Nexeo Solutions’ Data Archiving Strategy Ensures Security and Improves Performance

Nexeo Solutions – worldwide distributor of chemicals, plastics, and environmental services – needed to ensure reliable and timely same-day or next-day deliveries to roughly 28,000 customers worldwide after divesting from its parent company in 2011. To continue creating and tracking purchase orders in the most efficient and effective manner, Nexeo Solutions underwent a phased data management journey over the course of several years. Learn how Nexeo Solutions methodically encrypted and archived data to increase user efficiency and performance of key user transactions, and reduced database size to establish a sustainable and secure archiving strategy that would accommodate future growth.

Nexeo Solutions’ Data Archiving Strategy Ensures Security and Improves Performance

Nexeo Solutions – worldwide distributor of chemicals, plastics, and environmental services – needed to ensure reliable and timely same-day or next-day deliveries to roughly 28,000 customers worldwide after divesting from its parent company in 2011. To continue creating and tracking purchase orders in the most efficient and effective manner, Nexeo Solutions underwent a phased data management journey over the course of several years.

Learn how Nexeo Solutions methodically encrypted and archived data to increase user efficiency and performance of key user transactions, and reduced database size to establish a sustainable and secure archiving strategy that would accommodate future growth.

World’s Largest Automotive Seating Supplier Runs Single Accounts Payable Solution for Regional Shared Services Centers

When Adient, the world’s largest global automotive seating supplier, was spun off as a separate company from Johnson Controls (JCI) in 2016, the company needed to ensure it could keep Accounts Payable operating at peak efficiency or jeopardize important vendor relationships.

The company, which receives more than 3 million invoices each year across 230 facilities and 33 countries, wanted to find an invoice processing solution that could be installed as a single instance but used in its various regional shared services centers in North America, Europe and Asia. The solution would have to be able to accommodate the different languages, currencies, and invoice formats used across the company’s global supply chain and:

  • Increase the efficiency, accuracy, and timeliness of invoice processing
  • Enable consistent reporting against AP performance metrics, globally
  • Enforce corporate controls and comply with local financial regulations

The company had less than a year to move to set up the system in its new data center and decided to implement the Dolphin Process Tracking System for Accounts Payable, a solution which had been used successfully by its parent company, JCI, for almost a decade.

Solution: Process Tracking System for Accounts Payable

The centralized solution enabled Adient to standardize processing across the entire company. Key capabilities of the solution include:

  • Automated capture of highly unstructured invoice information using Optical Character Recognition (OCR)
  • Intelligent validation of invoices against Vendor and PO information in SAP
  • Configurable business rules to automatically post or route invoices for tax approval or exception handling based on corporate, regional, and local requirements
  • SAP workflows that integrate with other corporate processes in Global Procurement, Finance, and Treasury.
  • Centralized, efficient storage of invoice images for global access.
  • Real-time analytics and reporting on invoice processing metrics for productivity, cash flow, and status tracking

The Dolphin solution has certified integration with SAP S/4HANA, so the company knew it would work in the new SAP system which was Business Suite on SAP HANA, and that it would be able to work with S/4HANA when the company decided to migrate to that system in the future.


The company was able to complete the transition to the new data center in less than six months and experienced no disruption in business. Key accomplishments include

  • 70% accuracy rate for paper-based invoices captured using OCR
  • 40% of invoices autoposted based on defined business rules
  • Support for more than 10 languages
  • Faster processing with automated workflows for approvals and exceptions
  • Greater Efficiency with improved collaboration between the AP, Procurement, Finance, and Treasury departments with reports and analytics that provide complete insight into invoice lifecycle and greater insight into working capital
  • Reduced risk and greater transparency with standardized processes and centralized image storage for all three service centers: US, Europe, and Asia.
  • Compliance with diverse statutory requirements in the US, EMEA, and APAC

The company plans to enhance the solution with robotic process automation and to enable earlier monitoring of paper-based invoice to ensure the fastest possible processing time and capture even more discounts.

BJ’s Wholesale Club Simplifies Rebates and Improves Customer Experience with Instant Access to Sales Documents

The complex structure of rebate programs which require multiple pieces of documentation are the reason rebate payments to loyal customers are frequently delayed.

In this webcast, hear how BJ’s, a leading operator of membership warehouse clubs in the Eastern United States, simplified its rebates program and improved customer experience by enabling sales document management solution that provided:

  • Instant access to all rebate program documents online.
  • Ability to package rebate documents for quick dispute resolution.
  • Reduce storage costs and improved system performance with a best practice-based document management solution.

Jonathan Zink, Financial Analyst – Vistex Group, BJ’s Wholesale Club
Brian Shannon, Chief Strategy Officer, Dolphin Enterprise Solutions

Please fill out the form to view the webcast in PDF format:

University of Toronto Masters Invoice Processing

The Facilities and Services Department of the University of Toronto was looking for a solution to enable more efficient invoice capture and routing so it could reduce errors, eliminate paper-based processes, and shorten the payment cycle to vendors. The department, which is responsible for maintaining the downtown campus of the 4th largest university in North America, wanted to gain greater control over the large number of Non-PO invoices the university processed each month and benefit from better pricing/discounts from its wide network of vendors. Due to the unique audit and compliance requirements of this institution, the university also wanted to improve visibility into the entire invoice lifecycle from capture through posting and payment through the use of unique vendor spend reports.

After a detailed search for a solution that could meet the university’s needs, it selected the Dolphin Process Tracking System for Accounts Payable (PTS-AP), which enabled the university to achieve significant cost savings through the following key capabilities:

  • Flexible invoice capture to capture invoices electronically, improve invoice accuracy, and eliminate paper
  • Automated approval and exception handling workflows to shorten the payment cycle to vendors
  • Real-time invoice information to improve visibility into invoice processing, including Non-PO invoices
  • Ability to view invoices by vendor to reduce the time spent on vendor inquiries and report on vendor spend
  • Web and email notifications and escalations for approvals and exception handling
  • Ability to delegate approval authority to multiple individuals over a selected time period to accommodate employee sabbaticals
  • Report on utility consumption, spend trend, and more to improve compliance with the university’s policies and regulations


Since implementing the solution in late 2014, the university has been able to:

  • Gain complete transparency into invoices on spend by individual, departments, etc.
  • Fast capture and processing improves consistency of payment process, resulting in more discounts and avoidance of penalties
  • Capture of utility consumption is a huge gain for the department
  • Online processing results in no duplication of effort, freeing employees to do higher-value tasks instead of low-value clerical work
  • Sustainable online solution: the university is removing 80K sheets of paper, reducing office and storage space, etc.

Based on the current volume and cost of invoice processing in the department, the department expects to save 250K in the first year.

Kraft Foods Archiving Reduces Costs, Improves Performance and Simplifies Corporate Transformation

Kraft, one of North America’s largest consumer packaged food and beverage companies, needed a data archiving solution to keep its large and fast-growing database in check. The company wanted, as much as possible, to use the same solution and approach for archiving data for its grocery and confectionary divisions even though each division had different business processes and data volumes. This approach became even more important in 2012 when the company decided to split the two divisions into separate companies.

