BUSINESS CASE - afsug. · PDF fileEmployee file management Vendor Invoice management Travel...
Transcript of BUSINESS CASE - afsug. · PDF fileEmployee file management Vendor Invoice management Travel...
BUSINESS CASEWhat’s in there for you
Company key figures
280 9803 670 +
550698740
47
Trains & Stations3 374 km3 002 km
314 km
NetworkOf linesPoweredHST lines
29 2986 941
89,2%
Traffic250 million
800 000 +
Travelers
60 millionFreight
20 76112 749
4 111710
EmployeesSNCB/NMBSInfrabelHoldingOther
FR
NLUK
BE DE
SeatsTrains a dayStations & stopsLocomotorSelf-propelledEurostar (HST)Thalys (HST)
Tons a year
AnnuallyDaily
Traveler trains a weekFreight trains a weekArrived on time or max5 min. delay
Corporate objectives
Past Present Future
Strategic Platform for changeand agile business processes
Legacy DBs, Custom Apps,File servers and Paper
Enriched Business Processes withcontent to enable Enterprise
Information Management
Cost optimisation
Enhanced Customer Services
Punctuality of rail services
Uncompromising safety
New generation of employees
European market demands
Strategic value
Progressive paper cost reduction strategyLower TCO for the content management solution, so a higher ROI
Faster handling of customer case files, faster information lookup
Speed up and avoid breaches in the supply chain by visualizingparts to order/produce
Accuracy of technical drawings and valid working procedures
Secure historical know-how and offer modern working tools
Comply with demands for traceability, conformity and safetycertificatesC
orpo
rate
Obj
ectiv
esSAP
Solutionsby
OpenText
RoadmapHR-LSO, HR-QLF,Enterprise Portal,HST Maintenance,Rolling StockMaintenance,CRM-LTO, CRM-CPM,CRM-CTR
Enterprise Info Mgmt
2009 2010 2011 2012
FI, CO, MM, WM,SD, LE, PS, PMfor 4 Central Workshops
2013
xECMStrategy
xECMVision& Plan
Rolling StockMaintenance,Intelligent DriverAssistant
QM Certificates, PSDocumentation + Solmanintegration, PS-RPM, HR-OM, HR-PA, HR-TIME,HR-REC, HR-TRAVEL,Employee File Mgmt,Information Lifecycle Mgmt
FI, CO, MM, WM,SD, LE, PS, PMfor all entities
HR, CO-PA, BIInvoice Mgmt
CRM ComplaintsHandling,Carve-out B-Cargo,Entity In Charge ofMaintenance
2014 2015
HST Maintenance,HR-LSO, HR-QLF,CRM-LTO, CRM-CPM,CRM-CTR , CRMComplaints Handling,Web Content Mgmt
CRM-MKT, HR-PA,HR-TIME, HR-REC,HR-TRAVELDistribution,Web Content Mgmt,SAP Data Archiving
IS-Real Estate,QM Certificates,PS-RPM, …
ERP
xECM
20.000 users
5.000 users
Enterprise Asset Mgmt
Return on investment & key figures
€30 milPer year from intranet portalnavigation
Expected Savings of
€1,5 mil& productivity gain insupply chain
Expected Savings of
efficiencyPer year from documenthandling
40%
20000Users
5000Train drivers
2500Train conductors
1 millionTechnical drawings producedby 340 engineers
7.5 million2.5 millionAfter five yearsDocuments in the first year
Growing toAdded
+ Receivingdocuments on amobile device
Accounts payable
Bridge the gap between business documents andbusiness process
Enterprise asset management
Real estate management
Employee file management
Vendor Invoice management
Travel receipt management
Intelligent driver assistant
FI/CO, PLM, SRM, EH&S, HR
FI/CO, PS, PM, MM, HR
HCM, Non-SAP
FI-AP, MM
HCM, FI/CO
HR, PM, Non-SAP
Example of solutions
Maintenance
Human resources
Facility management
Driver procedures
Past vendor invoice management
30% PO invoices
No action at the source
Lost invoices
Lost discounts
Late payments
Double payments
No accurate accruals
Difficult closings
No visibility into costs
No traceability
Local purchasing (300 users)Local accountancy (100 users)
Legacysystems
Vendor A
Vendor B
Vendor Z
Vendor C
Purchaser A/P Clerk
Central treasury
Other sites
Site A
Site B
Current vendor invoice management Central Procurement (100 users)Financial Shared Services (20 users)
Vendor A
Vendor B
Vendor Z
Vendor C
.
