ECM Comarch ECM Complex enterprise content and business processes management

Transcription

1 ECM Comarch ECM Complex enterprise content and business processes management

2 Paper documents take up, on average, 15.3 percent of office space. Document digitalization makes it possible to reduce this space by half. source: AIIM Around 77% of company invoices are issued in paper form. source: Paystream Advisors

3 Enterprise Content Management PROCUREMENT INVOICE AUTOMATION CONTRACT TRACKING CUSTOMER SERVICE MAIL ROOM HR ADMINISTRATION invoice OCR MS OFFICE BUSINESS APPLICATION Law Compliance SCAN EDI File CAPTURE CONTENT MANAGEMENT PROCESS MANAGEMENT BUSINESS INTELIGENCE Security Cost Reduction Fax Knowledge Sharing ERP CRM BSS/OSS HR Enterprise Content Management Enterprise Content Management (ECM) is a set of tools for managing company documents and information and for creating and monitoring related business processes. ECM systems enhance organization efficiency thanks to built-in data capturing tools (i.e. for obtaining information from different sources: files, s, scans), document management (efficient organization, control, quick searching), business process management (planning them, processing supervision, comprehensive reporting). Comarch ECM Comarch ECM is a system that supports organizations within the scopes of payment procurement, processing of invoices, managing agreements, customer service, correspondence and management of HR administration. The solution makes it possible to simplify and automate document flow processes and maintain compliance with legal requirements. The main business benefits of using Comarch ECM include: lower costs, increased level of control over documents, processes and employees, key data security, faster access to information and work acceleration. 3

4 Selected functions of Comarch ECM Archiving Scalable and effective archiving of all kinds of documents. High security level and compliance with legal requirements thanks to encrypting, an extended authorization model and data life cycle supporting mechanisms. MS Office Integration Integration with the popular document office editor package. Automatic launch of the appropriate application while editing stored documents, the opportunity to save new document versions directly from the native application level. Document management system (DMS) An extended set of library features - document versioning, check-out and control: creation, acceptance, publishing and retention. Using metadata and folders to create arranged document structures. Optical Character Recognition (OCR) This automatic document indexing engine uses OCR mechanisms. Data recognition, particularly from invoice scans, uses self-learning mechanisms without the need to create predefined templates. Rendition Converting various file formats automatic or on request. Basic rendering for PDF, DOC, PPT, XLS files, converting to HTML, PDF or TXT formats and advanced rendering used for converting images i.e. JPG, PNG, TIFF files into DOC, HTML, PDF, PPT or TXT formats by using the OCR technique. Full text search Provides an opportunity to search all documents containing a selected phrase. Thanks to the implemented rendering and OCR mechanisms it is also possible to search images, e.g. scanned documents. Annotations A feature making it possible to add additional layers to documents including graphical (underlining, marking) and text comments, with no damage to the original document layout. e-files Arranging related documents in logical structures with an opportunity to define hierarchy and indices. Easier archiving and searching for e.g. customers, HR and project documents. 4

5 Business process designer Graphical creation of processes, tasks, operator and logic paths. A flexible tool for defining document workflow, milestones, decisions, notifications and project deadlines. Active Directory Intergation / LDAP Integration with catalog services for automatic system login and illustrating organization hierarchy (also possible to use it for defining processes). MS SharePoint Integration It provides an opportunity to access, preview and search documents archived in Comarch ECM from an MS SharePoint level. BPM engine integration is also possible, using the CMIS standard. A dedicated Website is used. Business Intelligence Reports Data warehouse and generating periodical or on-request graphical reports, based on stored documents and processing data, to monitor the efficiency of processes and to eliminate bottlenecks (verifying the duration of tasks, meeting of deadlines, employee load, etc.) Fax/ server integration Automatic archiving of incoming and outgoing and fax messages in accordance with a company s own predefined rules. Integration with external and internal company systems Two-way data exchange with ERP F/K systems. Preestablished connection with Comarch ERP or SAP, and/or other predefined integration mechanisms (Webservice) for connecting to other systems. Integration with EDI platforms for managing electronic documents. Ad-hoc processes This feature provides an opportunity to create tasks for other system users based on saved documents without the need to pre-plan workflow. A sequential, or parallel, mode with the need to confirm, or in the form of information transfer, is implemented. This provides the opportunity to model ad-hoc process steps from initiation level. Business Process Management / Workflow Managing business processes - process participants carry out tasks, approvals, consultations, all according to pre-defined paths. Access to own tasks or specific roles or business queues. Automatic process initialization based on various business milestones or events. 5

6 Why ECM Benefits: Enhancing process efficiency: reducing labor consumption, accelerating document processing and reducing the costs of manual operations by: eliminating the manual input of documents into IT systems quick access to data thanks to using an ergonomic WWW interface (prompts, browser, wizards, business logic) independent of physical document location electronic and automatic data exchange between IT systems (importing and exporting from ERP, F/K systems, logistics, EDI platform and others) Improving the control of: company costs (both before, as well as after incurring the cost) document workflow within the company (data access, document operation history) and their versions (in group work where a document is modified by many employees) employee work (meeting tasks deadlines, durations) Increase the transparency of processes thanks to clear procedures in various business situations Reducing errors by using business logic (including: validations, lists of business partners, items, procedure automation) when inputting documents and implementing business processes, higher data quality and its consistency within the company and in business relations Quick and secure business decision-making thanks to quick access to information, its correctness and based on BI reporting Maintaining compliance with legal requirements thanks to using verified tools and data security Competitive edge thanks to using innovative solutions for increasing work efficiency Improving co-operation with customers and partners thanks to procedures used to manage relationships with customers 6