Kraft needed to complete the spin off within a one year timeline. It needed a solution to:

  • Archive key data in preparation for system split
  • Automate the manual data archiving tasks
  • Improve retrieval of archived data to facilitate audits

As part of the spin off, each company would assume different tax reporting responsibilities, so access to archived data needed to comply with each business’ fiscal requirements. The company also wanted to ensure that archiving continued during this busy period so it could to maintain SAP system performance, but it wanted to automate archiving so key business and IT resources would be free for other, more pressing tasks.

Kraft worked with Dolphin to create flexible archiving strategy that would meet the needs of both divisions pre-spin off and facilitate the division of data while keeping the company’s SAP systems performing at optimal levels throughout the corporate transformation. The solution included:

  • Implementation of standard SAP archive objects: 20 ECC, 5 Plant Maintenance, and 30 BI
  • Separation of archived financial data according to fiscal reporting requirements
  • Automation of archive tasks using Archive Sessions Cockpit
  • Improved retrieval of archive data for audits using 9 PBS Archive Add-on Modules

During the system split period, the Dolphin Archive Migration Tool to securely migrate unstructured documents from source to target systems, as needed. Dolphin also archived the company’s legacy Plant Maintenance modules, so that the company could upgrade its SAP systems.

With Dolphin’s archiving solution in place, Kraft realized faster system performance and faster back up, upgrade, and recovery times. Key accomplishments include:

  • Ability to quickly separate data according to spin off terms
  • Reduced 32TB down to 10GB of ECC data and online data residency periods to 6 months
  • Reduced cost of hosted data storage service based on newly reduced data volume
  • Increased efficiency of business and IT staff through automation of archiving tasks

The company continues to monitor its data growth and implement new archiving objects as needed to continuously improve system performance.

Watch the Kraft Evolution of Archiving Webcast

Southern California Edison Reduces Data Before Moving to SAP HANA

Southern California Edison, one of the nation’s largest electric utilities, delivering power to more than 14 million people in California, wanted to improve the performance of their analytics and reporting. The company decided to be one of the first companies to move onto SAP BW HANA. However, to reduce the costs of this move, the company would need to reduce the amount of data in the BW system first.


Dolphin helped the company implement an SAP data volume management strategy to prepare the company for the move to BW HANA. The strategy incorporated nearline storage to enable the company to control the growth of data in the HANA database and still enable fast access to archived data.


The company deployed BW HANA with near-line storage to reduce total cost of ownership for moving to BW HANA and has achieved both one-time cost savings and on-going cost savings.

  • Initial savings of 170 GB (25%)
  • On-going yearly savings reduce DB growth on HANA (22%/yr.)
  • Yearly growth on BW reduced from 34% to 12%
  • On-going savings realized for HANA hardware, software & labor due to controlled DB growth
  • Enabled company to see a return on investment from BW HANA in 2.5 years, rather than the predicted 15 years

Cooper Cuts AP Processing Costs with Vendor eInvoicing

Cooper Industries, a leading worldwide manufacturer of electrical products, tools and hardware had automated its invoice capture and processing with Dolphin Process Tracking System for Accounts Payable. However, the high volume of invoices the company meant that the cost per invoice was still high as the company needed to to process the mail and capture the hard copy invoice. It became clear that the company needed to look at increasing the percentage of electronic invoices received to further drive down processing costs and meet their operational goals.


Dolphin recommended our e-Invoicing solution to eliminate all paper and manual handling. Invoices wouldn’t need to be validated, scanned,  indexed, or distributed. Instead, vendors would be able to transmit  the same information directly to the company over the Internet. The vendor invoice data and the image would be imported into SAP, starting the Dolphin Process Tracking system workflows, significantly reducing the time and effort required to process each invoice.

A pilot was implemented first to standardize the process and integrate e-Invoicing with the exiting organizational structures. Involving the Procurement team at this time was essential to encouraging vendors to switch to eInvoicing. The Vendor ‘on-boarding’ proved to be fast and very efficient and the project was brought in on budget.


Since implementing the solution, the company has realized the following results:

  • Reduced processing costs by 72%
  • Decreased processing time by 8 days
  • Offer vendors a variety of input methods, including email or virtual printing
  • Processes have become less complex
  • Fewer errors and exceptions
  • One-day processing earned vendor early pay cash discounts
  • Better audit trails

After seeing these results, the company also implemented a successful intra-company e-Invoicing project to simplify invoicing between business units.

Hubbell Inc. Gets Electrifying Results from Data Archiving

Hubbell Incorporated, an international manufacturer of quality electrical and electronic products since 1888, had grown for over a century through acquisition. This left the company with many legacy systems across its many business units. To increase efficiencies and lower costs, the company wanted to standardize its systems and use one solution so they could have a single source of truth across the organization. The company decommissioned it 18 legacy systems and moved onto a global single instance of SAP in 2006.

With many products and business units running on the same SAP system, the company quickly found that transactional data was growing rapidly. Hubbell estimated that the system would reach 3 TB of data in less than 2 years. This amount of data would be very costly as the company’s SAP instance was outsourced. The company was therefore billed for each GB of data storage. They were also billed for the length of time necessary to do system back ups, which was growing longer as the system’s data volume grew. In addition, business users, who were used to running queries quickly against the legacy systems found that their query response time in SAP systems were much slower than expected.

The company decided it needed to start archiving right away to improve performance and lower the total cost of ownership of its outsourced SAP systems.


The company turned to Dolphin to devise a data management strategy. The Dolphin solution leveraged Hubbell’s existing SAP system infrastructure and storage and Dolphin consultants helped Hubbell implement data archiving to reduce data volume. The solution included:

  • Standard SAP archiving objects
  • PBS archive add ons
  • PBS ContentLink

Phase one was completed in 2007 and focused on archiving data from the areas with the company was experiencing the largest data growth: MM, FICO, and iDocs. Subsequent phases focused on archiving data for other areas. Phase two (2008) focused on sales and billing data. Phase three (2010) focused on archiving master data. Phase four (2012) focused on archiving BI data.


The company experienced immediate benefits from archiving. It was able to keep data under the 3 TB limit and enable:

  • Reduced data storage and hosting costs
  • Faster user queries for online and archived data
  • Faster backup of SAP systems
  • Simplified upgrade to new SAP systems and databases
  • Reduced risk with secure storage of retained data


Tenneco Inc’s Data Archiving, Migration and Decommissioning Project Delivers Positive ROI & Simplifies Global Audit Reporting

Tenneco is one of the world’s largest designers, manufacturers and marketers of clean air and ride performance products. The company needed to respond to various international audit requirements and was using a manual and inefficient archiving process to retain its historical data. The process was made even more difficult because the company was storing a large volume of data from multiple SAP systems that were located around the globe. The company stored data and images in two separate content management systems which were old, out of date and becoming increasingly expensive and difficult to support. Also, a large amount of the unstructured information (images) was difficult to access because it was stored in a completely separate system that was not integrated with SAP systems.