..
.
A/P Clerk
Warehouse
Other
PurchaserAccountant
Solving Issues
PostingPurchasing
Mail room
Scanning
Record management
Data control
Purchaser
Logistic control
Payment
95% PO invoices
Minimal backlog
On-time payments
70% faster process
Provisioning quality
Transparency into costs
Quality closings
Reporting
Task distribution
Traceability
Paper reduction
Accountant
Previous drawing management
Inconsistencies
Duplicates
Obsolescence
Inaccuracy
Qualitydatabase
Publicdatabase
Fileserver
FileserverFileserver
Fileserver
Fileserver
Fileserver
Quality
Purchasing Codification
Centralworkshop D
Centralworkshop C
Centralworkshop B
Centralworkshop A
PlanningFileserver
Company key figures
Fast
Up-to-date
Accurate
Integrated
Traceable
Auditable
Quality
Purchasing
Planning
Central workshop A
Central workshop B
Central workshop C
Central workshop D
Codification
Kiosk with materials catalogue and drawings
Fast
Up-to-date
Accurate
Integrated
To-the-point
Accessible
Previous driver regulations & manuals 12 KG backpack full of paper
Paper-based
Confusing
Duplicates
Inaccuracy
Time consuming
Train drivers
Training
Regulations
Brussels
Liege
Ghent
Planning
Region X
Current driver regulations & manuals
Lightweight
Compact
Fast
Up-to-date
To-the-point
Cost effective
2 KGmobile device
Train Drivers
Training
Regulations
Brussels
Liege
Ghent
Planning
Region X
Integrated customer billing and ticketing
Delivery confirmation
Convergent charging& billing
Marketing
Digital asset
Accurate
Consolidated
Automated
Flexible
Personalized
Comply with European legislation – prescriptionsThe “Entity In Charge of Maintenance” now complies with the following prescriptions
1
2
3
4
5
It manages the maintenance logbooks
It provides traceability of maintenance operations
It analyses the lessons learned
It informs the owner
It contracts a liability insurance
Current customer relations
Unmatched
Inaccuracy
Duplicates
Time consuming
Call center
PT NovaExcel
MIS
Account manager
Compensations10 Fines1 complaint
Counter
Internet promotion
Customer service
TravellerInvoice
VRF
Complaints Fines?
?
Current intranet portals
CW Mechelen - HR CW Cuesmes
Technics traction
Mobility train supervision
Technics material
Sharepoint Shared drives DatabasesFileservers Portals Paper
Holding HR
Inconsistencies
Duplicates
Aging
Inaccuracy
Definition
http://www.gartner.com/it-glossary/enterprise-information-management-eim/
Framework
Communication Channels
Information Architecture
Information QualityManagement
Reference & MasterData Management
Data Warehousing& BusinessIntelligence
Structured DataManagement
Unstructured DataManagement
InformationGovernance
Information Security
Portal Mobile Devices+ others
ERPCRM
+ Reporting
DocumentManagement
System
EIMServices
Dat
aSt
ewar
dshi
p
Process
Content
Model
Role
StructuredERP/CRM/Legacy
Semistructured
Web Content
UnstructuredDocuments
ReportsBusiness Intelligence
Others
Portal
Others
Kiosk
Input OutputProcess
MobileDevice
Dimensions (assessment)
Independence Collaboration
Culture
IndividualProjects
Informationstrategy
Maturity
Mystery Informationinventory
Data domains & process
IT, adhoc Business
Sponsoring
Inventory (assessment)Discipline Process
modelOrganisation Maturity Technology
Information Governance N/A
Information Architecture SAP Sybase PowerBuilderSAP Information Lifecycle ManagementSAP Netweaver Process IntegrationSAP Netweav. Process Orchestration
