Print Solutions Magazine, March 2005 -- Cover Story: Tehcnology At Work, Case Study 2

case study 2

BY ANDREW BROWN
More by this author

Software Streamlines Archiving, Timekeeping for School

A.E. Boyce’s software division allows Clark-Pleasant Community School Corporation to process and store electronic documents automatically.

The Provider

Name: A.E. Boyce Company Inc.

Location: Muncie, Ind.

Founded: 1899

Principal: Mike Galliher, president

Employees: 70

Business in Brief: Distributorship A.E. Boyce Company Inc. supplies business forms and related products primarily to small- and medium-sized government entities in Indiana, including schools, city governments and utility companies under the name Boyce Forms/Systems. The company also offers document management software solutions through its Komputrol and Keystone Consulting Services divisions.

Web Sites: www.boyceforms.com, www.komputrol.com

The End User

Name: Clark-Pleasant Community School Corporation

Location: Whiteland, Ind.

Founded: 1965

Principals: Dr. J.T. Coopman, superintendent; Karen Canary, treasurer

Employees: 240-plus

Business in Brief: Clark-Pleasant Community School Corporation consists of seven public schools in Johnson County, Ind. It has more than 4,000 students in grades K-12 and is among the top 10 fastest-growing school districts in the state.

Web Site: www.cpsc.k12.in.us

Clark-Pleasant Community School Corporation, Whiteland, Ind., ranks among the top 10 fastest-growing school systems in the state. Last year, it added 240 children to grades K-12, pushing the total student body to more than 4,000. Additional students meant hiring additional teachers and administrative staff, which meant additional record-keeping. For instance, the financial department processes 600 to 700 paychecks every two weeks. Staff manually copied key documents such as payroll records and year-end reports, and stored them in boxes in Clark-Pleasant’s basement.

Karen Canary, treasurer at Clark-Pleasant Community School, serves on an advisory board for software-solutions provider Komputrol Inc., Cicero, Ind., a division of distributorship A.E. Boyce Company Inc., Muncie, Ind. Komputrol supplies the school with financial accounting software. Through its advisory board, the company gathers feedback from clients about current and upcoming software development projects. Canary learned that Komputrol was developing software that matched her department’s need for streamlined document archiving and retrieval.

Eliminating Manual Work

In partnership with AIG Technologies Inc., Columbia, S.C., Komputrol developed Doc e Scan software that automatically scans and records documents electronically. “The intent of the product is to eliminate the large amount of paperwork that schools now have,” says Todd Huston, director of business operations at Komputrol. Most archival solutions require users to manually scan documents, and that’s where the system breaks down, Huston says. Record-keeping remains a laborious process. “We wanted to find a solution where literally all [the archiving] is done through the printing process,” he says. “We’ve been able to incorporate it so they don’t even have to scan the documents.”

Doc e Scan removes the manual component so documents are scanned and saved when users print the pages. The scanned images are stored in electronic folders that can be organized in electronic “file cabinets.” An optional feature allows users to index each word in the document. When retrieving documents, users simply search by keyword, file or document name, or they can open folders and view thumbnail versions of the documents inside. The software itself is integrated into a client’s current operating system, preventing the need for costly upgrades.

The technology is new for Komputrol, and Clark-Pleasant will be only the second client to implement the software. Canary cites the potential to reduce waste as part of its appeal. With their current system, “We end up with piles of paper,” she says. “[Doc e Scan] seemed to be a way we could cut down on some of that.” The software also will improve Clark-Pleasant’s efficiency and result in cost savings. Specifically, Canary says, the system will allow the staff to manage more documents without hiring an additional employee. Because the software is tied into Clark-Pleasant’s existing system, it should also be easy for staff to master. “They won’t have to learn something complex,” Huston says. “The learning curve for this product isn’t as heavy as it is for other products that we offer.”

Adding Efficiency, Technology

Komputrol also plans to implement Employee Monitoring, Management and Attendance (EMMA) software for Clark-Pleasant. EMMA is a timekeeping system that enables employers to collect employees’ attendance, work schedules, overtime and more. A biometric hardware device recognizes each employee’s fingerprint and records the information. “It takes a reading of points on your finger and creates a pass code,” says Mike Galliher, president of A.E. Boyce Inc. “Some timekeeping solutions rely on a card that has to be swiped. It means other employees can cheat for you, or you can leave the card at home by accident.”

Data collected by EMMA is automatically fed into Clark-Pleasant’s payroll software system, eliminating manual entry from timecards or timesheets. “[EMMA] was really designed for the school market,” Galliher says. “It’s designed to handle the staff who aren’t teachers—from the cafeteria to the janitorial to bus drivers.” Providing document management solutions to the education and government markets is A.E. Boyce Company’s specialty. End users drive the development of products like Doc e Scan and EMMA, Galliher says. “We have over 200 school corporation customers, so the need is something we knew was out there.”