The company wanted to automate archiving and move to a single content management solution to reduce the cost and complexity of retaining historical data and facilitate its international audit reporting requirements. Audits represented the most complex and time-sensitive information queries, so despite the fact that company had previously implemented SAP DART, it wanted to find a solution that would reduce the time and effort involved in extracting data for audits.


Dolphin worked with the company to develop a comprehensive solution that incorporated data archiving, migration, and decommissioning with audit extraction tools.

To start, the company migrated its existing data out of its two legacy content management systems and moved it into a single solution, the Dolphin Content Archive Service for Disk. With this new, lean repository users were able to easily access all data and documents directly through SAP systems.

The company then archived an additional 3.5 TB of data out of its production system and into the new repository, saving considerable space and improving SAP system performance.

To improve audit response time, the company chose to implement the Audit Extraction Cockpit which facilitated the extraction of data for audit inquiries and other ad hoc extraction requests.


With this project, the company was able to achieve the following benefits:

  • Reduced data in online systems by 3.5 TB
  • Reduce system complexity and cost by moving to a single content repository
  • Faster audit response time
  • Easier access to archived images in SAP systems


Honeywell’s Flexible and Scalable Approach to Global AP Processing – One Process, One Solution

Honeywell International, a Fortune 100 diversified technology and manufacturing leader, was looking to improve its AP efficiency with a solution that could be used across its six global business groups. Everyone, everywhere should be able to use the same process and the same solution, so the company could more accurately track and report on invoice status. The global and diversified nature of the business required a solution that was also flexible enough to allow the company to extend its common core process to accommodate local business needs and regulations where necessary.


The company initially rolled out Dolphin Process Tracking System for Accounts Payable in 2006, at the same time the company was rolling out its global SAP system. At this time, the company used the Dolphin solution to provide a centralized view of scanned invoices received from across the company. Gradually, over time the company expanded the functionality of the solution in phases to include capabilities such as:

  • Increased electronic invoice capture, including OCR (paper, fax, or email) and EDI (large vendors or inter-company transactions)
  • Automated the processing and coding of non-PO vendor invoices (i.e., Utilities, Rent)
  • Configurable business rules to increase ability to auto-post invoices
  • Tight integration with SAP OM to support billing documentation requirements
  • Flexible document search and batch output to support internal and external inquiries and local document storage requirements

Separate phases and functionality were rolled out in 2010, 2011, and 2013.


Now that the company is using one common process and one common solution for Accounts Payable, it has achieved many benefits including:

  • 40% auto-posting of invoices
  • Real-time view of invoices across all six business units
  • Ability to increase volume without increasing headcount
  • Fewer keystrokes required for invoice entry and validation
  • Faster processing of Non-PO invoices, such as utility invoices
  • Ability to support international documentation requirements quickly and easily
  • Compliant with EU payment directive and other regulations
  • Multiple shared service centers running on the same IT infrastructure

Collier County Clerk of Courts Implements an Audit-Ready Invoice Processing Solution

The largest county in Florida wanted to centralize and automate the processing of more than 7,000 invoices a month. The county had implemented SAP ERP more than a decade before and used the software for many of its financial processes; however, the AP department still relied on a paper-based invoicing process. Vendors mailed invoices to the county’s various offices and departments, and these invoices were then routed for manual approval. For an organization that manages massive projects like constructing roads and buildings, accurate financial planning is crucial. Also, Florida Statute requires the Collier County Clerk of Courts to audit these documents to ensure legality of payment, which can increase the timeline for processing invoices.

“We had manual processes in place for receiving and processing invoices,” says Jane McDonald, Senior Project Manager for Collier County Clerk of Courts. “Workers used email and interoffice mail and didn’t always send the invoices to the AP department right away. We didn’t have visibility into an invoice’s status until it was approved and entered into SAP ERP at the very end of the process. Because our projects sometimes continue for months, workers often had to search through file cabinets (files are kept on site for two years) or warehouse archives to locate older invoices.”

The Clerk of Courts management information system (MIS) and AP organizations knew it was time to research new technology that would leverage the SAP workflow. A cross-functional team was assembled and began to evaluate how much work would be required to build and maintain a custom solution from scratch. At the same time, they also considered third-party vendors that might be able to provide an appropriate solution. Key capabilities the county identified include:

  • Ability to integrate the chosen technology with the organization’s current SAP environment
  • Digital storage of invoices
  • Easy extraction of information for auditors


The county’s vendor selection team chose Dolphin’s Process Tracking System for Accounts Payable (PTS-AP), which went live in August 2012. The project involved instituting a new accounts payable workflow aimed at centralizing the AP process countywide. Key feature are:

  • Automated invoice capture, with scan and capture
  • Powerful InfoCenter to facilitate invoice processing and troubleshooting by the AP staff
  • Automated workflows to route invoices to the appropriate department that, in turn, can route it for additional approval(s).
  • Improved exception handling for If an invoice is rejected during that process, it can be easily returned to the vendor with a rejection code along, with any backup documentation to explain why it could not be paid.

“All of these steps in the invoice approval process have a predefined status within the system’s workflow,” explains Frank Bodino, Senior Systems Analyst at Collier County Clerk of Courts. “In this new process, all of the steps are visible. We know where each invoice is at all times, we know who looked at it, what notes they put down, and when it was approved. If the invoice was rejected, we know why.”

After the invoice is approved, the goods receipt is matched, and the AP audit is performed, then the invoice can be posted to SAP ERP. “All the information we need to post the invoice is there, so there’s no dual-keying or duplication of data,” McDonald says. “We just hit the button, and the invoice information posts.”

Improving the AP business process required changes across the entire organization. For example, since invoices now come into the AP department as the first step of the new process, the various departments within county government had to adapt to a new workflow where AP clerks scan the invoices.

While the new workflow for invoice processing is much more streamlined and intuitive, it did require training users on the new system and getting their buy-in on the updated processes. “Just like with any training, some people caught on very quickly and others struggled with the new processes,” says McDonald. “The project team created training documents to help explain the process in a way users could understand.”


According to McDonald, the new solution has delivered all of the benefits advertised and more.

  • Easy access to and cost effective storage of invoice documents
  • Simplified approvals process
  • Ability to track how many invoices are processed in a given period is helping the organization measure its own performance.
  • Improved visibility both internally and externally.

“Now, we can provide our external auditors with invoice information, purchase order (PO) information, and backup documentation more easily than we could with the paper-based system,” says McDonald. “In the past, we had to go back to the paper files and dig out the invoice which was time consuming. A significant time and cost savings benefit was our ability to search by check number or the clearing document and instantaneously receive the information associated with the invoice.”

The improved metrics have also pinpointed any delays in the AP process. For example, the new process showed that many invoices are rejected because vendors don’t provide PO numbers on their invoices. Without the PO number, AP clerks were forced to try and find out which department and what purchase generated the invoice. By requesting that vendors provide the PO number on their invoices, the AP process has been streamlined even further.

