Enterprise Content Management.

Transcription

1 Enterprise Content

2 What Is Directum ECM Suite? Directum is an enterprise content management system designed to help organizations to bring order to content management and to organize an effective collaboration. Directum helps to get ultimate benefits due to its rich functionality.? Does your company need ECM system? Are you capable to find at once the required document while you are calling an important client? Do you know exactly what assignments you have given are not fulfilled at the moment? And which of them are out of date? Are you sure that the current speed of document s review creates positive image of your company? Are you satisfied with the amount of papers on your table? Do you know exactly where the document you have sent for approval is at the moment? You are pretty sure you have saved the document. Would you say with the same certainty that you can find the document when it is needed? Effective collaboration. Directum speeds up decision-making processes due to reducing process time, reuse of documents, quick staff training, using a set of procedures and documents templates. Cut of expenses. Directum streamlines business processes, improves document management, report creation and information search. Meeting time decreases, the expenses on paper and office equipment reduces. Increase in corporate information security. Directum provides users with a controllable access to documents. Electronic document texts can be encrypted, all operations on system data are logged. Directum eliminates risks of document loss. New level of visibility and control. Directum makes staff workload transparent. All current process steps are visible. Supervision becomes easier. Improved corporate competence. Directum enables new employees to learn faster due to use of standard routes and document templates. Directum ensures corporate experience accumulation and provides successful decisions. Directum makes quality management easier. New competitive advantages. Directum offers customers and partners a new level of service accuracy. Interchangeability of employees rises due to corporate experience accumulation. Innovations are implemented easier and the overall level of corporate culture is improved. 2

3 Comprehensive ECM Suite Directum is a complete and fully integrated, and at the same time comprehensive and easy-to-deploy document and records management solution. Directum can be implemented as a document repository, but it really excels as a complete integrated solution. Directum is empowered with an agile, scalable and powerful workflow. Both predefined and ad-hoc routes are supported. There is a broad set of ready to use business solutions designed to solve different business tasks such as contract lifecycle management, account payable and invoice management or bidding and procurement management. User-friendly interface and various client applications There is a broad set of platforms and client applications which can be used to access Directum services. The full range consists of Windows desktop application, web access, mobile access via smartphones and tablets and an ipad application, dedicated to top managers and other decision makers. Regardless of a client application, a native interface is provided. The friendly interface helps users to switch to Directum easily and with placing no burden on the service desk. Easy ECM-application development, adaptation and integration Directum package might include development and integration toolkits. Both integrated development environment and the high-level language ensure integrated solutions development. An open API and a broad set of connectors help to build integration with a vast majority of business systems. High-grade implementation Directum system and business solutions should be implemented for an effective work and best ROI. Implementation is based on the set of approved technologies. Highly skilled developers and analytics of Directum Company can adapt system to unique customer needs. Reasonable prices and light licensing schemes Prices for Directum components and services are attractive, and licensing schemes are flexible. There is no need to overpay for components that are not on demand right now. Due to the system extensibility any additional component can be purchased and installed whenever you want. 3

4 Directum ECM technology stack Directum components are tailored into one smart enterprise content management suite. They are designed to work together with no extra integration. Small and medium sized companies get a powerful and scalable engine for boosting their business processes, while enterprises benefit Directum capability to connect remote offices into a single information space with distributed repositories and business processes. Contract Lifecycle Bidding and Procurement Records Business Solutions Document Accounts Payable and Invoice Processing Customers Relationship IT.Now Service Desk Business Process Business Meeting Local Council Automation HR Processes KPI Project Office Document Quality and more Directum platform covers all stages of enterprise content management cycle. Core ECM Modules IS-Builder Runtime DBMS Document Storages Workflow Services Capture Services Integration Toolset Storage Services Transformation Services Platform and Services 4

5 Platform and Services Platform and Services are the basement of Directum ECM Suite. This layer comprises IS-Builder, storage and services and client applications. IS-Builder. IS-Builder is a core element of Directum. Together with storage services it forms the Directum Platform. The platform and Workflow Services provide a basic functionality of the suite. Storages. There are two types of storages Directum works with: DBMS and File Storage. While DBMS suits most of the cases, File Storage is recommended to deploy for storing blueprints, multimedia data and other large sized documents. Services. Directum Platform can be easily extended with various services. Services provide extra functionality, such as workflow, document capture and transformation, integration, intersystem communications, storage. Client applications. There are both desktop and web clients. Mobile devices such as smartphones and tablets are also supported, so Directum users can work comfortably both in the office and on the go. Core ECM modules Based on Directum Platform and Services, core ECM modules implement basic ECM functions: Document. Document module supports the whole range of operations, through document creation and classification to retention, search and disposal. Business Process. Business Process module empowers organizations with powerful and customizable workflow. Both predefined and ad hoc routes are supported. KPI. Key Performance Indicator is used to present valuable information such as figures (sum, time, quantity) in the most intuitive way. A variety of charts, dashboards is used to emphasize the key information. Business Solutions There is a broad set of mission-critical and ready-to-deploy business solutions that can be built on the Directum platform. Depending on customers needs, any content management solution, regardless of content management cycle length, can be built. 5

