d.velop AG Presentation kiib Project Mail Classification

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1 d.velop AG Presentation kiib Project Mail Classification

2 Key Figures Provider of integral solutions for digital, revision-proof archiving administration of electronic documents workflow Founded in 1992 by Thilo Gukelberger and Christoph Pliete In 2000, firm changed legal status to Corporation (AG) (not quoted on SE) Managing board: Christoph Pliete 115 employees (beginning of 2007) 250 experts in the d.velop competence network More than 40 operating partners worldwide Growth out of own power the new building (left side) was constructed in v1.0 d.velop AG, März 07 Folie 2

3 Responsible Growth Out of Own Power d.velop AG Apprentices Sales Volume Permanent Employees d.velop GmbH i.p.g. GbR i.p.g. GmbH v1.0 d.velop AG, März 07 Folie 3

4 Achievements More than 1100 servers worldwide Installations for 5 to concurrent users Various integrations into technical and managerial applications v1.0 d.velop AG, März 07 Folie 4

5 we d.velop your digital business Revision-proof digital business processes on the basis of the integral d.3 system and the competence of d.velop s employees and partners. v1.0 d.velop AG, März 07 Folie 5

6 time is a charm. The three foundation pillars digital archiving document management workflow management were the basis of product planning already in 1992 and have been until today. v1.0 d.velop AG, März 07 Folie 6

7 Business Areas Industry/ trade/ logistics Banks/ insurances/ public sector Health care sector KV Südbaden v1.0 d.velop AG, März 07 Folie 7

8 The Paper-Based Archive Circulations not centrally comprehensible Controlling hardly possible Distribution via copies Redundant data storage Delayed general information availability Poor capability to provide information Time-consuming access to stored records Long reaction time No parallel data access possible Inflexible working Project/customer information at different places High enquiry efforts Compulsory period of record-keeping and high volume High storage costs Data security Backup virtually impossible Accessing a paper-based archive is annoying v1.0 d.velop AG, März 07 Folie 8

9 What, in fact, does DMS? Structured filing of all documents Conversion into established, long-term stable format (TIFF, PDF) Administration of versions Access protection Structured search through attributes and full-text retrieval Long-term, revision-proof archiving Saving of documents on hard drives, DVDs, WORMS,... Selecting of the respectively least expensive storage medium Deleting of documents after expiration of compulsory period of record-keeping Digital circulation and reminder Spontaneous forwarding to other users Circulation of a document according to a predefined route Automatic reminder v1.0 d.velop AG, März 07 Folie 9

10 Benefits of DMS Easy access to all information Long-term readability of the information (PDF/TIFF) Securing of the legal archiving obligations (up to 30 years) Administration of processing state (versioning) Support of document generation (template administration) Automation of business processes (workflow) Securing of a concept for access authorization Recording of all manipulations concerning documents and forwarding instructions Reduction of avoidable costs for storage space (redundancies) Preventing of conflicts in case of parallel changes in documents and ambiguities about state of versions Preventing of double-work and double-filing Source: Wikipedia v1.0 d.velop AG, März 07 Folie 10

11 Success Criteria of a DMS System Integrated ad-hoc workflow Central repository for archives, DMS and workflow Integration into managerial and technical applications Connection of in-box and Rapid, central access to all information regarding customers, business transactions, products and projects through a central repository v1.0 d.velop AG, März 07 Folie 11

12 Homogeneous Access to all Information with d.3 Recording of digital technical and managerial as well as paper-based information Normalizing into generally and long-term available formats (e.g. TIFF) Maintaining of all information in central repository Integrating into strategic technical and managerial corporate applications Providing of information across departments via intranet and web Inquiring through familiar folder structures and even through complex semantic approaches v1.0 d.velop AG, März 07 Folie 12

13 Everything From One Supplier Collaboration document-based project work/team work Engineering Data Management administration of technical documents Web Content Management administration of content for intranet and web site Document Management administration of living documents Workflow automation of document-based processes Records Management archiving of managerial data sets Archiving incoming documents, outgoing documents, , etc. COLD archiving of lists & reports Knowledge Management support regarding a topicbased search vgl. Zöller v1.0 d.velop AG, März 07 Folie 13

14 d.3 Document Warehouse Enterprise Content Management Independent of application Neutral und normalized as well as Incoming and Outgoing Mail Incoming and Outgoing Facsimiles structured information Groupware and Supply Chain Management CRM Applications Electronic Market Places Technical Office Applications ERP Applications v1.0 d.velop AG, März 07 Folie 14

15 Document Management with d.3 technical documents managerial documents format normalization other incoming mail validation processing search team work attribution remarks highlighting automatic assignment to records customer A product record project record customer record v1.0 d.velop AG, März 07 Folie 15

16 Document Lifecycle Management generating/ processing verifying releasing archiving v1.0 d.velop AG, März 07 Folie 16

17 d.3 the Scalable Solution think big start small degree of integration digital archiving d.3 deployment scenarios document management WWI - worldwide information management v1.0 d.velop AG, März 07 Folie 17

18 Large Quantity of Documents migration of CE archive 16 m. documents daily about 5, users 10 m. documents Bocholt ICM 1,200 users 20 m. documents daily about 15,000-20,000 Munich ICN 10,000 users 50 m. documents 400 users 15 m. documents daily about 10,000 1,800 users 70 m. documents daily 1,500 through incoming mail, 50,000 AFP output, 20,000 from process automation v1.0 d.velop AG, März 07 Folie 18

