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Knowledge Management Questar Callon St. Mary Land Energy Company Evarts- Tremaine- Flicker Fidelity Exploration All Studies |
Case StudyFidelity Exploration and Production CompanyFidelity Exploration and Production Company uses DocVue.AP to automate the Accounts PayabIe process with its remote operations.Business Challenge: Manage the high volume of documents generated by a fast growing, distributed Oil and Gas Exploration Company. Initial implementation was to automate the Accounts Payable process to reduce the approval time, shipping costs and time and to eliminate lost and misplaced invoices. Solution: Software - DocVue.AP (DocVue Document Manager, DocVue Imaging and DocVue Bridge) Hardware - Fujitsu 4097D Flatbed scanners, Dell server and scan station, Microsoft Windows 2000 network Background Fidelity Exploration & Production Company is a subsidiary of MDU Resources Group headquartered in Denver, Colorado, engaged in natural gas and oil acquisition, exploration and production activities primarily in the Rocky Mountain region of the United States and in the Gulf of Mexico. Specializing in the extraction of gas and oil from unconventional fields, such as natural gas from coal seams, tight sands formations and chalk reservoirs, Fidelity has grown rapidly in the last few years to be one of the largest independent oil companies in the United States. In 2001 alone, Fidelity drilled over 600 wells and contributed over 40% of MDU Resources Group's total earnings. Given the competitive oil & gas industry and their high rate of growth, Fidelity needed to manage the large and growing number of documents that were being generated by the business and the business processes tied to those documents. With 2,500 invoices being generated from the Sheridan, Wyoming location alone, Fidelity needed a more efficient business process than manually routing the invoices and sending them to the Accounting Group at Headquarters. "We were experiencing the same issues with managing documents as most exploration companies," said Mark Klein, IT Manager at Fidelity. "We are a document-driven company with large volumes of contracts, leases, well files, invoices and more that are processed and stored everyday. We have high storage costs combined with the manual costs involved with lost and misplaced documents. When a vendor called to ask where their invoice was in the process, it took a lot of phone calls and searching to find out." Fidelity recognized that it needed a flexible document management, imaging and workflow system to automate some of its manual processes and manage the rest of its business documents. Solution Fidelity chose the DocVue suite of products and the DocVue.AP solution for Accounts Payable process automation to address their Electronic Document Management needs. "We selected Full Circle Systems and the DocVue.AP solution because of their success in implementing the solution in companies similar to Fidelity," said Klein. "Based on DocVue's application integration capabilities, we felt that it would easy to integrate DocVue with PAS, our petroleum accounting system. We also thought that it would be easy to extend the use of DocVue for managing our Land and Well Files." Full Circle Systems designed and implemented a system for that included Fujitsu scanners to be located in Denver and Sheridan, a Dell server and scan station and the DocVue.AP solution that included DocVue Imaging module for scanning and automated indexing documents, DocVue Document Manager for storing scanned images and electronic documents and the DocVue Bridge for synchronizing DocVue with the PAS accounting system. Invoices for Fidelity's are operated properties are received in Sheridan field office. They are approved and then scanned and indexed using the Docvue Imaging module. Using the DocVue Workflow module, invoices were routed for coding into the PAS accounting system and then on for approval and payment. The Workflow module tracks where every document is in the process and provides a complete audit trail. When a vendor inquires about an invoice, Fidelity can let them know exactly where it is while they are on the phone. The DocVue Bridge populate the DocVue repository with detailed invoice and payment information so that users could search on 20 different index fields to locate the appropriate invoice. "Integration between PAS and DocVue using the Bridge was critical to making the business process work," said Klein. "The scan operator does not have to manually enter any index information and we are still able to retrieve documents by property, AFE, account number, check number and many other index fields. If we had to enter this information by hand, the process wouldn't be efficient." Results Fidelity has achieved the goals they had for DocVue. "We now know where everything is in the invoice payment process. We don't lose or misplace invoices any more and they are easy to retrieve wherever and whenever they are needed," said Klein. "Once the invoice process was automated, we have started scanning our AP checks. We plan to expand the use of DocVue this year to include Land files, Well Files and journal entries. Once you get used to immediate access to documents from your desktop, you never want to go back to searching through file cabinets." Back To Case Studies |
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