According to Bodino, the county has become more efficient thanks to the new solution. “We have been able to fix and change processes that, while they worked, were cumbersome at best,” he says.

Johns Hopkins University Data Archiving from Start to Finish

Running SAP systems since 1997, Johns Hopkins University had never archived any data. When performance issues started impacting their users, the University was told that that they should consider archiving. Some of the challenges the University faced were:

  • Too many records in the tables
  • Queries on transactional data were slow
  • System administration was taking too long and costs were too high
  • Storage needs and costs were increasing
  • Starting to see system performance degradation
  • Unique data issues in ECC, BW, and SRM systems


The University developed an Information Lifecycle Management strategy, which defined the policies, processes and tools for data and information from conception to destruction. They turned to Dolphin to help them with the project which included:

  • User friendly access to archived data
  • Transparent access to archived data
  • Archiving in ECC, BW and SRM
  • Ability to retrieve archived workflows with the documents
  • Defined residency and retention periods based on the type data
  • Ability to perform ad hoc queries


Johns Hopkins continues to see success with their archiving project, which was rolled out in phases, gradually adding more arching objects. The University is especially pleased that the end users have been able to adapt to the new system so quickly and with very little training. The project provides:

  • Reduced DB size
  • Dramatically reduced the DB rate of growth
  • Additional archive objects added easily
  • 30% reduction in table size on average
  • Greater than 350M records archived and growing
  • End users satisfied and have had no problems accessing data

Pacific Drilling Addresses International Growth with Optimized AP Solution for SAP HANA

Pacific Drilling, an international offshore drilling company that provides ultra-deep water drilling services to the oil and natural gas industry, wanted to have an automated, more controlled accounts payable process that would work with the company’s SAP HANA systems.

The existing accounts payable (AP) process was completely manual necessitating many emails, phone calls and the collection of manual signatures. The global oil and gas company required 24 hour access to information and the company’s manual reporting methods could not keep up with its rapidly growing needs. The company needed a solution to improve the accuracy, productivity and timeliness of its invoice processing. The solution also had to be very scalable. Due to extremely rapid growth, the company wanted to be able to support the increased global invoice volume without adding more AP headcount.


The company began the project focusing on the US business operations. The Houston head office was processing 4200 invoices per month of which 44% were non PO and 57% were PO based. They chose Dolphin’s Process Tracking System for Accounts Payable for several reasons:

  • Flexible capture of invoices
  • User intuitive interface required little training
  • Small system footprint that leveraged their SAP investment
  • Easy to configure for changing business rules
  • Simplified approvals
  • Automated workflow

Additionally the supplier portal greatly helped to reduce the amount of emails and phone calls that the AP department had to manage.


The company implemented the Dolphin Process Tracking System for Accounts Payable solution with e-Invoicing, which significantly reduced the amount of time the AP department spent on manual entry of invoices and  answering supplier queries. The accuracy of invoice processing increased and the company was able to:

  • Post 20% of their invoices automatically; this number continues to increase as they refine their process
  • Use flexible work centers to meet their business requirement for multiple individuals to share responsibility
  • Set up Multiple Approver levels in the automated workflow
  • Easily search for invoices with holds or exceptions allows for faster processing
  • Roll out the system to remote locations with little user training because of the intuitiveness of the system
  • Use existing staff able to handle the increased workload


Big Lots Reduces the Problems of Big Data and Sales Audits

Shortly after Big Lots, the nation’s largest broadline closeout retailer, implemented SAP IS-Retail the company noticed that its retail stores were generating a lot of data.

In fact, data was growing two to three times faster than what the company had initially estimated, and would reach 30-40 TB by the end of the year. This incredible increase in data volume was already causing performance problems, which would only get worse over time. Due to the year-round, high pressure nature of the retail business, the company needed to find a solution immediately and it needed to be able to be implemented quickly, during the company’s very short SAP system maintenance windows.

In addition, the large amount of data that was being generated with each retail sales transaction also made it difficult for the company to retrieve data for sales tax audits. The data extraction process was very manual and complex. Each audit inquiry required seven separate steps to extract data from both the SAP BW and the SAP ECC systems. To be able to respond within the 2 week time frame provided by auditors, the company needed to find a better, faster solution for extracting data.


Big Lots engaged Dolphin to help develop a Data Volume Management strategy to control growth of data in the SAP BW and ECC systems, enforce data retention requirements and improve performance. The solution provided:

  • Secure, low cost storage for archived data
  • Nearline storage for fast retrieval of archived data for analytics
  • Common infrastructure to support both BW and ECC
  • Fast and easy retrieval of data by users
  • Simplified reporting for Sales Audits
  • Data retention compliance with business requirements

The solution was implemented in phases. In the first phase, the company controlled its data growth by archiving its business complete data. In the second phase, the company addressed the performance issues by adding fast and flexible retrieval access to the archived data and custom reports. The sales tax audit report was created as part of this phase.


The company was able to stabilize data volume growth in both the SAP BW and ECC systems and improve user productivity through faster system performance and elimination of manual steps in reporting. Benefits of the solution include:

  • Stablized database growth
  • 97% reduction of data with archived and nearline technology
  • Reduced time to complete sales queries to 5-10 seconds
  • Improved Sales audit responses to 1 day from 2 weeks
  • Improved sales reporting 200%
  • Reduced data growth rate by 90%
  • Increased user productivity with faster system performance and automated reporting
  • Satisfied retention and tax reporting requirements

Tennant Company: Standardize Global Processes for Greater Control & Transparency

Tennant Company, a world-leading manufacturer of indoor and outdoor environmental cleaning solutions and specialty floor coatings, wanted to standardize its global accounts payable processes to provide the company with greater control and transparency into invoice processing in its three shared services centers in Minneapolis, Uden, and Shanghai.

The company, which processes up to 30,000 invoices each month, wanted a solution that would enable it to:

  • Increase the efficiency, accuracy, and timeliness of invoice processing
  • Enable consistent reporting on invoice status, productivity and cash flow, globally
  • Enforce corporate controls and comply with local regulations

The solution had to be configurable and flexible enough to accommodate the statutory, regulatory, and cultural issues faced in different countries. To reduce complexity and minimize change management, Tennant wanted a single, centralized solution that could support the shared services centers with minimal impact on critical business and IT resources and would be easy to upgrade and extend in the future.

Tennant chose the Dolphin Process Tracking System for Accounts Payable (PTS-AP) solution, so it could leverage its existing investment in SAP applications. After reviewing the way Tennant processed invoices in all three shared services centers, Dolphin delivered a solution that included:

  • Automated capture of highly unstructured invoice information using Optical Character Recognition (OCR).
  • Intelligent validation of invoices against Vendor and PO information.
  • Configurable business rules to determine how to route invoices for tax approval or exception handling.
  • SAP workflows to automate invoice processing and integrate with Procurement, Finance, and Treasury department processes.
    Centralized storage of invoice images for global access
  • Real-time analytics and reporting on invoice processing metrics for productivity, cash flow, and status tracking.

Tennant-specific business rules were developed to improve the accuracy of tax determination and to manage European consignment transactions.

