ImageMaster. ECM Solutions.

Transcription

1 Contact: T-Systems Enterprise Services GmbH Fasanenweg Leinfelden-Echterdingen Germany Phone: imagemaster@t-systems.com ImageMaster. ECM Solutions.

2 02 03 T-Systems offers an extensive service portfolio in the area of document and content-oriented solutions. T-Systems demonstrates its vertical experience and process know-how in all major industries and provides examples in the form of ready-made solution elements. These effectively minimize implementation expenses, which reduces the cost of the entire solution. We offer solution elements for the following industries: Telecommunications Manufacturing and automotive industries Aviation Banks and insurance companies Service providers and retail Healthcare sector Public sector Providers As a strong partner, T-Systems offers long-term investment security and end-toend solutions that are tailor made to fit your needs. It is up to you whether you want to take advantage of T-Systems' consulting services, project solutions or ASP service in the form of dynamic services. Contents. Contract Management. 04 Central storage and company-wide access to contracts. Digital Personnel File. 06 Central and secure archiving of personnel files. Engineering Documents Management. 08 Company-wide administration of technical documents. Standards Management. 10 Company-wide administration of standard documents. Invoice Processing. 12 Automated processing of incoming invoices. Auditable archiving with ImageMaster. 14 Data access of financial authorities GDPdU. Business Process Management. 16 Business process-based document management. Dynamic Services for Archiving. 18 Dynamic Infrastructure Services. Guaranteed secure. For the long-term.

3 Contract Management Central storage and company-wide access to contracts. For the standardized and company-wide administration of contracts and contractual documents, T-Systems provides a tailor-made solution called ImageMaster Contract Management. With central electronic administration of contracts, you can increase employee efficiency and, at the same time, comply with the archiving regulations for contractual documents. All of the contracts relevant to the company are available to your employees at all times. They can access the contracts on the Internet. The central archiving of contractual documents simplifies administrative tasks drastically: Users are informed about changes automatically per . Deadlines are monitored by the system; users are automatically notified. Immediate company-wide access to all contractual documents. Fast, multilingual research. No expense for distribution/dispatch. Links to relevant documents, e.g., framework contracts. The most important features. ImageMaster Contract Management supports you in the efficient administration of contractual documents. With the high-performance research function, you are able to quickly access the information you are looking for; valid contracts are quickly available to all employees involved. Employees are informed about changes and updates to the contracts automatically per . This guarantees compliance with existing contracts and deadlines. User-based access administration makes sure that contracts can only be accessed by authorized employees. Through links to local directory services such as LDAP, users can login using their Intranet access information. Local software installation and the assignment of new access data becomes obsolete. With ImageMaster Contract Management, you can also be sure that you are complying with legal and quality standards (GoB, AO, GDPdU, DIN, ISO). Your documents are stored in the ImageMaster archive. This guarantees tamperproof compliance with archiving regulations. The electronic administration of your contracts allows documents to be linked to each other, i.e., contracts that belong together or have an influence on each other can be connected. Contract Management with ImageMaster. Users can access the contract archive with a web client. Different user roles allow for the assignment of specific rights, e.g., archiving new contracts, modifying attributes or granting read-only access to certain contracts. Administrators manage access rights and mailing lists for automatic modification and deadline notifications. With the integration into local directories, each user receives a personalized start page with upto-date information. Different interfaces allow for the integration of Contract Management into external systems such as Siebel or SAP. This way contracts can be directly accessed and searched in the relevant application. Your advantages at a glance. Reduce costs and save time with efficient contract management. Company-wide availability of current contracts. Multilingual client application. Tamper-proof long-term archiving. Integration into external systems. Access control through user authorization. Modular expansion of the ImageMaster solution to an ECM platform is possible.

