resolved our problem. Worked with Ben and a few of his technicians Reference check – called controller of one of our media properties (The Shopping Channel had been using for years with no problems) Asked Controller – what about financial risk / size issue? Can they handle a company like Rogers? Comments back – “Product works and they resolve any issues quickly. Hardly hear an issue from our IT department or buyers about PO’s not being faxed so really not a worry”. Went live shortly thereafter. Took longer for us to get the contract through legal / PO to them then to get POC and then set up in Production. 5

  6. Why STR Software? My cohort in IT made the comment “I have been in IT for over thirty-five years, and never, in my life, have I found a product that was installed in one day and has been used flawlessly ever since.” Dave Fitzsimmons, VP of Corporate Systems Rogers Communications, Inc. 6

  7. Support Synopsis for last few years Small team (17 Staff when we implemented – now up to 22) but very responsive. Stable product and only a few calls in last two years. Moved away from 7/24 support to per diem after hours support model. Calls over last US Thanksgiving weekend triage and handled by team. One STR Software analyst joined conference call and assisted while pulled over on the side the highway. Resolved in 4 hour window. Recently over weekend – database corruption required fix. DBA’s and STR Software consultant resolved in an hour. 7

  8. Overall PO Delivery situation Faxing 2500 to 3500 pages per day plus alerts on failed delivery back to buyer through AventX from STR Software Emailing through native Oracle or by vendors using iSupplier. Recently introduced Oracle inventory to handle Cable and Wireless inventory - added (1000 to 1500 plus PO’s per day through EDI and email for Wireless handset and accessory vendors. Looking for confirmation on receipt and opening of emailed PO. Getting receipt acknowledgement on EDI orders going through 3rd party (QLogitek) but not on email. Working with STR Software to get that so that we can then get end-to-end visibility on sales orders through PO, direct shipment to dealer and through invoicing. 8

  9. Summary Happy with decision to move to AventX from STR Software Looking to leverage some of STR Software’s new functionality to gain visibility on email delivery. Now over to Ben Bruno, President STR Software. 9

  10. Moving to BI Publisher, Now What?Automated Email & Fax Delivery from Oracle EBS • Ben Bruno • President, STR Software • Larry Michieli • VP of Financial Systems, Rogers Communications, Inc.

  11. About the Speakers • STR Software • Located in Richmond, VA • Focused on document delivery solutions since 1988 • Over 1,150 licenses of AventX in 47 states and 21 countries • Over 94% customer retention • Oracle Certified Partner with staff of Oracle Certified Professionals • OAUG 3-star partner for 2009 • www.strsoftware.com • Ben Bruno • President and founder of STR Software in May 1986 • BS & MS in Computer Science from UCLA • 804-897-1600 ext. 100 and ben.bruno@strsoftware.com

  12. About the Speakers • Rogers Communications • Headquartered in Toronto, Ontario Canada • A diversified Canadian communications and media company • Primary businesses include: • Rogers Cable • Rogers Media • Rogers Wireless • www.rogers.com • Larry Michieli • VP of Financial Systems • 416-935-8650 and larry.michieli@rci.rogers.com

  13. Agenda • Case study from Rogers Communications • Document Delivery Needs and Requirements • Building a Document Delivery Solution • Integrating with and without BI/XML Publisher • Integrating with Delivery Manager • Integrating with AventX • Q&A

  14. “We just upgraded to 11i and would like to use XML Publisher to create customized reports from Oracle EBS and then fax, email, or print them based upon the supplier’s preferred communication method.”

  15. “Is anyone faxing purchase orders and RFQ documents submitted as a batch?”

  16. “How can I fax an Oracle output report?”

  17. “Does anyone know how to integrate a 3rd party fax solution with XML Publisher?

  18. “We have multiple organizations within our corporation. Can I apply different forms to our faxed output based upon the organization and document type?”