Information Quality Management SAP Master Data GovernanceSAP Data ServicesSAP Information StuardSAP BO
Reference & Master Data Management SAP Master Data Management
Data Warehousing & Business Intelligence SAP Business WaherouseSAP Business IntelligenceSAP Business Objects
Structured Data Management SAP Enterprise Resource PlanningSAP Customer Relationship ManagementLegacy Systems
Unstructured Data Management SAP Extended Enterprise Content Mgt. by OTSAP Document Presentment by OT
Metadata Management SAP Information StewardSAP Sybase PowerDesigner
Information Security AssignerSAP Identity Management
Communication Channels SAP PortalSAP GuiSAP Portal Site Management by OTSAP Afaria
Data Stewardship SAP Information Stuard
EIM Services SAP Data ServicesSAP HanaSAP Sybase IQ
Governance contextNMBS Business strategy, policies & rules, IT constraints & policies
EIM
Func
tiona
litie
s
Legal
Privacy
ISO certification
Process optimizationProject requirementsand/or
and/or
and/or
Intellectual propertyand/or
Drawing managementMaintenanceIDA (Intelligent Driver Assistance)HRCRM complaints handlingPurchasingCorporate communicationArchiving…
EIM Governance
Information architecture – aligned to the value chainC
ore
Proc
esse
sSu
ppor
tPr
oces
ses
Salesservicesand customermanagement
Salesservicesand customermanagementPlanning and execution freight transport
and related servicesPlanning and execution freight transportand related services
Planning and execution passengertransport and related servicesPlanning and execution passengertransport and related services
Designmaintenancerolling stock
Designmaintenancerolling stock
Forecastrollingstock
Forecastrollingstock
IT servicesIT services
Human ResourcesHuman Resources
Finance & ControllingFinance & Controlling
Bevoorrading & AankoopBevoorrading & Aankoop
Buildings and installationsBuildings and installations
Business Intelligence & Enterprise Information ManagementBusiness Intelligence & Enterprise Information Management
Sustainability & Governance, Risk & ComplianceSustainability & Governance, Risk & Compliance
IT servicesIT services
Human Capital ManagementHuman Capital Management
Finance & ControlFinance & Control
Supply and PurchasingSupply and Purchasing
Sustainability & Governance, Risk & ComplianceSustainability & Governance, Risk & Compliance
Salesservicesand customermanagementPlanning and execution freight transport
and related services
Planning and execution passengertransport and related services
Designmaintenancerolling stock
Forecastrollingstock
IT services
Human Resources
Finance & Controlling
Bevoorrading & Aankoop
Buildings and installations
Business Intelligence & Enterprise Information Management
Sustainability & Governance, Risk & Compliance
IT services
Human Capital Management
Finance & Control
Supply and Purchasing
Sustainability & Governance, Risk & Compliance
Information architecture – organisation vs value chain
Based on Organisation
12.264 foldersdistributed over 4 levels distributed over 3 levels
130 folders
Based on Value Chain
IntelligentDriverAssistant
Information architecture – practical useL-1
L-2.1 L-2.2
L-3.1
L-3.2
L-2.3Portal
Organization
PortalLocation
PortalRole
Other MediaFunction
Information ManagementValue Chain
ClassificationOrganizationLocationRoleDocument Type
Information architecture – benefits
Robust and flexible for organisational changes
Shallow and user-friendly structure
Relation between structure and homogeneous user groups