4 Digital Personnel File Central and secure archiving of personnel files. Make life easier for your human resources staff: With the ImageMaster solution for electronic personnel files. Sensitive personnel data is managed in accordance with your data security guidelines in the ImageMaster archive and can be quickly accessed by every authorized employee at the company. This way the up-to-date files can be accessed by several authorized users at the same time. The personnel files are constantly expanded by documents from daily business. Central storage and archiving of your personnel files gives you significant advantages: Tamper-proof archiving of the files in the ImageMaster archive. Access control through user authorization. Different access types such as via SAP Records Management or WebClient. Fast and location-independent availability of required files. Elimination of space-intensive paper archives. The most important features. With the ImageMaster solution for digital personnel files, your files are archived in a tamper-proof fashion in compliance with legal regulations. Through the integration of other applications such as SAP Records Management, extensive features are available. Data from various previous systems can be easily transferred to the electronic files. The documents can be classified according to different file types and, if necessary, post-edited manually. Your human resources staff can access the personnel files no matter where they are. With user profiles and an authorization concept, they make sure that only colleagues who are actually authorized to view or edit the files have access to them. All employees can be assigned direct read-only access to their own file. Similar to managing traditional paper files, new documents from everyday business can easily be added to the files. With electronic files, it is easy to add information; tiresome walks to the archive and time-consuming file searches become obsolete. With SAP Records Management, they can access personnel files just as they would with the file model in the SAP system. ImageMaster is integrated into their SAP system; they can access the files directly in SAP. With transferable authorizations, authorized users do not have to re-register in the archiving system. The authorizations are simply transferred to the ImageMaster archive. Access rights in SAP are very detailed and can be defined down to the document type level by system administrators. Your advantages at a glance. Save time and costs through immediate availability of files. Location-independent access to personnel files, throughout the company. Immediate availability of personnel files in their up-to-date version. Compliance with legal regulations through tamper-proof archiving. High degree of data security through user authorization. Integration into production systems. Paper archives become obsolete. The ImageMaster solution. With the ImageMaster solution for electronic personnel files, users can access the file archive from different systems. The easiest and most convenient way is accessing it via theimagemaster WebClient. The browser-based application does not require software installation and accesses the archive via the Internet. After successful authentication, users are able to view or edit those files for which they have authorization.

5 Engineering Documents Management Company-wide administration of technical documents. ImageMaster Engineering Documents Management is the tailor-made solution by T-Systems for the standardized, company-wide administration of technical documents. With the central electronic administration of technical documents you can increase employee efficiency significantly. All of the relevant technical documents at your company are available to your employees throughout the company at all times; they can be accessed via the Internet. Central administration of your technical documents simplifies: Providing all of your plants and locations with the documents they need. Output management with a central plot solution. Supplier integration. Central administration and tamper-proof longterm archiving of all documents. Fast research. No expenses for distribution/dispatch. The most important features. ImageMaster Engineering Documents Management supports you in the efficient administration of technical documents. With the high-performance research function, information can be accessed quickly and accurately. Current documents can be accessed promptly by all authorized employees. Your employees in construction and production departments throughout the company have access to technical documents such as engineering drawings and resource documents regardless of their location. Suppliers can also be granted limited access to the document archive and thus to any relevant documentation. Output management with central plot solution allows for drawings such as construction plans and connection diagrams to be created at full scale. All documents are stored in the tamperproof ImageMaster long-term archive. This guarantees compliance with legal regulations such as archiving engineering drawings for reasons of product liability. The ImageMaster solution. Engineering Documents Management with ImageMaster offers you a high degree of flexibility with strong performance capability through distributed archiving. Using redundant archives guarantees a high degree of failure security. Archived documents can be accessed via the ImageMaster WebClient or the WindowsClient. The form-based WebClient can be used by authorized users to research and view documents without having to install software. The WindowsClient offers extensive features for document registration and processing. Different user roles allow for the assignment of specific rights, e.g., viewing or processing certain documents. Administrators manage access rights. ImageMaster Engineering Documents Management supports the administration of various document types: Graphics Multimedia files CAD files Other documents Your advantages at a glance. Reduce costs and save time with efficient, central technical document management. Company-wide availability of up-to-date documents. Output management with central plot solution. Multilingual client application. Tamper-proof long-term archiving. Access control through user authorization. Modular expansion of the ImageMaster solution to an ECM platform is possible.

