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Meeting NotesTasksTranscription
CONFIRMED: ASCEND DEMO FOR OCHSNER HEALTH

A
J
+25

Sep 5, 2024

7:31 PM – 9:05 PM

Mital Rawal


Demo
Meeting Notes



PRODUCT DEMO





📋 MEETING OVERVIEW

 * The meeting focused on a product demonstration of AP automation for Workday
   by the Ascend team to the Ochsner company, showcasing its capabilities in
   processing invoices, providing data metrics, reporting for AP specialists and
   managers, and emphasizing the solution's transparency and real-time
   performance reporting.
 * The demonstration included the email ingestion process, OCR recognition,
   touchless processing, the management of invoices within Ascend AP, processing
   PO and non-PO invoices, manual processing of a PO invoice, syncing the PO,
   matching the invoice to the PO, handling match exceptions, and submitting the
   invoice into workday.
 * The discussion also delved into the storage of invoice images, the ability to
   view invoice status, and the payment process within the AP automation
   solution.





⏭️ NEXT STEPS

 * Further discussions on how the Ascend AP solution can be integrated into the
   client's workflow and processes, including a walkthrough of the AP automation
   solution, a brief overview of the EDI demonstration, and addressing concerns
   related to invoice processing and approval within the client's current
   systems.
 * Schedule follow-up meetings to delve into specific workflows and explore the
   roadmap for statement reconciliation, AI-powered non-PO invoice processing,
   the Ascend virtual assistant, and other upcoming features.
 * Determine the client's evaluation process, whether it involves issuing an RFP
   or RFI, and plan for deeper discussions once the evaluation process is
   formalized.
 * Coordinate a meeting at the upcoming Workday Rising event for the client's
   team to have a live demo and further discussions with the AP automation
   solution team.





🧨 POTENTIAL OPPORTUNITIES OR CHALLENGES

 * Opportunities include engaging with Ochsner as a new client, leveraging
   Ascend's experience in healthcare and AP automation, integrating the Ascend
   AP solution into the client's workflow, offering a comprehensive AP
   automation solution tailored to their specific needs, and leveraging upcoming
   features to enhance AP processing efficiency and reduce costs.
 * Challenges may arise in addressing specific technical requirements or
   concerns related to integration with Ochsner's systems, ensuring accurate OCR
   recognition and touchless processing, particularly in cases where incorrect
   invoice details are not detected before approval and payment, ensuring
   seamless integration with workday, and effectively managing exceptions and
   errors in invoice processing within the Ascend platform.





📣 CLIENT`S REACTION

 * The client's initial reaction was positive, as they engaged in the meeting
   and asked questions to understand the capabilities and benefits of the AP
   automation solution, showing interest in the product by inquiring about the
   largest healthcare client using the solution.
 * The client showed interest and engagement throughout the demonstration,
   asking relevant questions and expressing curiosity about the solution's
   functionalities, including the email ingestion process, OCR recognition,
   handling of various document types, and the verification of key fields during
   the OCR process.





👀 CLIENT`S FEEDBACK

 * The client provided positive feedback on the availability of real-time data
   metrics and reporting, acknowledging the potential for collaborative
   improvement with suppliers based on the provided recognition rates and
   analytics.
 * Concerns were raised regarding the accuracy of OCR recognition and the
   potential impact of incorrect invoice details on the approval and payment
   process.
 * The client appreciated the detailed demonstration of the manual processing of
   PO invoices and non-PO invoices, including the handling of match exceptions
   and the submission process, and expressed satisfaction with the ability to
   store invoice images in both Ascend and Workday, highlighting the solution's
   comprehensive approach to invoice management.





🔎 QUESTIONS RAISED

 * The client raised questions about the pronunciation of "Ochsner", the
   handling of various document types, the verification of key fields during the
   OCR process, the intended touchless processing within the Ascend AP solution,
   workflow for identifying vendors not suitable for touchless processing,
   handling of invoices that do not meet the touchless processing criteria,
   specific reasons for invoices being stopped, and the availability of
   real-time alerts or notifications for invoice processing errors.





🧯 CONCERNS ADDRESSED

 * The team addressed concerns related to the verification of key fields during
   the OCR process, emphasizing collaboration with the client to improve
   recognition rates and work with suppliers to address root cause issues.
 * Discussions were held regarding the intended touchless processing within the
   Ascend AP solution, clarifying the process of invoices moving into the next
   business process in workday and the potential need for draft status based on
   client preferences.
 * Addressed the client's concerns regarding the handling of match exceptions,
   exceeding PO quantities, and closed POs within the AP automation solution,
   providing detailed explanations and potential solutions.
 * Clarified the process of storing invoice images, viewing invoice status, and
   managing payments within the solution, ensuring the client's understanding of
   the system's capabilities.



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