The solution was rolled out using a phased approach and achieved a high return on investment, paying for itself in less than one year. Key results include:

  • 100% of invoices are captured using OCR, 60% of invoices are submitted electronically for direct OCR capture.
  • Greater transparency into invoice status, productivity, and working capital across all services centers.
  • Improved compliance with diverse fiscal and legal requirements in the US, Europe, and Asia Pacific.
  • Easier support for services centers. Tennant was able to roll out the final phase of the solution to the Shanghai services center without consulting assistance.

The company plans to increase automation by moving from OCR to eInvoicing, and adding support for other invoice capture methods such as EDI and ERS.

Pepco Holdings: Optimizing Accounts Payable Processes

Pepco Holdings Inc. (PHI) is one of the largest energy delivery companies in the mid-Atlantic region wanted to centralize its accounts payable processing to increase efficiencies and lower processing costs. The company had grown gradually through acquisition, and as a result, was receiving, reviewing, approving and processing invoices at more than 20 locations in four states and five jurisdictions. The accounts payable processes were disjointed and very manual, which increased the company’s cost of paying invoices and made it difficult to stay in compliance with the highly regulated industry’s stringent data retention requirements.

As part of PHI’s Invoice Improvement Project (IIP), the company implemented Dolphin’s Process Tracking System for Accounts Payable (PTS-AP) solution with the Supplier Portal by Taulia, for the following key capabilities:

  • Advanced imaging and digitization of invoices
  • SAP-enabled workflow solutions to automatically post or route invoices based on the company’s multi-tiered corporate approval policy
  • Centralized, efficient storage of invoice images for easy access
  • Self-service portal access for self-service invoicing and online inquiries
  • Real-time analytics and reporting on invoice processing metrics for productivity, cash flow, and status tracking.

The solution was rolled out across all three of PHI’s utility companies, Delmarva Power & Light, Atlantic City Electric, and Pepco, in a comprehensive process-driven initiative unlike any other accounts payable project in the utility industry.


The company was able to achieve over $3 million in savings for 2014 – an incredible return on investment. Mary Gabriel, Manager of Accounts Payable and Sarbanes-Oxley stated “Enhanced controls, increased transparency and shortened cycle times are a direct result of the process-centric innovation the solution provides”. Key results include:

  • Reduce the average invoice processing time from 30 days to less than 10
  • Automated the processing of low-dollar, high-volume invoices
  • Improved reporting and compliance with regulatory requirements
  • Reduced document storage fees by 39% for savings of more than $100,000 each year
  • Increase transparency with their suppliers and strengthening their relationships
  • Captured nearly $2 million in discounts in by offering early payments to their suppliers through the intuitive supplier platform

In June 2015, the company received the Supply Chain Excellence award from Southeastern Electric Exchange for its innovative Accounts Payable project.

Managing Explosive Growth of SAP Data across Multiple SAP Systems

A world-renowned manufacturer and retailer of revolutionary consumer electronics needed data strategies that would enable them to manage its explosive online retail growth while keeping customer data secure and available for reporting and audit requests. With 25 Billion transactions per year, the company’s existing infrastructure could not support the volume of data and system performance, stability, and functionality were being negatively impacted. The data volume also posed a significant risk, because the company was responsible for keeping the data secure for long periods to support tax and data privacy audits.

To manage its enormous volumes of data, the company needed a comprehensive data volume management strategy that would enable it to:

  • Move static and business complete data out of production systems into archive storage
  • Scale to support potential future data growth
  • Support analysis with fast, flexible access to historic sales data
  • Secure legacy data according to current legal requirements
  • Enforce data retention policies for fiscal and consumer data
  • Enable fast response to audit inquiries

Due to the volume of data, the company needed an aggressive archiving strategy to keep production systems running at optimal levels. In addition, new privacy regulations required the company to go back through historical, archived data and ensure that it met current consumer data privacy standards.

Solution: Archiving to Hybrid Storage with Data Retention & Audit

Dolphin provided the company with data strategies that would 1) help it meet current demands and scale to meet future growth and 2) stay compliant with retention and audit requirements. Key capabilities include:

  • Implementation of Standard SAP Archiving Objects with PBS Archive Add On modules for seamless access
  • PBS Nearline storage for fast access to archived sales data used in analysis
  • Dolphin Data Management and Archive Management Cockpit for encrypting production and archive data
  • Dolphin Archive Retention Cockpit to enforce corporate retention policies
  • TJC Audit Extraction Cockpit (AEC) for flexible audit reporting

Dolphin used an aggressive archiving strategy and a hybrid storage model. Frequently accessed sales data was moved to nearline storage for additional compression and fast access. Dolphin also employed data security and encryption to protect sensitive customer data and added audit tools to facilitate responding to fiscal and legal requirements.


The company has been working with Dolphin for almost 10 years to keep their data growth under control. To date the company has realized the following benefits:

  • Archived more than 250 TB data
  • Improved system performance
  • Compliant with data privacy and security regulations
  • Improved response time for internal and external audits


Multi-media Retailer Implements SAP Accounts Payable Automation and Workflow

One of the largest multi-media and on-line retailers in the world was struggling with a very paper driven Accounts Payable process. The time to process invoices was long and labor intensive. The staff was spending too much time handling exceptions causing lost invoices, duplicate payments and other inefficiencies. The decision was made to automate as much of the process as possible.

There were several unique requirements for the solution. The company decided to roll out the solution in the UK; however the technical team was in the US. Also, not all approvers were SAP users and there was no budget for additional licenses. In addition, the company needed a solution that would:

  • Work with SAP Apparel and Footwear (AFS)
  • Enable auto-posting of invoices
  • Use SAP workflows

Dolphin implemented our best practices solution for Accounts Payable (AP) that leveraged the company’s existing SAP environment. The solution included key features the company needed including:

  • Visibility into invoice status throughout the invoice-to-pay process
  • SAP workflows and automated invoice capture to speed up and automate the manual processes
  • Web-based approvals for both SAP and non-SAP approvals.

Manual processes were replaced with automated ones reducing risk by eliminating errors, duplicate payments and lost and/or misplaced documents. The company transitioned from a completely paper-driven, manually intensive AP vendor payment process to an automated, streamlined and flexible workflow solution thereby reducing costs and improving inefficiencies.


The company has realized many benefits since implementing the solution:

  • Reduced average invoice processing time from 20 days to 9 days
  • 40% reduction in processing staff
  • Improved productivity through all processing steps
  • Eliminated errors and redundancies
  • Invoices are handled only once
  • Simplified approval process
  • Decreased number of vendor inquiries
  • Provides complete visibility, control and audit trails from point of entry into SAP to payment

Other Solutions
The company also implemented SAP’s Data Archive Retention Tool (DART) for the UK and Germany, and data archiving in the US, for FI and MM. Ongoing data archiving is ensuring optimal system performance and compliance for structured and non-structured data and documents.