6 Standards Management Company-wide administration of standard documents. With NormMaster, T-Systems offers a solution that is especially designed for the company-wide administration of technical standards and norms. Through central and efficient standards management, all of the relevant standards at a company are available at any time at any location. Compliance with valid standards is secured from development to manufacturing and sales. Even external partners such as suppliers can be integrated into the NormMaster system via web portals. By using NormMaster, you can reduce costs: Avoid multiple procurement through central administration of standards. Save distribution costs through electronic data transfer. Save time through global availability and individual research functions. Simplify compliance with quality regulations. Simplify and accelerate standards and standard part procurement. The most important features. NormMaster supports you in the efficient administration of standards and technical regulations. With the high-performance research function, you can access information quickly and in a targeted fashion. Affected users are informed about modifications and updates to standards automatically per when they log in. Technical standards can be linked with other relevant documents and standard parts data. Applicable documents are immediately available. In addition to the registration interface for company standards, the NormMaster solution also has effective interfaces to the most important suppliers for external standards such as DITR, Perinorm, Beuth-A&I, VDE, IHS and AFNOR. Standards can be ordered electronically without media interruptions and are available throughout the company. The solution with NormMaster. The standards archive can be accessed via different client applications. NormMaster/Web is the user portal for the standards archive and offers direct access via a web browser to standards data, documents and modification information. Internal users and their project partners (e.g., suppliers) can conveniently access applicable standards. With NormMaster/Web Admin, you can also configure and manage company standards. The overall system is administered by NormMaster Enterprise. This component offers extensive system features for managing your standards administration. With NormMaster Scan, you can register and archive paper documents e.g., outdated standards. NormMaster CD Generator supports administrators in storing electronic standards collections on CD ROMs and DVDs. With NormMaster SAP, you can access the current standards collections directly from your SAP system. NormMaster PDM offers integration into PDM systems such as Metaphase. The parts manager NormMaster Parts integrates documents into the standard parts world. The NormMaster User Group. In the NormMaster User Group, NormMaster customer representatives meet with T-Systems experts in order to work on the further development of NormMaster. This way, customer requirements can be taken into consideration and implemented as early as during the development phase. Your advantages at a glance. Reduce costs through efficient standards management. Company-wide availability of the latest standards. Connection of suppliers and project partners. Integration into SAP and PDM systems. Participation in the further development of the solution.

7 Invoice Processing Automated processing of incoming invoices. With the invoice processing solution based on our ImageMaster ECM Suite, T-Systems offers a service for automated, process-supported invoice processing. With the solution, incoming invoices can be processed faster and, more importantly, more efficiently. Your employees can focus on their core competences since they no longer have to spend valuable time viewing, managing and forwarding paper documents. Your invoices are archived in a tamper-proof fashion in compliance with legal regulations. Automatic processing of your incoming invoices significantly increases your efficiency: Automatic classification and distribution of your invoices. Targeted use of discounts is possible. Accelerated invoice processing. Reduction of invoicing errors via automatic check routines. Less work for your employees in the financial and purchasing areas. Tamper-proof storage of invoices in an electronic archive. The most important features. With the invoice processing solution, you can automate your invoice processing activities, thus significantly accelerating them. Employees no longer need to manually view, sort and forward incoming invoices, credits and requests for payment. You no longer need an accountant to enter invoice data thanks to the Optical Character Recognition (OCR) text recognition technology. Processes can be defined so that incoming invoices in your SAP system are automatically checked and approved or directly sent to the person responsible for invoice approval. Invoices are stored in a tamper-proof fashion in the electronic ImageMaster archive based on their retention period. Archived invoices can be directly accessed from your SAP system, for example, depending on the authorization of the individual users. This extraction of invoice data and the assigning of an index ID in the preprocessing phase allows processes to be automated. For example, invoices can be automatically checked and approved and paid up to a specified sum. You can define and design the processes in accordance with your needs. Invoices are stored as digital documents in the ImageMaster archive, and the index IDs enable clear document identification. Your advantages at a glance. Save time with online access. Reduce costs with process automation. Shorter processing times for incoming invoices. Tamper-proof, long-term archiving of all invoice documents. Employees can focus on their core competences. Invoice processing with ImageMaster. Your invoices are directly sent to the Scan Center's mailbox. There, they are presorted, scanned and processed. The original invoices are generally destroyed after a defined period of time has elapsed; however, they can also be archived in their paper format. The scanned documents are checked for content with the OCR software and indexed based on the invoice data. The invoice data is transferred to your SAP system as a work item with a unique ID.