6 Business Solutions Business solution is a ready-to-deploy answer to a typical business challenge that includes software and consulting services. Each business solution is designed to solve a particular business task, and contains a complete set of tools that allows to solve the task within short time frame and with reasonable costs.? What is the Business Solution Object Subject How to achieve desirable effect? Result Business task Customer Software Techniques Implementation and business consulting Achieved business effect Designed to solve a business task. Each business solution is aimed at solving a particular mission-critical task, so it avoids weak points typical of a universal solution. Measurable business effect. Directum techniques allow to calculate the business effect either for particular business units or even individuals either for companies or enterprises on the whole. Techniques and business consulting. Directum business solutions consist of software package, information materials, consulting and implementation services. Ready-to-use solutions There is a wide range of business solutions based on Directum and its partners experience in solving various business tasks. Contract Lifecycle Very often failure to manage a process leads to penalties and fines. Directum Contract Lifecycle solution aims to help organizations to avoid many costly pitfalls, such as timeconsuming contract development, an endless process of review and approval, documents loss, unauthorized document change. Accounts Payable and Invoice Processing The consequences of improper management are serious: inability to execute a payment on time results not only in penalties, but also in reputation loss. Directum Accounts Payable and Invoice solution is designed to streamline business processes of accounts and invoice management from document capture to the final payment. Business Meetings Directum Business Meeting solution is designed to simplify business meetings preparation and resolutions control. The solution enables organizations to reduce time spent on meetings preparation, to boost meeting effectiveness and to oversee resolutions execution. 6

7 Directum client applications Directum Explorer is a Windows native desktop client application. It allows users to gain access to all Directum functionality via friendly graphical user interface. Directum Web access allows users to work with documents and workflows via web browser from any place around the globe. Mobile web access allows users to connect Directum using their smartphones or tablets. ipad client application (idecide Documents for Directum by Flexis) is an effective way to review and approve Directum documents. Directum SharePoint Portal Components provide users with web access to Directum dictionaries, documents and tasks via SharePoint front-end. There are many web parts and synchronization tools that streamline work with documents and dictionaries such as organizations and employees. Directum is tightly integrated with most office applications such as Microsoft Outlook, Word, Excel, PowerPoint, Project, Visio as well as OpenOffice suite. 7

8 Easy adaptation and configuration Directum ECM system is highly configurable and adaptable. Directum meets all specific customer requirements. Integrated rapid development tools enables to modify and create document cards and forms, references and reports. Built-in programming language allows to add or change business logic and easily integrate Directum with other systems. Workflow editor allows to modify workflow routes and business rules via a graphical editor. Wizard editor helps developers to create new or adapt existing wizards which facilitate users daily activities. These tools can be used by customer staff as well as by outsourcing team. Being specially created for business process support automation, the Directum RAD tools provide an opportunity to disengage oneself from technical details and to focus on applied system aspects dealing with company s process specific targets. Approved scalability and reliability Directum scalability is proved by hundreds organizations of different profile. Several stress-tests guarantee that Directum supports configurations for 50 users as well as complicated and high-stress configurations for 10,000 users. Directum provides system administrators with tools to monitor and adjust system performance at the client and server level. All operations can be logged and analyzed. The Directum system architecture assures data repository integrity during its lifetime. All documents and dictionary records are stored consistently and safely. Security of document repositories is provided by several mechanisms: access control lists, document encryption, operations logs etc. Directum system works well in private or public clouds with RemoteApp or web acess. Using all advantages of cloud computing such as low expenses for equipment and system administration, Directum preserves its advantages of rich functionality, adaptability, security and user-friendly interface with various client applications. 8

9 Implementation Choosing and purchasing a right ECM solution is the very first step into the world of ECM technologies. The solution has to be properly implemented. Only comprehensive, precise and consistent implementation may guarantee that organization will achieve all the desired benefits. The key to successful implementation of Directum is a unique technology based on the world leaders expertise and knowledge that furnishes the implementation process with greater visibility, consistency and efficiency. The implementation technology includes a template solutions library, BPMN-based business process analysis and modeling, transparent and effective project management practices, end-users and administrators training with the following assessment, ROI calculation. Depending on project complexity and bounds there are several alternatives of Directum implementation, from deployment by an in-house team to full outsourcing to Directum or its partners. Directum implementation schedule Week Project Initialization Contractor Initialization Customer Initialization Software delivery 2. Customer Staff Training Key Users Training Administrators Training Workshop for Top Managers 3. System Design Analysis As Is Model Development Project Solutions Development Mutual Project Solutions Approval 4. System Tuning and Customization Tuning, Customization, Documenting Operation Tests 5. System deployment Software Installation Personnel Training 6. Pilot Operation All Users Involvement Project Results Analysis 7. Operation and Maintenance Customization and implementation outsourcing let customers reach more efficient results for less. As a result of successfully implemented ECM solution, enterprise business processes are managed consistently, confidently and profitably: There is a single repository for valuable enterprise content. Most of internal documents are managed electronically. Top managers use the system for working with documents. All organization s departments (C-suite and average executives) use the system for their day-to-day activities. The full scheme of implementation process consists of seven phases and takes up to 16 weeks. Depending on the customers needs some phases can be omitted. 9