Homogeneous use of metadata and classification(s)
Inline structure Portal – SAP – xECM
Matched to performance (process / people / system)
Summary
• Reference library• Management processes• Information security
ONE global information reference model
Management model
Recognition
SAP integration
Trust & compliance
Standardisation
Collaboration
Communication• House style &
Branding• Identification
• Intern/Extern portals• Mobile devices
• Transparency• Traceability• One version of
the truth
• Management of data /documents
• Publication• Communication
• On master data• On business processes
• Data / Document(s) & -types• Identification & codification• Metadata model• Folder structure
• Distribution lists• Role assignment
Future information management
“Single Source of the Truth"
Accountant
IDA
Manager
Central workshop
Supplier
Train driver
Designers
Personal administration
Travellers
Call center
Purchaser
+ ONE PORTAL
Business solutions
SAP Extended Enterprise Content Mgt. by OpenText
SAP Vendor Invoice Mgt. by OpenText
SAP Document Presentment by OpenText
SAP Portal Site Mgt. by OpenText
SAP Portal Content Mgt. by OpenText
OpenText BPM Assure ITSM
OpenText Tempobox
OpenText AppWorks
OPE
NTE
XT
Key points to take home
If you plan to manage documents, think enterprise-wide,
think SAP xECM by OpenText
Set up an enterprise-wide governance model for your xECM platform
Manage your xECM projects roadmap based on processes with the highest
amount of users and documents
Make use of SAP xECM for non-SAP related documents
All processes require ACCESS to HIGH QUALITY DATA
Resource + Contact
Why SAP xECM by OpenTex
Infrastructure and Architecture
Architecture simplicity
Number of servers
Interoperability
Scalability
Support and Maintenance
Longterm ERP integration roadmap
Quality of support
Functionalities
Intelligent document recognition
Paper scan and electronic documentindexation
Full-text indexation with OCR
Automatic classification
Content and storage space management
Thesaurus management
Offline access to documents
Collaboration
Workflow
SAP ERP integration
Out-of-the-box integration
360° view on content linked to processes
Easy access to documents via businessworkspaces
Virtual folders based on SAP datastructures
SAP data and documents archiving
Autocad / Inventor
Interoperability an semantic level
User interface
Web wokspace
MS Windows Explorer
MS Outlook
SAP Enterprise Portal
SAP Gui
Why SAP xECM by OpenText
All processes require ACCESS to HIGH QUALITY DATAAll processes require ACCESS to HIGH QUALITY DATA
360° View360° View Process IntegrationProcess IntegrationRig
htTi
me
RightP
lace
Quick SearchQuick Search360° View Process IntegrationRig
htTi
me
RightP
lace
Quick Search
Central RepositoryCentral RepositoryStructured / Unstructured DataStructured / Unstructured DataStandardizationof procedures
Standardizationof procedures
GOVERNANCE of the information lifecycle TracabilityAuditabilty
Central RepositoryStructured / Unstructured DataStandardizationof procedures
GOVERNANCE of the information lifecycle TracabilityAuditabilty
Introduction to SAP xECM by OpenText
Automate filing and indexing
Define, control and accelerate decision processesEmpower teams with internal and external users to collaborate efficientlyEnable consistent document handling and Microsoft Office Integration
Provide secure native access to SAP and non-SAP users.Enable 360° view on documents.