8 Auditable archiving with ImageMaster Data access of financial authorities GDPdU Companies taxable in Germany are obliged to provide an electronic copy of any tax-relevant data, generated digitally by means of an electronic accounting system, in accordance with the required period of retention. To be able to meet the principles of data access and auditing of digital documents (GDPdU), the data must be archived in an auditable way. In addition to the auditable archiving, companies need to be able to provide access to tax-relevant data to the fiscal authorities for automatic evaluation in case of an audit. These requirements can easily be met with T-Systems ImageMaster archive solution and Audicon s solution AIS TaxMart: Archive your data in accordance with the legally required retention period in the auditable ImageMaster archive and provide them to the fiscal authorities by means of the AIS TaxMart solution. Auditable archiving. ImageMaster meets all conditions for the auditable archiving of your data: Every document can be archived in an unchangeable version. No documents are lost in the archive or during transfer to the archive. Every archived document is retrievable, thanks to advanced retrieval techniques. You can always retrieve exactly the document you are looking for. No document will be destroyed or deleted during the specified life span. Documents can be displayed and printed in exactly the same order as they were recorded. Documents can be retrieved promptly. Any structural or organizational changes in the archive are recorded. The original status can be recreated at any time. Migrations to new platforms, media, software versions or components are possible without any loss of information. Regulations pertaining to data integrity and data protection will be applicable across the complete lifespan of the archive. Data access of the fiscal authorities. According to the principles of data access and auditing of digital documents (GDPdU), companies are obliged to provide access to the fiscal authorities to tax-relevant digital documents for auditing purposes in three different ways: Direct access into the corporate s data processing system. Indirect access to automatically evaluated data. Physical provision of data in an automatically evaluable format. With the AIS TaxMart solution, Audicon meets all the access requirements according to GDPdU. The software ensures the availability of any taxrelevant data during the complete required retention period as well as the automatic evaluability, irrespective of any changes in the production system. For more information about the AIS TaxMart solution please contact Audicon GmbH. ImageMaster and AIS TaxMart. Archive your tax-relevant data from the production systems and other applications directly in the auditable ImageMaster archive. During the archiving procedure, the tax-relevant data is processed in accordance with the description standard of the fiscal authorities. productionsystems AIS TaxMart extracts the data required for the audit from the ImageMaster archive. The data can be provided to the fiscal authorities for the audit.to supervise and document the auditor s data access during an audit, a separate user profile can be used. The auditor does not need to access the production systems, therefore the system performs as usual and is not influenced by the audit. data preparation ImageMaster Archiv auditable longterm-archiving AIS TaxMart structuring and analysis, access authorization