10 Customers across the globe Directum has a solid client base in several countries. More than 900 customers of different industries have chosen Directum. Oil, gas, chemistry Saratov refinery Public Corp (Saratov, Russia) is a subsidiary of TNK-BP. It produces oil refining, petroleum, diesel oil, black oil, oil tar and roofing production. Directum solutions are used by more than 700 users who solve document management and contract management tasks in integration with ERP and HR system. Banking and Finance National Bank of Ukraine (Kiev, Ukraine). Internal and external document management automation is covered by Directum system. Incoming document capture and record management are the key features of Directum implementation. At the first stage of implementation 500 users were involved and extension to 5000 users is being expected. Government Tyumen regional government (Tyumen, Russia). One of the most rapidly growing regions in Russia. More than 1300 users and 30 local agencies work with electronic documents, records and processes in a single workspace. Science and Research Al-Farabi Kazakh National University (Almaty, Kazakhstan). The oldest classical university in Kazakhstan was established in There are more than students and 400 personnel. Directum automated internal university processes and document management for more than 400 users. Distribution Protek (Moscow, Russia) is the biggest pharmaceutical holding in Russia. Directum solution enables 4000 users in 46 subsidiaries across Russia working in a single workspace. Directum solutions have streamlined contract management and have been tightly integrated with Oracle E-Business Suite and local HR systems. Consumer Products Adidas Russia (Moscow, Russia). The Russian branch of the international sportswear vendor has been used Directum-based business solution that automates service desk and deployed at 150 workplaces. Telecommunications Skartel (Moscow, Russia). The biggest Russian 4G provider Skartel operates in Moscow, Saint-Petersburg, Sochi, Ufa and other big Russian cities. More than 400 users in Moscow and Saint-Petersburg offices use Directum Contract management and general document management solutions to boost their productivity. Trade 11% Others 9% Building 11% Finance,Banks, Insurance 12% Manufacturing 18% Oil,gas, chemical 12% Government 12% Services 16% 10

11 Benefits and return of investments The average pay-back period for basic document management solutions varies from 6 to 12 months. The direct result is based on making operations and processes less time-consuming and more cost-effective. Indirect results include growth of compliance with numerous regulations and more efficient risk management. Each business solution brings new opportunities and benefits to organizations. Contract Lifecycle solution helps managing contract process more consistently, confidently and profitably. For example, review and approval process can be accelerated by 50-70% and operating and processing costs associated with management are cut by 30-50%. There are also other advantages to mention: tighter information security, erroneous payments reduction, lower fines and penalties. Accounts Payable and Invoice solution helps organizations to accelerate accounts and invoices processing by 40-50%, to cut processing costs by 30-40%. There are other results that should be mentioned: operational risk mitigation, better security, increased budget accountability. Business Meeting solution improves meeting organization process. As a result, it is managed more consistently and without placing a burden on the organizer and participants. The solution helps to boost discipline by persistent resolutions control. Implementation of Directum Business Meeting solution makes handouts easily available for participants. Operation Document capture Incoming document registration Internal document registration Outgoing document registration Copying document Forwarding document for review Document search Typical document creation Document approval # of operations per month Time to perform before implementation, man days Total 140 Example of savings. Typical operations can be done faster Time to perform after implementation, man days

12 Directum company In 2003 Directum Company was founded to promote, develop and implement Enterprise Content system. For more than 7 years Directum has been one of leading ECM solution suppliers on the Russian and CIS market and one of the fastest growing Russian IT companies. In 2011 Directum shareholders decided to open up international markets. The main aim of Directum Company is to create effective business solutions and products based on approved ECM platform that meet North American business user s needs. Directum renders the whole range of services for successful implementation of corporate ECM system from customer features analysis and system adjustment and adaptation to staff training and methodical support. The quality management system of Directum Company provides internal company processes manageability and predictability and allows to achieve their efficient and high quality implementation. We design and successfully apply standards of the system development, implementation and maintenance. We thoroughly and constantly track and study up-to-date world standards and technologies (CMM, ISO/IEC (SPICE), ISO-9000, PMBoK) and get the best out of the world experience (MoReq, DoD , etc.). There are Directum and partners offices in Moscow, Saint-Petersburg, Izhevsk, Yekaterinburg (Russian Federation), Kiev (Ukraine), Minsk (Belarus), Almaty (Kazakhstan), Borger (Netherlands), New York (USA, opening soon). There are more than 100 Directum partners in 6 countries.