BGW Room for the future. nscale for SAP and advice IT service provider for audit-proof archiving

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1 BGW Room for the future nscale for SAP and advice IT service provider for audit-proof archiving

2 Requirements: Information administration of approx. 12,000 rental objects Overcoming the media break between paper archive and SAP system Project analysis in further areas of BGW Solution: nscale for SAP by Ceyoniq including nscale Desktop for the auditproof archiving and implementation of DMS functions advice IT service provider for comfortable research in nscale directly from SAP Kofax Ascent Capture for scanning the documents Successes: Faster and more targeted exchange and receipt of information Legally compliant and audit-proof archiving of critical company documents Time savings and increased service

3 ABOUT BGW BGW is the largest real estate service provider in the region. It operates about 12,000 flats and commercial office spaces in Bielefeld and is with an annual investment of approx. 30 million the largest awarding party in the regional construction-specific trade industry. The company employs 150 staff members and has 14 vocational trainees, which makes it a reliable business partner in the vocational training market. Within the scope of a cooperative city development, BGW has invested in numerous projects of an active city district management.

4 ABOUT ADVICE IT advice IT is a consulting firm specialising in document management systems (DMS), process optimisation and archiving. advice IT provides consulting services and implements solutions in all scope of work from incoming documents through to digital archiving. advice IT s services range from the conceptualisation and system selection to the implementation of systems and interfaces and the compiling or validation of procedural documentation.

5 BGW chose nscale because this DMS application most comprehensively covered the in-house and legal requirements we have towards a DMS system. advice IT has positioned themselves as a competent partner in the DMS environment. They provided optimal support in the introduction of nscale and, in particular, in the connecting of SAP. Peer-Jörg Langkrär, Head of Information Management at BGW

6 IMPROVING THE DAY-TO-DAY PROCESSES The efficient procedures within our company were being slowed down by the media break between the information administrated in SAP and the standard paperbased renter and object file, explains Peer-Jörg Langkrär, Head of Information Management at BGW. Through the introduction of an intelligent archive support, we wanted to ease this situation and optimise the flow of information as well as meet the statutory legal requirements. A project with many facets The realisation of the entire project is managed by advice IT Consulting, a long-term partner of Ceyoniq. The project is split into three steps. In the first phase a document management system is implemented, the focus is being laid on the mapping of the file structure for the administration of all real estate objects as well as individual BGW departmental archives. The second phase of the project calls for the implementation of an early archive (filing for later recording) of all current incoming invoices and the SAP data archiving. In the third phase, the entire communication of BGW will be included. Electronically record paper files and find information in a targeted manner In a first step, all paper files from the service team, which manages the real estate objects and advise the renters, will be transferred to the centralised nscale ECM system.

7 IMPLEMENTATION OF THE OBJECT MANAGEMENT AND RENTAL CONTRACT FILES In order to consolidate the data, after processing the documents (even legacy files) the customer service staff subsequently encodes the files with a barcode using a pre-processing client. Then they are centrally scanned into the DMS via Kofax Ascent Capture and are automatically saved based on the filing structure defined for that document type. For the pre-processing of supplier invoices, the standard SAP scenario later archiving with barcode is available for use. Outgoing documents are automatically archived as a PDF document in the respective file. The exchange of data and the simplified information research from SAP is implemented through the archive link interface. Via the add-on Al Service Provider from advice IT, the user can go from SAP into the archived nscale document files considering the respective defining argument (document allocation). In this way, the precise document file / renter file is opened, which is currently being processed in SAP. With the implementation of the object administration and rental contract file on the basis of the Ceyoniq platform nscale, we are in a position of digitally retaining all renter files in an audit-proof manner. Because of the direct access to the electronic file, the ability for our service employees to provide information has improved. At the same time, we have significantly limited the required space for paper documents, explains Peer-Jörg Langkrär. As a next step we plan the early archiving process for all incoming invoices. Thereafter we will expand the project to include our entire communication.

8 About Ceyoniq Technology GmbH Ceyoniq Technology GmbH Boulevard Bielefeld Phone: Fax: [email protected] Ceyoniq Technology GmbH is the premium manufacturer of the nscale 7 vecto information platform.. This platform encompasses software solutions from industry-independent document management and enterprise content management to intelligent systems for the processing of complex business and communication processes ( management, invoice processing, etc.). The company headquarters are located in Bielefeld. Other offices are located in Hamburg, Munich, Leipzig and Vienna. The company currently employs a staff of over 150. Ceyoniq Technology GmbH is part of the Ceyoniq Corporate Group; this Group also includes Ceyoniq Media GmbH in Bielefeld and Ceyoniq Consulting GmbH located in Bielefeld und Leipzig.