Defense, Manufacturing and Logistics

Following the lead of Textron Systems’ Information Systems Group, which manages enterprise IT for parent company Textron Inc., TMLS is using a progressive combination of technologies: cloud-based ECM, together with distributed, web-based capture for processing its accounts payable, expense reporting, journal vouchers and certain HR records.

OnBase Cloud ECM was selected by Textron Systems to replace the company’s prior Oracle software, which was no longer supported. The prior data capture system, Tungsten Automation Capture, formerly Kofax Capture, was replaced by CAPSYS® CAPTURE Online,™ a full-featured, browser-based document and data capture solution.

The move, according to Sean Hansen, Director, Financial Planning & Analysis, has been an across the board win.

“We’re now ahead of where we need to be — not just current, but ready for the future,” he says.

Reduced Storage, Hardware Costs

Better Access for Future Growth

The convenience of maintaining documents in the Cloud is another important benefit for TMLS.

“We now have greater access to information throughout the organization,” explains Hansen. TMLS is growing and already has multiple locations in Louisiana, as well as offices in Washington D.C., South Carolina and Michigan, and marketing offices internationally. “As we grow, this Cloud system means we can support more people working remotely, so it sets us up to expand easily.”

Beyond accessibility, Hansen says, the new, combined Cloud ECM and web-based capture software also serves as a quality control check. For example, staff can now more easily identify duplicates in files and in workflow processes. “When you can see spikes or anomalies, it helps you analyze and improve the business.”

Replacing its prior Tungsten Automation Capture, formerly Kofax Capture, Software with the online software from CAPSYS Technologies was also a matter of both price, and user conveniences.

“The CAPSYS system is definitely more cost effective for us, since we really had more capture capabilities than we needed — and we were paying for it,” notes Hansen.

Other benefits of the web-based capture system include:

» Easier administration. No programming or scripting is required to create flexible data and document capture processes, making CAPSYS CAPTURE unique compared with other capture software systems

» The ability to scan and capture documents from any location (distributed capture) via a Web browser, versus a centralized capture system

» Elimination of user and volume-based fees

» No software installation needed per workstation, in turn, reducing security concerns with individual users

In addition, the move to the new online capture software enables more efficient auditing.

“With our previous system, auditing was a manual process. After documents were scanned in batches, we could extract only 100 at a time, and were limited to 1,000 per day, per user,” says Hansen.

Now, audits are much easier and faster. What used to take an hour per week now takes 15 minutes, he notes. “This new software is more automated — and therefore more accurate — and more reliable. It gives us more opportunities to reconcile since it provides more data.”

This aspect of the imaging system was important for TMLS to eventually obtain certification from the Defense Contract Audit Agency (DCAA). “When DCAA saw our process, they understood that we are validating as we go along, which reduces risk,” he says. “This kind of accuracy and consistency in our processes is valuable to our customers.

Overall, Hansen says the new ECM and capture systems are performing quite well.

“Our uptime is solid; everything is working reliably, and, we’re able to work more efficiently. We’re keeping up with the daily document load, instead of having a backlog.”

The success of this latest system solidifies the value of having an expert consultant like IDT involved. In addition to a long-standing relationship with TMLS, IDT has also designed systems for Textron’s Financial Shared Services Center, Kautex, Greenlee, Bell Helicopter and more.

“We look at IDT as our partner,” says Hansen. “We lean on their subject matter expertise, which allows us to deploy forward-thinking technologies.”

About TMLS 

Textron Marine & Land Systems is a world leader in the design, production and support of advanced marine craft, light armored combat vehicles, turrets and related subsystems. Its land products include the trusted COMMANDO™ family of four-wheeled armored vehicles for the United States and international militaries, Cadillac Gage turret systems, and advanced marine craft ranging from the Landing Craft, Air Cushion (LCAC) and its successor — the Ship-to-Shore Connector (SSC) — for the U.S. Navy, to the Motor Lifeboat (MLB) counted on by U.S. Coast Guard and other international customers. TMLS serves both military and commercial interests, domestically and internationally, with products operating in more than 35 countries.

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