Speed Order-to-Cash Cycle with Online Order Capture and Processing

A global manufacturer of major home appliances was growing through acquisition, which meant that there was an immediate 40% increase in orders. This caused many problems for the company, including:

  • No staff or space increased to match higher order volume
  • All inbound orders handled manually
  • Lost and misplaced orders
  • Manual order tracking was inconsistent across divisions

Leveraging the company’s SAP environment, Dolphin implemented our best practice solution for sales order management Using Dolphin Process Tracking System for Order Management the solution enables:

  • Automatic capture of inbound orders
  • Easy access to sales order documents within SAP
  • Automated bundling of order-related documents for faster outbound communications to trade partners
  • SAP workflows to streamline their proof of delivery (POD), lien waiver and billing package management processes
  • Exception handling workflows to address material price variants
  • Robust analytics


The company has been able to realize immediate and ongoing cost savings. Key benefits include:

  • Faster more accurate order processing
  • Easy access to and bundling of order documents from SAP
  • Satisfies all retention requirements
  • Knowledge transfer to internal team to repeat process for “new” legacy systems

Global Aviation Electronics Company Retires Legacy Systems and Retains Data

During the initial go-live with SAP systems, a global leader in aviation electronics and communications for government and commercial applications, decided to move only its current master and transactional data over from its legacy systems. Legacy data, it was decided, would be kept in the pre-SAP legacy systems, so the company could comply with its long term data retention requirements.

It soon became apparent, however, that the license, support, and maintenance costs for keeping these legacy systems running were too high. As time passed, it was also becoming difficult for users to extract data from these legacy systems when necessary. The company was concerned that the knowledge of how to access the legacy systems and data would be lost over time.

Dolphin designed and implemented a Decommissioning solution that allowed the company to output critical information from a variety of legacy platforms in their native format. This framework allowed the company to retire multiple legacy systems and significantly save operational costs year over year.

  • Legacy information was converted to ASCII format and parsed for key attributes
  • Key attributes were then transferred to SAP and stored in the company’s Archive environment
  • Legacy information was linked to key information in SAP for easy user access


The company has realized many benefits from retiring these legacy systems and retaining legacy data in a more modern, compliant archive storage, including:

  • Immediate and ongoing cost savings from reduced license, maintenance, and support costs
  • Easy access to all legacy information directly from SAP applications
  • No user training required, as the solution leveraged the company’s existing archive Required no training
  • Satisfies all retention requirements
  • Knowledge transfer to internal team to repeat process for “new” legacy systems

Global Accounts Payable Success in a Hybrid Outsourced Shared Services Environment

A world-leading global supplier of water treatment, wastewater treatment and process systems solutions centrally received all invoices in the US. In an effort to reduce processing costs, they outsourced the processing to Bangalore, India. However, they soon found that visibility into the process and control became issues.

Dolphin implemented the Dolphin Process Tracking System for Accounts Payable, which would allow the company to reduce costs with outsourced processing and still maintain centralized control over invoice processing.  The solution included:

  • Scanning and Capture of manual invoices (mail, fax or email)
  • Real-time data on invoice processing
  • Instant access to invoice documents from within SAP
  • Invoice validation and SAP workflows to address common challenges such as ad-hoc approvals, invoice prioritization and invoice duplication.

The solution enables the US facility to receive invoices by mail, fax or email. The invoices are then scanned and approved. Staff in the US facility also handle vendor inquiries and master data maintenance. The team in India, on the other hand is responsible for indexing the scanned documents and processing the invoices. Both the US and India groups worked together to pinpoint success factors and formalize the necessary hand-offs to support the business process. The solution was implemented in less than four weeks.

Today, 25% of the processing is done in the US; 75% is sent offshore. Benefits of this module include 24-hour work cycles; the ability to structure and assemble teams with diverse skill sets; and the ability to scale up or down depending on the requirements. Other benefits are:

  • Lower cost processing
  • Visibility into the process
  • Process control
  • Greater productivity


Real Estate Giant Transforms Its Manual Invoice Process and Improves Visibility

A 140-year-old privately held real estate investment company best known for the balanced, sustainable communities in Southern California and the Silicon Valley was in the process of rolling out SAP. The company had grown quickly and consequently had very complex Accounts Payable (AP) processes. With over 400 managed properties, there was no visibility into invoices needing approval, and the process needed to be re-engineered. The company decided the best approach is to automate its existing AP process, concurrent with the SAP rollout, so it could have a more centralized invoice process that provided greater visibility.

Dolphin provided complete blueprint, implementation and training services for the company’s invoice process for Accounts Payable. The solution included Dolphin Process Tracking System for Accounts Payable, along with archiving to retain the invoice images in PBS ContentLink, an SAP ArchiveLink certified document repository. Dolphin designed and implemented the capture management system consisting of Kofax Ascent and Ascent for Payables Optical Character Recognition (OCR). Custom workflows were created using SAP Business WorkFlow to provide seamless integration and to complement the entire procure-to-pay process.

Key decision points were:

  • An end-to-end solution with one vendor
  • A complementary rollout in conjunction with SAP Procure to Pay
  • Maximum leverage of their SAP investment with minimal additional Total Cost of Ownership (TCO)
  • Best practices-based solution tailored to their specific environment
  • Web-based approval and coding of invoices
  • Automatic routing of invoices for approval and coding based on rules, without AP processor intervention

The project from blueprint to implementation successfully went “live” in conjunction with their SAP application providing a seamless procure-to-pay solution.

  • An enterprise-wide view to invoices
  • Automatic process time monitoring and escalation as needed
  • Improved efficiencies and visibility to invoices reducing lost or misrouted invoices

Daimler Trucks: Getting Business Buy-in for Data Archiving

Daimler Trucks, formerly Freightliner, is the largest heavy-duty truck manufacturer in North America and a leading producer of medium-duty trucks and specialized commercial vehicles. When Freightliner originally came to Dolphin several years ago, their database was 1.2 TB and had a fast rate of growth. Performance was slowing and system maintenance costs were escalating. However, the business required long-term access to detailed information; they were very reluctant to remove any information from the database.

Dolphin helped the company with their archiving strategy blueprint and implementation. In the workshop phase, we brought technical, functional and business users together to learn. From the business we learned about access and retention requirements as well as residency periods. We were also able to assist in getting the business buy-in for continuous archiving going forward.

Dolphin’s analysis of the database provided the necessary details for planning an efficient archiving strategy for the long term. The result was to migrate high-volume transactional data records in finance, costs accounting, profit center accounting, profitability analysis and legal older than 24 months, and the Basis module after 90 days, from the SAP database to IBM CommonStore. This reduced the existing data volume by 50% and long-term growth was slowed by more than 80%.

PBS archive add-ons were implemented to allow users to transparently access both online and archived data with screens identical to standard SAP transaction displays. In addition, PBS index information was used in customer-specific reports for efficient reporting on archived information.

The solution resolved the immediate performance and system administration issues and satisfied the business need for fast, transparent access to information.

