Her Majesty’s Prison Service selects Brainware to automate invoice processing

October 22, 2007, Ashburn, VA —Brainware, Inc. whose solutions automate high-volume document processing, data extraction, and enterprise search, announced today that Her Majesty’s Prison Service (HMPS) has selected Brainware’s Accounts Payable solution, A/P-distiller™, to automate HMPS invoice processing operations. The use of Brainware technology is part of HMPS’ efforts to reduce the costs of its accounts payable function and transform it from a cost center to a business-value generator. In doing so, HMPS is saving taxpayer funding that can be reallocated to further its mission: securely containing and promoting the rehabilitation of its prison population.

HMPS is the British executive agency tasked with managing most of the prisons in England and Wales. The HMPS Shared Service Centre in Newport, U.K. was created in 2005 to handle finance, HR, and procurement activities for the prison system. Shared Service managers will apply Brainware technology for OCR and extraction of line-item data from up to 3,000 invoices received daily from HMPS’ diverse supplier base.

To achieve maximum efficiency in its accounts payable processes, HMPS is coordinating its implementation of A/P-distiller with improvements in its overall invoice handling, removing procedural obstacles to invoice approval and payment. A/P-distiller will augment these improved processes through high-volume line-item extraction and verification, automating the matching of invoice data against purchase orders. Scheduled for production use by year’s end, the AP solution is expected to generate per-annum savings of approximately ₤250,000 [$500,000] by December 2008, and double that amount as the system is applied to other government departments.

“To automate invoice payments throughout the HMPS system, we needed a product with an OCR capability to handle huge variations in paper-based invoices, and which could accurately extract and export needed data into our Oracle ERP system,” says Steve Hodgson, HMPS Head of Shared Services. “After a stringent evaluation of several suppliers, and with the support of our IT partner, EDS, we chose Brainware. We found A/P-distiller to be significantly more effective at data and line-item extraction than any other vendor we evaluated.

“Our projected savings from A/P-distiller will generate a full return on our investment very quickly,” Hodgson adds. “Given that we’ll be extending our use of A/P-distiller through Shared Services we’ll be offering to other government departments, our ROI could easily double as we increase our processing volume.”

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