19 d.3 Integrations ERP Office / Groupware Health Care IS-H IS-H*MED Financial Technical v1.0 d.velop AG, März 07 Folie 19

20 d.3 Low Total Cost of Ownership Few administrative efforts: self-installing clients Up to 30-40% Cost Saving Application Customization self-updating clients comfortable, central administration tool simple applying and handling high reliability and availability easy, flexible customizing high scalability TCO of d.3 System Application Customization Software Infrastructure TCO of Comparable Software Infrastructure Source: own studies v1.0 d.velop AG, März 07 Folie 20

21 Above-Average Functionality and Performance The study was based on d.3 version 5.4 Source: Barc-Studie 2005 v1.0 d.velop AG, März 07 Folie 21

22 A Flexible Architecture is the Basis for Successful Projects The study was based on d.3 version 5.4 Source: Barc-Studie 2005 v1.0 d.velop AG, März 07 Folie 22

23 d.velop competence network Active Network of 160 Experts for Digital Business Process Optimization 1 2 d.velop competence center d.velop solution partner v1.0 d.velop AG, März 07 Folie 23

24 Strategic d.velop Business v1.0 d.velop AG, März 07 Folie 24

25 d.velop competence network 10 d.velop competence center d.velop competence center North: isn GmbH d.velop competence center NorthEast: ares-projekt GmbH d.velop competence center East: Portal Systems Consulting GmbH d.velop competence center South: ds digital solutions gmbh d.velop competence center SouthWest: edoc solutions AG d.velop competence center Netherlands: Docdynamic B.V. d.velop competence center France: d.velop France s.a.r.l. d.velop competence center Health Care: d.velop consulting & solutions GmbH d.velop competence center Financial Institutions: Tectura digital business GmbH d.velop competence center Information Detection: Classcon Consulting GmbH 30 active d.velop solution partners and d.velop sales partners v1.0 d.velop AG, März 07 Folie 25

26 displaying importing connecting processing

27 System Architecture d.classify Presentation d.3 explorer d.3 web d.3 directory service d.3 local engine d.link for SAP R/3 d.cold d.capture importing Application d.3 server d.3 proxy d.3 flow d.3 cluster exchanging d.link for lotus notes d.link for baan d.link for autocad ascent capture Data Pool databases fileserver storage system d.link for ms outlook v1.0 d.velop AG, März 07 Folie 27

28 Flexible Storage Architecture Applications d.3 search d.3 explorer d.3 view d.3 server determines page categories according to full text and extracts attributes d.3 storage manager Jukebox Centera NAS (NetApps) v1.0 d.velop AG, März 07 Folie 28

29 If pieces are missing we offer solutions!

30 In-Box Scenario attribute extraction manual correction transfer to DMS yes incoming mail scanning form recognition d.3 system text recognition automatic classification attribute extraction manual correction no v1.0 d.velop AG, März 07 Folie 30

31 Highlights of an In-Box Solution with d.3 Allocation mechanisms In-box displaying Statistical module employee availability: x% employee only works in-house at particular days substitute provision structured displaying access to in-boxes of team members connection to leading applications statistical analysis of case processing times Technical administration distribution provision presence and absenteeism of an employee case distribution provision v1.0 d.velop AG, März 07 Folie 31

32 Processing of Incoming Mail Digital In-Box scanned documents load-dependent allocation person in charge 1 person in charge 2 person in charge n automatic classification process-oriented, legally reliable archiving into virtual record structures record generation through extracted attributes exchange of attributes with applications ERP applications technical applications v1.0 d.velop AG, März 07 rule-based circulation addressee n addressee n addressee 1 Folie 32

33 Management incoming s attributes body attachments automatic classification process-oriented, standardized access technician bookkeeping sales process-oriented, legally reliable archiving into virtual record structures record generation through attributes access to groupware information from leading applications ERP applications technical applications CRM applications supply chain management office solutions v1.0 d.velop AG, März 07 Folie 33

34 Digital Personnel Record scanned documents access dependent on authorization employee head of department digital personnel records exchange of attributes with HR systems application process HR modules management operating department HR department v1.0 d.velop AG, März 07 Folie 34

35 Contract Management scanned contracts reminder for compliance with terms person in charge 1 person in charge 2 person in charge n digital contract records generating contracts with Microsoft Office rule-based release process verifier n v1.0 d.velop AG, März 07 verifier 2 verifier 1 Folie 35

36 Quality Management access to working instructions through web browser employee 1 employee 2 employee n digital life cycle for documentations developing working instructions etc. rule-based release process person in charge 1 person in charge 2 person in charge n verifier n verifier 2 verifier 1 v1.0 d.velop AG, März 07 Folie 36

37 Who knows better than our customers? Purchasing brims over with enthusiasm for the system, the expression acceptance is insufficient to describe their attitude. Thomas Kretschmer d.velop made a lot of promises and, until today, kept all of them. Thilo Mohr The system startup took place quite soon there were no technical obstacles! Michael Petöfalvi Christoph Pliete and his Westphalian team promised us heaven and earth - and they kept everything. Michael Friggemann I rarely say superior but in this case, it hits the mark. Manfred Meyer v1.0 d.velop AG, März 07 Folie 37

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