  • 50 million financial accounting documents archived during initial go-live
  • Users take as little as 1 second to access archived information
  • Database volume was decreased by 50%
  • Reduced long-term database growth by more than 80%
  • Satisfies audit, legal, regulatory mandates

Dolphin has since implemented data archiving and multiple PBS retrieval modules in a second SAP system with similar results. They are now archiving on an on-going basis. Recently they started doing catch-up data archiving on a go backward basis to be completed before upgrading to ECC 6.0 per their company policy.

Dolphin also recently added another PBS solution, PBS ContentLink. ContentLink is a lightweight content management alternative to traditional content management systems (CMS). It enables archiving to meet legal requirements and supports Information Lifecycle Management. During that project we also helped Daimler move from writing to EMC disk, which was taking two days, to a NetApp worm device that will significantly speed their catch-up data archiving process. Estimated completion for catch-up is early 2011.

Automotive Supplier’s Global Shared Services for Accounts Payable

After rapid growth of the business through a series of mergers and acquisitions, the automotive division of global manufacturing was left with a decentralized accounts payable (AP) process across its 180 plants worldwide. The company had two outsourced shared services environments, inconsistent processes, and limited visibility into when invoices were received and paid.

To process its more than 2.5 million invoices each year, the company wanted an SAP-centric solution that would enable the company to centralize and standardize invoice processing
across the company and:

  • Reduce invoice processing costs
  • Post invoices quickly
  • Resolve vendor discrepancies with less effort

The company also wanted a solution that would allow it to bring its shared services center in-house to increase controls and transparency.

The company implemented the Dolphin Process Tracking System for Accounts Payable (PTS-AP) solution. After conducting a detailed analysis, the Dolphin team developed a blueprint for process optimization that included:

  • Automated capture of invoice header and line-items with Optical Character Recognition
  • Early, automated validation of invoices against specific business rules
  • Automated routing of invoices for approvals and exception handling using SAP workflow
  • Detailed AP dashboard and analytics for insight into invoice status from initial capture through processing and posting

Dolphin incorporate industry best practices and the company’s specific business rules to enable the centralization and standardization of its accounts payable processes. With the solution in place, the company was able to move its shared service centers in-house. It was also able to adopt new business rules such as “intelligent routing and coding”, which increased efficiencies and lowered processing costs by ensuring key invoices were paid on time, available discounts were captured, and less time and effort was spent managing exceptions and vendor inquiries.

The solution was implemented in less than four months and has since been expanded to other divisions. Today, the company is processing more than 10,000 invoices per day, faster, and at
a lower cost per invoice. Key results include:

  • Millions in savings from faster invoice processing, captured discounts, and reduced late payment penalties
  • Improved accuracy with a >70% OCR recognition rate across all European languages.
  • Faster exception handling with invoice validation and vendor inquiries performed by in-house shared service centers in Europe and Mexico
  • Improved control and visibility with real-time invoice status tracking and improved reporting and analytics

The initiative received the company’s Chairman’s Award which is the highest company-wide recognition for an internal project.


Utility Provider Saves Half a Million Each Year with Accounts Payable Solution

A large regional electric and gas distribution utility with nearly 700,000 customers was going through an acquisition, reorganization and a bankruptcy in a little more than a year. The company  chose to use these changes as an opportunity to address the challenges around invoice processing.

The utility’s Accounts Payable (AP) department received and paid approximately 75,000 invoices, representing $850 million in annual payments annually. The company started by reorganizing  and centralizing the AP department. The reorganization allowed the company to reduce staff but it did not deliver any productivity improvements. Furthermore, the drastic changes at the company resulted in a significant disruption of AP processes. Invoices weren’t being approved on time. Duplicate payments were issued. Invoices were lost. And while productivity was down, overtime was up—AP staff was under pressure to reduce overtime and still get the job done. There were invoice control issues and SOX remediation became a stated priority.

Even after adding employees back, the invoice processing issues remained. The company attempted to upgrade their Enterprise Content Management (ECM) capabilities to include electronic approvals, but the process was too slow. Management needed a quicker fix.

The company decided to move to a centralized processing model that would increase productivity, lower costs, and allow the regulated provider to meet Sarbanes-Oxley (SOX) requirements for accounts payable documentation.

Dolphin recommended a number of improvements that would allow the company to take control of the Accounts Payable process. Dolphin Process Tracking System for Accounts Payable (PTS-AP), provided the company with a turnkey solution for managing documents and automating the AP process with our enhanced SAP workflow. Key capabilities of the solution include:

  • Invoice scanning and capture
  • SAP workflows to automate approvals and exception handling
  • Efficient document storage in the company’s existing FileNet repository
  • Robust reporting capabilities for real-time information on invoice status

With real-time invoice information, the company was able to resolve vendor inquiries in minutes rather than days. The company was able to control cash flow and make informed decisions about what invoices needed to be paid and by when.

The company has realized ongoing cost savings from the productivity and efficiency gains. The solution also ensures that the company is able to mitigate risk and comply with policies. The solution was implemented in four months, from initial project planning through go-live. To date, the results have been…

  • Reduced invoice process cycle time
  • Freed 6-8 employees in operating areas allowing them to be deployed to areas of greatest need within the accounting department
  • Decreased overtime 80%
  • Eliminated duplicate payments
  • Gained the ability to have real-time access to information to predict cash requirements
  • Met SOX and other compliance mandates
  • Improved vendor relations
  • Realized goal of annually saving half a million dollars in operating costs

Cobra Electronics Improves Time to Payment With Easy Access to Sales Orders

Cobra Electronics, a leading global designer and marketer of communication and navigation products, found that customer billing questions were impacting the company’s time to payment. Resolving billing questions often took multiple calls and the staff had to search for and assemble sales order related documents from many areas.  This problem was even greater when large customers had billing questions, as delayed payments on large orders significantly impacted the company’s cash flow.

At the time, the company would manually key in all order information, hand write the SAP document number on each order, the copy the order, file it and then send it to be scanned and indexed in SAP applications.

The company wanted to automate this process to reduce the manual, time consuming parts of the order entry process and reduce the time required to respond to billing questions. The goal was to be able to answer questions in a single call. To do this the company would need to be able to:

  • Search for and instantly access all sales order related documents – bills of lading, credit memos, sales orders – regardless of where they resided in SAP.
  • Access customer-related non-SAP documents that are covered under Sarbanes Oxley (SOX) policies.

The new solution would replace the existing, homegrown imaging system with a solution that would be capable of managing all customer order related documents and flexible enough to scale to meet the needs of other business process areas.

Dolphin implemented a solution that included Dolphin Process Tracking System for Accounts Receivable, Dolphin Document Navigator and Output and Dolphin Cloud Archive Service. The solution, would enable every sales representative (SR) to have a complete 360 degree view of all sales order related documents by enabling:

  • Intelligent scanning of sales orders
  • Linking of scanned images and bar codes to SAP transactions
  • Searching for customer-related documents across all of SAP
  • Ability to select and assemble all customer-related documents in a single PDF
  • Ability to print, fax or email selected documents

With this information close at hand, sales staff can easily engage customers in a real-time discussion and answer inquiries or resolve disputes on the spot.