A.E. Boyce Company didn’t start by selling software. The distributorship supplied printed products, including pressure-seal checks, to clients before buying Komputrol in 1997. At that time, the two companies worked together, but “they could make a change in the way a form was processed and say, ‘Oh, we need you to do this now,’” Galliher says. “That made it hard for us sometimes to keep track of what the customer was really looking for.”

After purchasing Komputrol, Galliher saw the opportunity to sell software as a natural extension to A.E. Boyce Company’s forms business, but getting his sales force comfortable with the products took time. “The sales staff were trying to sell the products but didn’t have a good understanding of them, so they didn’t know the questions to ask or what to look for. We had a fair amount of wasted energy going into some sales…or lack of sales,” Galliher says. “It took at least two years to get to a pretty good comfort level.”

Andrew Brown is assistant editor of Print Solutions. Email him your comments at abrown@PSDA.org.

Great Strategy: Add-on Philosophy

To keep A.E. Boyce Company Inc. growing, President Mike Galliher adheres to an add-on philosophy. The Muncie, Ind.-based distributorship found a niche supplying business forms to schools and local governments throughout the state. Galliher found himself working regularly with software companies that supplied his customers with document management programs. In 1997, A.E. Boyce Company purchased one of these companies—Komputrol Inc.—and incorporated it as a separate division. Five years later, A.E. Boyce added Keystone Consulting Services, another software company, to its portfolio. “Keystone was a major competitor to Komputrol and had a strong niche in another market that Boyce is strong in,” Galliher says. “The opportunity came to purchase them and penetrate our market.”

Galliher’s decision to stick with a niche market and continue increasing his company’s presence extends beyond acquisitions. The software companies focus on developing options and value for end users. Instead of developing new systems that require expensive upgrades, they write programs that complement customers’ existing systems. The formula has been a success. “We develop software applications, budgetary accounting, payroll, personnel management, inventory and asset management, utility billing and many other modules, along with a disaster recovery services. We also, through a third party, supply a print-to-mail solution, scanning and archiving, electronic forms and timekeeping solution,” says Galliher. “All the products communicate with our software.”

Resources

Doc e Scan, Doc e Serve and Doc e Fill are part of Doc e Suite, a collection of workflow management software from AIG Technology, Columbia, S.C., that allows end users to print, image and scan documents. The software company also has developed Employee Monitoring, Management and Attendance (EMMA), a timekeeping system that collects employee work data and feeds it automatically into end users’ payroll systems. For more information on Doc e Suite and EMMA, visit www.aigtechnology.com/software.


