AURUM DocumentCare

Enterprise Content Management

 Introduction

Comarch’s services related to scanning, archiving, and managing documents include:

:: Review of customer’s business strategies and/or developing new ones, compatible with the
planned changes, in order to determine investments necessary to use electronic documents.
:: Analyses of business processes and consulting in the area of process development and/or
optimization (through Enterprise Content Management systems).
:: Design and development of turn-key solutions.
:: Deployment of solutions and putting them into operation.
:: Comprehensive support (24/7).
:: Outsourcing of scanning, archiving, and sharing of electronic documents and management
of paper documents.
:: Upgrading and extending functionality of the deployed systems.
:: Training in the field of ECM/BPM technologies delivered by the following vendors: Comarch,
FileNet, Oracle (Oracle Workflow).

All of the above listed services belong to a wider area often called Enterprise Content Man-
2 :: agement (ECM), which covers all the document management, circulation, and archiving tasks.
Companies seeking to maintain their position and to grow on highly competitive markets
must continually implement innovations and improvements. Such enterprises permanently
look for ways to achieve higher productivity, optimize business processes, establish more
efficient information circulation procedures, and for new methods to support the decision
making processes.
The ECM solution offered by Comarch is based on the FileNet’s technology. The solu-
tion allows to gain several strategic benefits by linking information and document content
to respective business processes. Moreover it can be fully integrated with other company
IT systems, including ERP, CRM and SCM. This enables efficient management of information
throughout the entire enterprise, to automate and optimize enterprise business processes,
and to easily access information necessary to make the right decisions.
Besides the technology itself, understanding the supported business processes is the
most important success factor of an ECM system implementation. The final functionality and
value of any implemented solution will depend on how well it will suit specific needs of the
given company/industry sector, specific business processes, and the existing IT infrastructure.
Capability to satisfy specific needs of customers is the biggest merit of the FileNet’s tech-
nology. Thorough knowledge of that software vendor jointly with wealth of experience gath-
ered by Comarch in the field of system integration make possible to develop dedicated cor-
porate solutions for any industry sector. The ECM system offered by Comarch is based on the
FileNet’s P8 technology – ensuring flexibility, scalability and capability to support and opti-
mize diversified business processes practically regardless of their complexity.
P8 platform can control all IT assets and related business processes in a deep integration
with the company’s existing IT systems, helping to run the company more efficiently.
ECM is not only an IT technology, but also a strategy of a comprehensive approach to busi-
ness, primarily aimed at increasing performance of the entire company and in effect seeking
to gain competitive advantages in the market.
Enterprise
Content Management Systems

WIn a free-market economy most companies are doing their business in a very competitive
environment. To be able to deliver established services and/or to introduce new ones, com-
panies must have at their disposal a suitable infrastructure, a suitably-qualified personnel,
and – first of all – an access to the right information. Sufficiently prompt and easy access
to the up-to-date and precise information may make the difference between a success and
a failure in the quickly evolving present-day business environment. Information influences
customer relations, product quality, speed of making decisions, and effectiveness of the
organization.
Every corporation controls better or worse flow of the most vital information e.g. on their
customers or on cash-flow. Most often such information is stored in a structured form in
some databases. However, a large share of it (even in the most automated companies prac-
tically this may amount to 70-90%) remains un-structured in the form of e.g. faxes, paper
documents, computer print-outs, electronic documents. In many cases a document may be
a product – an insurance policy, a credit card account statement, an interest note, a check, a
payment receipt. Often further transactions may originate from such a document, which is
then the sole legal record or an authorization of the transaction. :: 3
Many organizations routinely archive their documents. Modern technologies enable also
management of archived documents. Document management systems allow sharing con-
tents of the archived documents among many persons, controlling documents’ versions, and
guarantee security of the information stored. The resulting benefits include a higher level of
customer service, better relations with business partners, reduction of risks and/or potential
penalties.
However, it is difficult to efficiently manage paper documents due to their form. Therefore
systems capable to transform paper documents into electronic ones and to manage the trans-
formed documents are needed.
For years the paper form of documents has been a cause of various problems to many
companies. Paper form of a document may delay accomplishing various process tasks or even
completely eliminate some actions (e.g. because of loss of the document or its destruction).
Selecting a technology is just one step in the document archiving story. Infrastructure,
organization and the right concept how to use the implemented system seem to be more
important aspects than the technology itself, perhaps even the critical ones. In the coming era
of digital electronic signatures there will be no retreat from electronic document management
systems that are able to manage images of scanned paper documents and/or office applica-
tion files.
 Advantages of the solution

Return on investment, directly affecting the bottom line, and a clear determination of strate-
gic goals of any given system implementation are the principal measures of the investment
benefits. Basic areas of operational improvement:
:: Reduction of the burden of managing paper documents and improvement of the document
circulation procedures, understood as:
:: minimizing manpower required to locate/retrieve the required document;
:: eliminating the risk of errors and/or distortions in documents (better quality of the
retrieved documents);
:: reducing the costs of labour necessary to manage paper documents;
:: releasing the office space used to store paper documents and/or reducing the associated
costs;
:: Improvement of the business processes speeds up the decision making processes;
:: Reduction of the technical assistance costs, trainings and access to documents that are
critical for the company’s operation;
:: Better trustworthiness for customers and increasing their satisfaction by reducing reaction times;
4 ::
:: Advanced security mechanisms provide full control of information owned by the company;
:: Automation of standard processes and capability to promptly access all the necessary
information facilitates customer service quality;
:: Shorter time-to-market;
:: Web/extranet processes can be coupled with corporate ones (for instance a process started
from a Website portal might initiate an internal workflow process);
:: The same pre-defined processes may be used in different scenarios, significantly lowering
the costs of developing new workflows;
:: Possibility to design solutions entirely based on WWW, which may lower the costs of the
solution by eliminating any client-side software installations.