The solution was implemented in 37 days using very few IT resources. Thus far the company has significantly improved time to payment. Other benefits include:

  • Reduced time to resolve customer billing inquiries from 3 days to minutes
  • Faster payment and reduced Days Sales Outstanding (DSO)
  • 50% reduction in time to resolve collection issues
  • Instant access to customer-related documents from SAP and non-SAP systems
  • Increased productivity
  • Improved customer satisfaction
  • Faster audit response time
  • Improved compliance with secure document retention

SAP Data and Document Archiving to Cloud

A global company in the food and beverage industry had an SAP data archiving strategy in place: Data was being archived to keep the production SAP database running at peak performance. They also archived financial documents that support transactions. But even compressed, archived data takes up storage space, and when the data volume leaps into terabytes, storage becomes expensive. To make matters worse, that cost was going into storage of data that regulations required them to retain, but was very rarely accessed—if at all. The company needed to do something about the rising time and cost of managing terabytes of archived SAP data and documents.

Dolphin recommended a tiered storage strategy for archived data. This strategy consisted of:

  • Nearline storage for data that could be archived but would be accessed more frequently;
  • Their current offline archive repository for data that would be accessed less frequently;
  • Cloud storage for volumes of documents and data that may never be accessed but needed to be kept to support their retention requirements.

The cloud storage tier lets you align the cost of storage with the value of the data. It frees you to invest in high-performance access for current, frequently used data, while shifting seldom used data and documents to a lower cost and practically infinitely elastic cloud storage service.

We added Dolphin’s Content Archive Service for Cloud (CAS-C) interface to allow the customer to send and retrieve data transparently to the cloud storage provider—in this case, AT&T Synaptic Storage as a Service. Dolphin’s service allows a direct connection from the SAP archiving layer to major public cloud providers such as AT&T, Amazon S3 and Google Cloud.

Now, the company has seamless access through the SAP application to data and documents, regardless of where the data is stored—online, nearline, offline or in the cloud. Thus far, the company is archiving about 4 TB of business-complete accounts payable documents and data using the CAS-S solution provided by Dolphin and AT&T Synaptic Storage as a Service.

Analysis shows that over five years—during which time the database will rise to about 6 TB—the new cloud-based archive strategy will save the customer about $750,000 and free their database and network for more current, mission-critical data.

IMS Health Streamlines Throughput and Trims Waste from AP

IMS Health, a leading provider of market research services for pharmaceutical and healthcare industries relies on robust processes and innovative technology to support its Healthcare Measurement, Consulting, and Analytics & Services business divisions. With an active acquisitions team, the company was growing quickly and sometimes struggled to merge disparate organizations and fractured processes. The company is continuously striving to deliver exceptional service as it tracks more than 80% of global pharmaceutical activity annually for the pharmaceutical and related industries.

The company, which runs SAP ERP, needed an Accounts Payable improvement solution that:

  • Supports the strategic imperative of exceptional customer service
  • Improves processing of time-sensitive invoices from the global supplier base.
  • Enables centralization/outsourcing of processing capable of handling the company’s many foreign language transactions
  • Automates the capture of invoice data with accuracy and reliability
  • Fits into the company’s new SAP Supplier Relationship Management (SRM) module

Optimizing the business process was critical to the success of the solution. The team chose to leverage Dolphin’s Process Tracking System for Accounts Payable and its capabilities including:

  • Intelligent document capture of digitized images
  • Data validation and line-item matching to enable hands-free posting of transactions
  • Intelligent workflows to route transactions for exception handling, coding and approvals based on the organization’s business rules
  • Real-time information on invoice status for improved transparency across the company’s shared service centers and the centralized corporate management team
  • Reporting and metrics, such as invoice cycle time, to identify areas for improvement across the business process

Language issues and remote processing concerns evaporated once Dolphin’s solution was implemented. With an invoice recognition rate of over 90%, the solution delivers significant auto-posting success rates that previously required manual touch points. The organization has experienced tangible cost savings and greater control over their cash flow as well as mitigating the risk inherent in the AP process.

Tim Hortons Improves Accounts Payable Processing to Support Growth and Change

Tim Hortons, a food and beverage company with iconic brand status in Canada wanted to streamline and automate the company’s Accounts Payable process. When the company was rolling out a new Procure-to-Pay process using SAP, the company took the opportunity to ‘optimize’ the AP function as well.

The solution needed to integrate seamlessly with the Procurement, Finance and Treasury processes and constituents, and address the following goals:

  • Control: with optimized business processes that are centralized and automated
  • Cycle Time and Efficiency: with more transactions processed correctly, the first time, in a timely manner
  • Visibility: with real-time invoice tracking and metrics to measure processing efficiency
  • Risk Mitigation: with standardized processes and greater control over all invoice types

The company implemented Dolphin’s Accounts Payable solution and has been running on it successfully for more than five years. The solution includes the following components:

  • Dolphin Process Tracking System for Accounts Payable (PTS-AP) with intelligence capture
  • Taulia Vendor Portal for Dynamic Discounting
  • e-Invoicing (Transcepta) for select group of vendors

The high-impact solution has positively supported the overall Procure-to-Pay implementation and was the runner-up in the Huntington Innovation Award from the Institute of Financial Operations in 2012. Key benefits include:

  • Improved invoice approval cycle time with web-based approvals
  • Increased invoice volume by more than 25% without adding additional headcount
  • Reduced time to resolve vendor queries from over 1 hour to minutes.
  • Increased electronic invoice capture to 40%, most of which post automatically without any manual effort.
  • Automated workflows that efficiently routes and tracks the invoice processing and exception handling
  • Instant tracking of invoice status and access to supporting documents

For more information watch the Tim Hortons Webcast.

Collier County Increases Visibility to Accounts Payable

Processing more than 7,000 invoices a month with a mostly manual system created a pressing need for Collier County, Florida, to turn to an automated system. Learn how Collier County Clerk of Courts integrated its SAP ERP with the Dolphin Process Tracking System for Accounts Payable to streamline invoice processing, gain visibility into overall AP processes, and reduce costs. Click here to read the full article published in insiderProfiles

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Amcor Rigid Plastics Manufactures a Winning Archiving Strategy

As the world’s largest packaging company, Amcor offers exclusive and innovative solutions that are at the forefront of the packaging industry. In the past decade, the division has gone through enormous change in terms of sales revenues, acquisitions, and technology advances. About six years after going live with SAP software in 2001 — and integrating a couple acquired business units — the ERP database was getting too big, and hosting costs were escalating, so the division began an archiving effort to address the challenge.

As Rob Bobba, Senior SAP Business Analyst said, “The SAP system is very critical to our production planning and sales and distribution, so it needs to be stable and available to the business 24/7.”


Dolphin implemented a data archiving solution that immediately reduced the size of the system and kept performance at acceptable levels.


  • Reduced system from 15TB to 4 TB – which exceeded both the performance target as well as the estimated projection for data storage cost reduction.
  • Significantly increased system response times
  • reduced total cost of ownership
  • Seamless access to archived data for reporting purposes
  • Able to expand into new territories