Consolidate repositories and storage management
Control the content and reduce compliance costs
Introduction to SAP xECM by OpenText
-Scanning-Indexing-Forms Management-Intelligent Classification-Batch Processes-Imaging-Viewers-Shared Workspace-Barcode recognition-Capture of various inbound types(paper, fax, mail…)
-Eliminate paper and free up officespace-Reduce printing, copying and paperstorage costs-Ensure consistent and cost effectivefiling and audits-Eliminate manual entry errors-Decrease cost of filing content fromnon-SAP processes
Solution Enablers Value Drivers
Introduction to SAP xECM by OpenText
-Version Control-Check In/Out-Categorization-Audit Trail-User/Group Access-Content Type Agnostic-Comprehensive Search-Notifications-Ad hoc document workflow-Work item lists / Task Lists-Content associated to businessprocesses-Team and project rooms-Shared Workspace-SAP data access from collaborationspace-Forums / Discussions-News Channels-Polls
-Reduce time spent finding the “oneversion of the truth” document-Shrink file server and legacy documentmanagement application costs-Decrease printing and copying todesktops/file shares and betweenapplications-Reduce review and approval processcosts-Decrease time spent on document-intensive processes-Improve processes and compliance byusing electronic signatures-Boost productivity and acceleratebusiness decisions-Push business decisions to theappropriate individuals-Reduce risk by providing secureaccess
Solution Enablers Value Drivers
Introduction to SAP xECM by OpenText
-Role-based user interface-MS-Office, Web and SAP-Guiintegration-Comprehensive search-Content browsing and navigation-Virtual folders-Personalization-Permission and role management withuser access rights inherited from SAP
-Reduce search costs-Easily find content associated with SAPobjects-Increase content accessibility-Reduce deployment time-Eliminate need for end-user training
Solution Enablers Value Drivers
Introduction to SAP xECM by OpenText
-Data and Document Archiving-Agnostic storage management-Content Move between differentstorage devices-SAP ILM integration-Advanced Security-Single Instance Archiving
-Cut costs by consolidating-Archive platform-Decrease response times whenmanaging large volumes of data anddocuments-Reduce risk by protecting content withreplication and-Tamper-proof storage-Significantly improve contentaccessibility-Archived content available in SAP at alltimes-Can archive any SAP information(DMS docs, ILM exports, print lists,...)-Content automatically assignedretention rules (based on type, process,folder, user, role, …)
Solution Enablers Value Drivers
Introduction to SAP xECM by OpenText
-File Plan and Administration-Metadata Management-Retention Schedules and Legal Holds-Physical Records Management-Advanced Circulation-Automatic Classification-Disposition-Audit Trails
-Ensure holistic enterprise program-Provide defensible disposition of allcorporate content-Improve ability to mitigate risks-Diminish exposure to discovery costs-Reduce cost of storage throughproactive destruction-Facilitate easier decommission oflegacy content-Content automatically inherits retentionrules if present within designated SAPfolder structure-SAP data retention rules can beimported to manage data lifecycle
Solution Enablers Value Drivers
Access to unstructured content – Frontends
Generic Object Services (SAPGUI) Tab Integration (SAPGUI) DocuLink for SAP (SAPGUI)
MS Windows ExplorerMS Outlook
Extended ECM UI (Case)
Access to unstructured contentBusiness Workspace for Functional Location (Extended ECM UI)
Easy Access of Related Func.Locations and Equipment
Access to unstructured contentBusiness Workspace for Functional Location (SAPGUI – TA IL03)
SAP users can accessALL documents.
SAP users can add,reserve and editdocuments.
SAP users can createfolders.
SAP users can addFollow Ups
SAP users can see alldocument properties.
SAP users can …
Access to unstructured contentBusiness Workspace for Functional Location (SAPGUI – TA IL03)
Immediate Access toPhoto of RELATEDEquipment
Maintenance Work Order allows to access all documents of related functionallocations and equipment (better than inheritance)
Access to unstructured contentBusiness Workspace Hierarchy (SAPGUI and MS Windows Explorer)
The SAP structure of TechnicalObjects and their SAPdocuments are also available inMS Windows Explorer
Maintenance – Business Workspace for Project
Maintenance – Business Workspace for FunctionalLocation
Technical Documents of the functional location aremanaged in the xECM Business Workspace, whichbelongs to a SAP Functional Location
Non-SAP users can access SAP documents like drawings,manuals, etc. and they can add documents.
Non-SAP Users can access attributes of SAP TechnicalObjects and Process Information.
DMS Features to complement SAP PM processes:Versioning, reservation, revision workflow, red lining, physical documents rendition, audit tracking,authorizations, etc.
Maintenance – 360° Full Text Search for SAPand Non-SAP Info
SAP equipment attributesSAP equipment attributes
SAP information on failure notificationSAP information on failure notification
SAP PM order printlistSAP PM order printlist
ECM user can full text search in meta data,notifications, orders and documents of SAPTechnical Objects
Maintenance – Search for Functional Location(Extended ECM UI)
Search for Functional Location byFull Text and Attributes