INFORMATION MANAGEMENT AUTOMOTIVE INDUSTRY

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1 INFORMATION MANAGEMENT AUTOMOTIVE INDUSTRY

2 IMAI Information Management Automotive Industry The automotive sector is of great importance to Spain s productive economy, accounting for 10% of the country s GDP. It is Spain s most powerful industry and the second largest sector in the economy, just behind tourism, with 300,000 Spaniards making a living from it, a figure that could increase in the future. The automotive industry has much to offer, but the economic crisis and fall in domestic consumption in Spain threaten to hinder the economic growth of the sector. One of the main challenges facing the sector is document management, the main issues of which can be summarised as follows: The industrial sector receives and generates a great deal of administrative and production chain documentation. Quality control is crucial and management of the documents associated with it represents a considerable investment in time and resources. Retention periods required for certain technical documents are very long and their availability is vital to enable incidents to be resolved during these periods of time. SGAIM s solution for the automotive sector: To address these issues, SGAIM s document management solutions offer the automotive sector the following benefits: Immediate online availability of all documents received and generated during the course of business operations. Reduced risk of document loss by controlling and monitoring the entry and distribution of documentation. Cost savings. Automation of manual information management processes to reduce errors. Greater control of automotive sector business processes through the centralisation of information and generation of automatic reports. The specific solutions for this sector are divided into: Solutions for the industry: Asssemble line documents management Solutions for dealerships: Renting/Leasing management Financing management Scrappage schemes As well as general solutions that are of interest to both: Records Retention Personnel files Supplier invoices Contract management Delivery note management 02

3 Assembly-line document management This solution is specially designed for the automotive industry, which uses assembly lines consisting of different stations through which cars pass during the manufacturing process. The main feature of the system is that every station on the assembly line is equipped with a photographic device that captures an image of every completed document. The image is then sent automatically and securely to SGAIM s cloud, where its data is extracted (product reference, the station from which it has come and other information necessary for the detection of errors or incidents in the production process) and integrated into the company s business application. It also offers the possibility of generating reports and alerts of incidents or manufacturing deviations detected. Management of Renting and Leasing file documentation As an alternative to purchasing a car, many dealerships offer customers Leasing or Renting services. In these cases, the physical and electronic documents exchanged with the customer need to be centralised and organised. SGAIM processes all Leasing and Renting file documentation by scanning it, extracting the information necessary to enable the documentation to be located and grouping all related documents in a single file. In addition, checks are carried out to ensure that the file contains all necessary documents and alerts are sent out for any outstanding documents that customers need to supply. The information captured from the processed documents is integrated with the client s applications and remains centralised in SGAIM s ONLINE TTID document manager. 03

4 Management of financing files As people who buy new cars often need to finance part of the final cost, SGAIM offers dealerships its financing management solution. The solution begins with the receipt of all documentation relating to the financing transaction at SGAIM s management centre, where it is scanned and categorised by type to initially confirm the file s integrity and verify that it is complete. The relevant data is subsequently captured from these documents and sent to the dealership s central system for financing approval or denial. SGAIM stores the physical documentation in its centres and the dealership can request it when it requires. The information in electronic form is accessible at any time through the dealership s own applications or SGAIM s TTID web-based document manager. 04

5 Management of documentation associated with Spain s vehicle scrappage scheme Spain s vehicle scrappage scheme (Plan Renove), also known as PIVE (Efficient Vehicle Incentive Scheme), currently in its third phase, runs until July 2014 or until funds run out. The documentation associated with the scheme which dealerships have to manage is very extensive and its submission is obligatory in order for customers to be able to take advantage of the incentives offered by the government: vehicle deregistration certificate or General Vehicle Registry report certifying deregistration, the old vehicle s data sheet with the first registration, vehicle registration certificate or Directorate General of Traffic report with vehicle history, the new vehicle s data sheet / official CO2 emissions certificate, the purchaser s supporting documentation, etc. The solution offered by SGAIM enables this documentation to be monitored through scanning, extraction of data from each document and validation of what is available from all of the necessary information. 05

6 Records Retention SGAIM s portfolio of solutions includes the management of accounts receivable, accounts payable, contract and personnel files, which could equally be of interest to the automotive industry. The automotive sector receives and generates a considerable amount of administrative-, production- and quality control-related documentation, whose retention periods can be very long. In car manufacturing and financing, a large amount of documentation cannot be freely destroyed, and specific legislation exists to regulate how and for how long such documents need to be retained. Moreover, this varies depending on whether the document certifies the quality control of a car during manufacture or the ID document of the purchaser of a vehicle. For this reason, SGAIM offers its Records Retention service, which involves the analysis of all assembly-line and dealership documentation and its categorisation by type. Every documentation category has an obligatory retention period established by law and every company may also have its own retention policy. A destruction schedule is also prepared to help companies make decisions on the disposal of documentation that no longer needs to be retained. This system also enables every archived document to be located so that they can be accessed immediately if necessary. SGAIM s portfolio of solutions includes the management of accounts receivable, accounts payable, contract and personnel files, which could equally be of interest to the automotive industry. 04

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