	Go to next page Table of Contents Technolgy at Work, continued. case study 2 BY ANDREW BROWN More by this author Software Streamlines Archiving, Timekeeping for School A.E. Boyce’s software division allows Clark-Pleasant Community School Corporation to process and store electronic documents automatically. The Provider Name: A.E. Boyce Company Inc. Location: Muncie, Ind. Founded: 1899 Principal: Mike Galliher, president Employees: 70 Business in Brief: Distributorship A.E. Boyce Company Inc. supplies business forms and related products primarily to small- and medium-sized government entities in Indiana, including schools, city governments and utility companies under the name Boyce Forms/Systems. The company also offers document management software solutions through its Komputrol and Keystone Consulting Services divisions. Web Sites: www.boyceforms.com, www.komputrol.com The End User Name: Clark-Pleasant Community School Corporation Location: Whiteland, Ind. Founded: 1965 Principals: Dr. J.T. Coopman, superintendent; Karen Canary, treasurer Employees: 240-plus Business in Brief: Clark-Pleasant Community School Corporation consists of seven public schools in Johnson County, Ind. It has more than 4,000 students in grades K-12 and is among the top 10 fastest-growing school districts in the state. Web Site: www.cpsc.k12.in.us Clark-Pleasant Community School Corporation, Whiteland, Ind., ranks among the top 10 fastest-growing school systems in the state. Last year, it added 240 children to grades K-12, pushing the total student body to more than 4,000. Additional students meant hiring additional teachers and administrative staff, which meant additional record-keeping. For instance, the financial department processes 600 to 700 paychecks every two weeks. Staff manually copied key documents such as payroll records and year-end reports, and stored them in boxes in Clark-Pleasant’s basement. Karen Canary, treasurer at Clark-Pleasant Community School, serves on an advisory board for software-solutions provider Komputrol Inc., Cicero, Ind., a division of distributorship A.E. Boyce Company Inc., Muncie, Ind. Komputrol supplies the school with financial accounting software. Through its advisory board, the company gathers feedback from clients about current and upcoming software development projects. Canary learned that Komputrol was developing software that matched her department’s need for streamlined document archiving and retrieval. Eliminating Manual Work In partnership with AIG Technologies Inc., Columbia, S.C., Komputrol developed Doc e Scan software that automatically scans and records documents electronically. “The intent of the product is to eliminate the large amount of paperwork that schools now have,” says Todd Huston, director of business operations at Komputrol. Most archival solutions require users to manually scan documents, and that’s where the system breaks down, Huston says. Record-keeping remains a laborious process. “We wanted to find a solution where literally all [the archiving] is done through the printing process,” he says. “We’ve been able to incorporate it so they don’t even have to scan the documents.” Doc e Scan removes the manual component so documents are scanned and saved when users print the pages. The scanned images are stored in electronic folders that can be organized in electronic “file cabinets.” An optional feature allows users to index each word in the document. When retrieving documents, users simply search by keyword, file or document name, or they can open folders and view thumbnail versions of the documents inside. The software itself is integrated into a client’s current operating system, preventing the need for costly upgrades. The technology is new for Komputrol, and Clark-Pleasant will be only the second client to implement the software. Canary cites the potential to reduce waste as part of its appeal. With their current system, “We end up with piles of paper,” she says. “[Doc e Scan] seemed to be a way we could cut down on some of that.” The software also will improve Clark-Pleasant’s efficiency and result in cost savings. Specifically, Canary says, the system will allow the staff to manage more documents without hiring an additional employee. Because the software is tied into Clark-Pleasant’s existing system, it should also be easy for staff to master. “They won’t have to learn something complex,” Huston says. “The learning curve for this product isn’t as heavy as it is for other products that we offer.” Adding Efficiency, Technology Komputrol also plans to implement Employee Monitoring, Management and Attendance (EMMA) software for Clark-Pleasant. EMMA is a timekeeping system that enables employers to collect employees’ attendance, work schedules, overtime and more. A biometric hardware device recognizes each employee’s fingerprint and records the information. “It takes a reading of points on your finger and creates a pass code,” says Mike Galliher, president of A.E. Boyce Inc. “Some timekeeping solutions rely on a card that has to be swiped. It means other employees can cheat for you, or you can leave the card at home by accident.” Data collected by EMMA is automatically fed into Clark-Pleasant’s payroll software system, eliminating manual entry from timecards or timesheets. “[EMMA] was really designed for the school market,” Galliher says. “It’s designed to handle the staff who aren’t teachers—from the cafeteria to the janitorial to bus drivers.” Providing document management solutions to the education and government markets is A.E. Boyce Company’s specialty. End users drive the development of products like Doc e Scan and EMMA, Galliher says. “We have over 200 school corporation customers, so the need is something we knew was out there.” A.E. Boyce Company didn’t start by selling software. The distributorship supplied printed products, including pressure-seal checks, to clients before buying Komputrol in 1997. At that time, the two companies worked together, but “they could make a change in the way a form was processed and say, ‘Oh, we need you to do this now,’” Galliher says. “That made it hard for us sometimes to keep track of what the customer was really looking for.” After purchasing Komputrol, Galliher saw the opportunity to sell software as a natural extension to A.E. Boyce Company’s forms business, but getting his sales force comfortable with the products took time. “The sales staff were trying to sell the products but didn’t have a good understanding of them, so they didn’t know the questions to ask or what to look for. We had a fair amount of wasted energy going into some sales…or lack of sales,” Galliher says. “It took at least two years to get to a pretty good comfort level.” Andrew Brown is assistant editor of Print Solutions. Email him your comments at abrown@PSDA.org. Great Strategy: Add-on Philosophy To keep A.E. Boyce Company Inc. growing, President Mike Galliher adheres to an add-on philosophy. The Muncie, Ind.-based distributorship found a niche supplying business forms to schools and local governments throughout the state. Galliher found himself working regularly with software companies that supplied his customers with document management programs. In 1997, A.E. Boyce Company purchased one of these companies—Komputrol Inc.—and incorporated it as a separate division. Five years later, A.E. Boyce added Keystone Consulting Services, another software company, to its portfolio. “Keystone was a major competitor to Komputrol and had a strong niche in another market that Boyce is strong in,” Galliher says. “The opportunity came to purchase them and penetrate our market.” Galliher’s decision to stick with a niche market and continue increasing his company’s presence extends beyond acquisitions. The software companies focus on developing options and value for end users. Instead of developing new systems that require expensive upgrades, they write programs that complement customers’ existing systems. The formula has been a success. “We develop software applications, budgetary accounting, payroll, personnel management, inventory and asset management, utility billing and many other modules, along with a disaster recovery services. We also, through a third party, supply a print-to-mail solution, scanning and archiving, electronic forms and timekeeping solution,” says Galliher. “All the products communicate with our software.” Resources Doc e Scan, Doc e Serve and Doc e Fill are part of Doc e Suite, a collection of workflow management software from AIG Technology, Columbia, S.C., that allows end users to print, image and scan documents. The software company also has developed Employee Monitoring, Management and Attendance (EMMA), a timekeeping system that collects employee work data and feeds it automatically into end users’ payroll systems. For more information on Doc e Suite and EMMA, visit www.aigtechnology.com/software.