7 ECM Thanks to data capturing process automation and OCR mechanisms, companies can process 25-60% more invoices compared to companies where these operations are performed manually. source: IOMA On average, investment in electronic methods of data capturing pays off within 12 months. source: IDC 7

8 Business modules Procure-to-pay Procure-to-Pay field automation: recording the requirements of employees, managing suppliers and products, acceptance of workflows, confirming order execution and managing cost documents. Exporting data aimed at sending orders to suppliers and initializing the payment process. Purchase invoices Managing incoming cost documents, including scanning, data-based document identification within the system (indexing), invoice assignment (e.g. according to cost center), the process of document acceptance and archiving them in accordance with legal requirements. Sales Managing sales-related processes and documents, including: agreements, invoices, stock issue confirmations (CI), complaints and their archiving, as well as launching related tasks. Debt collection Supporting debt collection from customers. The automatic distribution of reminders based on sales invoices and payment due dates as well as generating appropriate tasks for customer service and debt collection department personnel. Legal documentation Effective and lawful employee archiving thanks to e-files. Quick and secure access to documentation in compliance with retention policy. Logistics Managing logistics documentation: (forwarding agent invoices, national waybills, CMR waybills, stock issue confirmations (CIs), goods received notes (GRNs), pallet receipts), automatic document assembly (e.g invoices from carriers with waybills (shipping lists) and other documents using, for example, bar codes or QR codes, support for document scanning and recording in different locations and making them available to employees on-line. Agreements Managing sales and purchase agreements. Supporting cooperation at the stage of creating an agreement, versioning, submission for review and acceptance, data verification based on customer system integration, managing concluded (signed) agreements, archiving. Correspondence The automation of incoming and outgoing correspondence (paper and electronic), proper distribution of documents based on defined processes and responsibilities, the automatic identification of basic document data when entering documents into the ECM system and the archiving of documents. Customer service Supporting customer service through the automation of procedures and communication (conventional correspondence, , fax). Archiving customer documentation, dedicated customer files. Quality management Supporting quality management and the implementation of proper standards within the company. Managing audits, repair operations, the preparation and publication of documents. Archiving projects, warranties and technical documentation (including process tests). Knowledge base The central repository of organization documents. Access to customer and employee information and documentation, internal rules and regulations depending on the authorization model. Quick access to current documents thanks to extensive search mechanisms. 8

9 Our customers Comarch ECM is a continuation of the ECM class product line (almost 1,000 installations) known for over 20 years on the German, Austrian and Swiss markets, enriched with 16 years of expertise in implementing such systems in Poland. Over 1,000 customers already use Comarch ECM in Poland and abroad. Comarch ECM is used by Accounting Plaza, Carrefour, Dallmayr, Hermes, Motorex, Puma, Röhlig Suus, Rungis Express, Suzuki, LeasePlan (Schweiz), ARBÖ and many other companies. ECM Germany Poland France Switzerland Austria Italy A map showing countries where Comarch ECM has been implemented in Europe 9

10 Key functions: Document Management System (DMS) Quick, full text and multiple criteria search OCR Automatic indexing MS Office integration Business Intelligence reports Graphical Process Designer Business Process Management comprehensive module Multi-language user interface server integration Access management and high security level Integration with leading ERP, F/K solutions and EDI systems Active Directory/LDAP integration Ad-hoc workflow MS SharePoint integration If you have any questions please do not hesitate to contact our consultants at: 10

11 The cost of invoice processing in a low level automation environment is twenty times higher than in a high level automation environment. source: IOMA 11

12 Worldwide offices Offices in Poland Albania Austria Belgium Canada China Finland France Germany Luxembourg Netherlands Panama Krakow Headqurter Bielsko-Biała Gdańsk Katowice Lublin Łódź Poznań Warszawa Wrocław Russia Slovakia Switzerland Ukraine United Arab Emirates United Kingdom United States of America Vietnam Comarch is a leading Central European IT business solutions provider specializing in forging business relationships that maximize customer profitability while optimizing business and operational processes. Comarch s primary advantage lies in the vast domain of knowledge accumulated in and applied to our software products. These products incorporate highly sophisticated IT solutions for businesses in all vertical sectors. Comarch has a multinational network of offices employing over 3500 highly-experienced IT specialists in Europe, the Middle East and the Americas. Comarch Społka Akcyjna with its registered seat in Krakow at Aleja Jana Pawła II 39A, entered in the National Court Register kept by the District Court for Krakow-Środmieście in Krakow, the 11th Commercial Division of the National Court Register under no. KRS The share capital amounts to ,00 PLN. The share capital was fully paid. NIP Copyright Comarch All Rights Reserved. No part of this document may be reproduced in any form without the prior written consent of Comarch. Comarch reserves the right to revise this document and to make changes in the content from time to time without notice. Comarch may make improvements and/or changes to the product(s) and/or programs described in this document any time. The trademarks and service marks of Comarch are the exclusive property of Comarch, and may not be used without permission. All other marks are the property of their respective owners. EN