  19. “Building a Solution”

  20. Building a Solution: Questions to Ask • Will documents be in multiple formats, i.e. PDF, Excel, etc? • Will the user’s want to type in the fax number or email address? Or will the process be completely automated? • If automated, will the report include many documents in the same request (batch processing)? If yes, then how will the report separate into individual documents?

  21. Building a Solution: Questions to Ask • Will the user want to attach other documents to the primary document, i.e. terms and conditions, diagrams, etc.? • Will the document be sent to different destination types, i.e. email, fax, print? • Will the process require sending documents to multiple recipients?

  22. Building a Solution: Questions to Ask • What method will be used to deliver a confirmation? • Individual emails per document • Scheduled summary reports • When should the confirmation be sent? • What should the confirmation look like? • Who should receive the confirmation?

  23. Building a Solution: Questions to Ask • Who will manage failed documents? Or successful documents that need to be transmitted again? • Where will users manage their documents? Inside or outside of Oracle EBS? • How long will documents and their transmission history be saved?

  24. Fundamentals of Document Delivery

  25. Oracle EBSDocument SubmissionOptions

  26. Document Submission: In Oracle EBS • Oracle EBS recently added a few options to users for the purchase order report • 3 Purchase Order Options: • Purchase Order Approval – Workflow • Purchase Order Summary – Tools / Communicate • Submit Request (“Fax Enable” Fields) • XML Publisher Bursting and Delivery

  27. PO Submission: PO Approval Form

  28. PO Submission: PO Approval Form

  29. PO Submission: Supplier Sites

  30. PO Submission: PO Communicate

  31. PO Submission: PO Communicate

  32. PO Submission: Submit Request

  33. “Fax Enable” Features Limited to Only Purchase Orders No Email Fax Fields Not Pre-Populated Only One Purchase Order PO Submission: Submit Request

  34. Oracle EBS Document Formatting and Delivery withXML Publisher

  35. Document Delivery with XML Publisher Slide courtesy of Oracle Corporation

  36. PO Transmission: Email – Without XML Publisher • HTML in Email Body • Fax and Email Different Look

  37. PO Transmission: Fax Without XML Publisher • Text output has a few “Fax Tags” in header • Requires 3rd party fax solution to process “Fax Tags”

  38. PO Transmission: Email – With XML Publisher • PDF Attachment • Fax and Email Look the Same

  39. PO Transmission: Fax – With XML Publisher Separate fax command file Separate PDF data file • Requires 3rd party fax solution to process command file

  40. XML Publisher PO Integration: Recap • For non XML Publisher purchase orders, fax and email have a different look and feel. • Easy setup to concurrent program to format document via XML Publisher • For email, delivery is handled through a separate process, Workflow Mailer • For fax, commands are simply written out in order for a 3rd party solution to take over and actually fax the document.

  41. XML Publisher Bursting and Delivery • “Bursts” data stream into individual documents. • Delivers finished XML Publisher formatted documents through “Channels” • Printer • Fax • Email • WebDAV • HTTP/HTTPS • FTP

  42. XML Publisher Bursting and Delivery: Setup Add Bursting Control File to Data Definition

  43. XML Publisher Bursting and Delivery: Setup • Bursting Control File – Email Delivery

  44. XML Publisher Bursting and Delivery: Setup • Bursting Control File – Fax Delivery

  45. XML Publisher Bursting and Delivery: Usage • Step 1: Use Submit Request to run Report as normal.

  46. XML Publisher Bursting and Delivery: Usage • Step 2: Run ‘XML Publisher Report Bursting Program’ against previous request.

  47. XML Publisher Bursting and Delivery: Results • Email:

  48. XML Publisher Bursting and Delivery: Results • Fax • Output is dependent on Transmitting Software.

  49. XML Publisher Bursting and Delivery: Recap • Email is robust and full featured. • Email does not allow for Native Oracle Attachments. • Fax is dependent on 3rd party to actually deliver document. • No user interface to type in fax or email addresses for one off deliveries. • Only allows for one fax number and no other identifying information. i.e. cover page data such as From Company, Subject, Memo, etc…

  50. Integrating withDelivery Manager

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