9 Business Process Management Business process-based document management. ImageMaster for Workflow supports you in managing relevant documents for your business processes. Through the combination of an electronic archive and a workflow component, documents are automatically integrated into business processes. This allows documents to be processed by and forwarded to various parties. At defined points of transfer within modeled business processes, new documents can be generated and automatic mechanisms can be initiated, for example. Using an archive-based workflow system gives you the following advantages: Automatic flow of defined business processes. Flexible support mechanisms such as automated dispatch. Immediate, automatic availability of process-relevant documents. Automatic versioning and creation of new documents. Simple process design with an extensive design tool. The most important features. The business process manage ment component ImageMaster for Workflow combines the tamper-proof ImageMaster archive with the workflow engine by Metastorm. By using a business process management (BPM) solution, you can design your business processes to be more flexible and efficient. Processes can be steered and monitored much more effectively with the help of BPM. People involved in the process are integrated according to their roles and provided with authorization accordingly. A personal to-do list provides each user with an overview of the procedures and activities they are responsible for completing. Documents that belong to a specific procedure can be linked using formulas specific to the procedure. This means they can be directly accessed from the archive and processed further. Documents can be transferred between parties in defined business processes. New document versions can be automatically created at the point of transfer. Documents are automatically archived and can also be archived manually at any time. ImageMaster for Workflow offers extensive mechanisms to flexibly support business processes such as automated dispatch and creating reports and records. The solution with ImageMaster. Users use a formula-based web client to access the system. This means no software to install on individual workstation computers. In addition to the ImageMaster web client s standard archive access, users also receive additional access to activity lists and formulas. Formulas can be used to register data and update document data in the archive. The activity lists display the processes currently underway. Individual process levels are linked to each other via events. The design tool. With the design tool, users can easily and flexibly depict and design business processes. The graphic illustration of processes provides a comprehensive overview when designing complex processes. The design tool can be used to flexibly create different formulas. Various building blocks such as check boxes, input and dropdown fields can be used. Features such as mandatory fields and visibility as well as dependencies can be included in a formula. Your advantages at a glance. Efficient and flexible design of business processes. Immediate document availability through automatic archive access. Convenient process design with the design tool. Tamper-proof archiving of all process-relevant documents. Automatic and manual document versioning and archiving.

10 Dynamic Services for Archiving Dynamic Infrastructure Services. Guaranteed secure. For the long-term. Dynamic Services for Archiving is a high-performance tool to meet the archiving needs at your company professionally and for the long-term. Dynamic Services for Archiving. With Dynamic Services for Archiving, T-Systems offers you a service for secure and economical long-term data archiving. With this innovative concept, you receive only those services that you actually need based on your demand. You can use individual service elements such as archive storage or document management or even entrust us with the entire operation of your archive. This way you can get rid of all the side-effects that archive administration brings with it. You receive a reliable solution that is always up-to-date together with whatever access options you prefer. You only pay for those resources that you actually need. Your advantages. The archiving system is tamper-proof. You only use those resources that you actually need. You can expand your archive quickly based on demand. You always have access to the latest technology available. You can benefit from tried-and-tested and up-to-date, expert know-how. You can start or stop at any time. You can significantly reduce your costs Get your archive. No matter what archive structure and technology you currently use, you can start using the professional Dynamic Services for Archiving right away and cancel it at any time. If you want to take advantage of the solution, we would be more than happy to support you in the migration process. You save time and the cost of investing in a stateof-the-art technological basis by using our dynamic archiving service. We determine your requirements in the scope of a start-up project with a workshop and a detailed analysis. To do so, we use a standardized and ITIL-certified method that has proven itself in many migration projects. On this basis, we offer you an individualized service package for archiving. Depending on demand, it comprises: The operation of the system architecture with server, storage, backup and LAN resources Licenses for the ImageMaster archiving software Data center infrastructure Maintenance and support If you decide to go with an option that comes with its own access and document management system and external data management, we can assure you fast and secure data access. Free of worry even when it comes to costs. In accordance with the Dynamic Services philosophy, we only charge you for those resources you actually use. These costs may rise with increased consumption; however, they also decrease if you reduce your archive volume. The costs are dynamic as well. Expenses for unused systems and fixed adjustments for small expansions become a thing of the past. A great idea: ImageMaster. With ImageMaster, a convenient and high-performance document management system, you are able to provide your company information worldwide in a targeted, quick, complete and up-to-date fashion. The software can archive data from different applications. The solution supports all sorts of software applications such as SAP and Microsoft Exchange. Your independence included. Our service includes protection of stored data from modification and loss. Of course, you always have the option to include additional elements such as scan and OCR services into the archiving solution. Only by T-Systems: Dynamic Services. As one of the leading ICT service providers in Europe, T-Systems offers information and telecommunications technology from one source. With the new Dynamic Services, companies receive resources and applications based on demand from provided storage and archiving systems to operation of their most important business applications. The dynamic archiving solution combines our experience of decades-long document archiving with our expertise in scalable data and application services. You only use those services that you actually need and turn fixed costs into variable ones.