Qualitative benefits:
:: The system forces its users to circulate only documents approved in the given company
according to the pre-defined document circulation procedures, which reduces the risks of
mistakes.
:: Costs of additional training regarding the processes and/or document circulation
procedures are reduced.
:: The market value of the company increases.
:: Business processes may be standardized in line with the company corporate structure,
potentially with the use of pre-defined processes and document circulation procedures.
:: Performance in various areas or company branches may be more easily compared.
:: Business processes and document circulation procedures can be more promptly adopted to
evolving business strategies.

Quantitative benefits:
:: 70% reduction of workforce involved in documents management (that personnel may be
transferred to other departments);
:: 66% reduction of documents retrieval time;
:: 10-20% reduction of downtimes due to the better access to critical documents.
Functional features of the solution

Document management becomes a critical process for any organization processing large
volumes of documents. The processed documents may include any correspondence with
customers, orders that initiate transactions in an ERP system, invoices generated by a billing
system, contracts, and others. Basic functionality of any Data Management System (DMS)
includes:
:: Managing scanned document images (Image Services);
:: Managing electronic documents (MS Office documents, text files, e-mail, CAD/CAM files,
graphic files, sound files etc.) and their versions (Content Engine);
:: Automatic indexing of documents entered to the archive (with the use of an OCR/ICR
technology);
:: Grouping documents (possibly in different formats) in thematic groups (e.g. a history of all
contacts with the given customer, a technical documentation of the given product etc.);
:: Capability to support other IT systems (e.g. an ERP system, a CRM system, a billing system,
a logging system) with previews of scanned document images;
:: Capability to integrate with process management systems (for instance with Business
Process Management). :: 5

Phases, processes and activities accomplished by DMS-based solutions are tightly coupled
with functionalities and modules of the given solution. They include:
:: Preparing paper documents for scanning and for storing in a paper archive;
:: Retrieving electronic images, electronic documents and other files;
:: Classifying and indexing the documents (manual, semi-automatic, or automatic);
:: Storing data in the electronic archive system;
:: Distributing documents (ad-hoc);
:: Retrieving and displaying documents;
:: Performing specific tasks on the archived documents;
:: Updating the archive data (entering associated documents or updating the index data).

Archiving
Document Searching Document and
Scanning Indexing document
preparing Viewing data update
management

Phases and elements of DMS solutions

 Outsourcing of
Enterprise Content Management

DMS/ECM tasks are more and more often accomplished by means of outsourcing.
Comarch’s experience in the area of networking and IT infrastructure, as well as in running
electronic centers of documents paved the way to a professional DMS/ECM outsourcing solu-
tions. The solutions are based entirely on the projects so-far accomplished and deployed at
our Customers. Outsourcing of these services has already opened and still is opening many
new markets where the costs of ownership and/or organization effort needed to deploy a
comprehensive solution turned out to be a too- high barrier.
One of the implemented models of outsourcing the ECM/DMS functionality has been
shown below.

Solution Schema

Client offices Comarch / Partners

6 ::

Delivery
Documents searching and view
ECM/DMS users

Archiwum

Images
WWW

Transport

Archive
Skanowanie Systems

ECM/DMS Outsourcing Scenario

Technology

Comarch Aurum Document Care system is based both on globally proven technologies and
on solutions developed for local markets. The system utilizes the following technologies:
:: FileNet – the Panagon family of products,
:: FileNet – the P8 family of products,
:: Oracle – Oracle Workflow
:: Oracle – Comarch Archive System
:: Lotus Notes – Comarch Logos

Comarch :: 7

Comarch is the biggest Polish IT systems integrator (Computer World TOP200 ranking, 2005)
and software house (the biggest Polish ERP systems provider, according to an IDC report,
2005). The company has been recognized by IDC as one of the most important new players
in the global OSS/BSS market. Comarch addresses its offer of integration services, IT systems
design and development, project management and customer service to telecommunications,
finance, banking and insurance sector, SMEs, industry, trade and services, and a public
sector. With its academic origins the company focuses on innovations, and thanks to nearly
15 years of experience, understands business requirements of the customers. Comarch was
founded in 1991, and is a publicly held company, quoted in Warsaw Stock Exchange since
1999. In its work the company uses ISO 9001:2000 quality standard, and is currently imple-
menting Software Capability Maturity Model.

References for Comarch Enterprise Content Management solutions:

Polkomtel :: PTC :: PTK Centertel (PR Dept.) :: Telefonia Dialog :: Bank Handlowy :: Citibank
:: PTE Bankowy :: Lucent Technologies :: Vatenfall Poland :: Credit Suisse Life&Pension
(PTE ad Life) :: Agencja Rynku Rolnego :: NAGROL :: WOLA-INFO S.A. :: Ukrainian Mobile
Communication :: Ahold Central Europe :: ING Bank :: NASK :: Philips Lighting
Headquarters
Comarch SA
Al. Jana Pawła II 39a
31-864 Kraków, Poland
phone: +48 12 64 61 000
fax: +48 12 64 61 100
e-mail: FIBA@comarch.com
Subsidiaries and offices
EUROPE Germany Dresden :: France Paris
:: Belgium Brussels :: Finland Helsinki
:: Slovakia Bratislava :: Russia Moscow
:: Ukraine Kiev
AMERICAS USA Miami :: Panama Panama City
MIDDLE EAST United Arab Emirates Dubai

www.comarch.com :: www.comarch.pl :: www.comarch.de :: www.comarch.ru