Success Story_UniCredit Leasing_ Austria

Saving Costs and Time by Mastering Complex Processes with Digital Documents Harald Krouza, Joachim Wild Rome, May 20th 2010

UniCredit Leasing (Austria) GmbH Experience for more than 45 years History of UniCredit Leasing in Austria 2008: Change of company name into UniCredit Leasing due to the creation of the global group product line 1999: Merger of Bank Austria Leasing and CA-Leasing to Bank Austria Creditanstalt Leasing 2005: Member of UniCredit Group 1992: Merger of Österreichische Leasing and Alag Anlagen Leasing to CA-Leasing 1963: Österreichische Leasing GmbH was founded (1st Leasing-company in Austria)

UniCredit Leasing (Austria) GmbH at a glance: The leading leasing network in Austria and Europe Member of UniCredit Group, one of the leading banking groups in Europe UniCredit Leasing is the market leader in the Austrian leasing sector * About 17 % market share in Austria * Market leadership position in qualitative and quantitative term Growth-oriented Group strategy in Central and Eastern Europe Leading leasing network in CEE with a presence in 17 countries (top 3 position in 8 countries) More than 200.000 new contracts throughout the region * in terms of outstandings

Our understanding of service delivery “ One route to many goals” 3 Core products 3 Sales channel 3 Services
Vehicle
Equipment
Real estate
Bank Austria
Employed sales
Sales partner
Construction management
Insurance
Fleet management

The DMS-Project at UniCredit Leasing Austria (Gmbh)

The Situation in the Beginning
Large efforts in copying documents
Even larger effort for document filing, searching, accessing
Mulitple copies of files in various departments as well as copies of complete folders in UC leasing branches
Approx. 60.000 pieces of Mail/Year, of which aprox. 50% are invoices (accounts payable)
Approx. 2,5 km of folders in office at location Operngasse 21
Two parallel ongoing projects for introduction of SAP as well as Optimizing core leasing application. Parallel leading to very high usage of resources in the leasing departments and IT

Goals - Value
One uniform, customer- and contract-related Filing System for all customer- and leasing-related documents including incoming invoices (accounts payables)
Central storage of documents, location-independend access to all documents for all employees
Scanning before processing to achieve highest possible reduction of administrative efforts (copying, filing, searching) for the business professionals
Extraction of data from ‚unstructured‘ documents for check of consistency, data entry/indexing and further processing
Effort reduction in distributing paper mail
Ready to give quick advice to customers and co-workers
Reduction of archive storage area

WORKFLOW & INBOXES Group Inbox Pers. Inbox time & place independent access Creating, Import, Export, Receipt Office-Documents, E-Mails, Faxes PoL (Front End) LEA (Core system) LEASCO (Core system) Document transfer Data transfer Workflows Beschlagworten Ablegen Incoming mail centralized Operngasse 21 SCAN OFFICE SCANPOINT Invoices & automatic Validation Returning mail doc. „ Normal“ mail documents Scanning Extracting Validating Vali- dation Client / leasingcontract relevant documents und Incoming invoices ELECTR. ARCHIVE Scanning by Post AG Filing Sending

Inovoice workflow integrated into core system Invoice workflow in DMS 1.) Data transfer into core system 1 Core system „LEASCO“ 2 2.) Invoice Status reported into DMS 3 3.) Confirmation of Correctness

Timeline of the achieved successes 2006 2007 2008 2009
Electronic Archive and Ad-hoc Workflows
Extraction of addressee of invoices and suppliers’ data from incoming invoices
Afterwards beginning of scanning of existing paper files
Barcode processing for returning mail documents
Automatic validation
Electronic signature workflow
Further development of Archive and Workflow due to practical experience and process optimizations, part 1 – mainly user ergonomics
Extension of Archive and Workflow for Fleet Management business
Integrated workflow for incoming invoices – Extraction of invoice data and transfer to core system (Fleet Management)
Further development of Archive and Workflow, part 2
2010
Partial Outsourcing of Scanning to Scanpoint
Integrated workflow for incoming invoices for Leasing business
Upgrade to WeWebU OpenWorkdesk (Frontend) Version 2.5.2
Upgrade to Kofax KTM Version 4.5

Used Components
Software
Infrastructure-Software from IBM FileNet
For DMS and Archival: P8 Content Manager
For Workflow: P8 Business Process Manager
Solution framework WeWebU OpenWorkdesk
Modular framework for folder management and workflow
Extensible through plug-ins
Kofax Ascent Capture
Scanning, QA, Barcode Recognition , VRS, Validation, Release to P8
Kofax KTM 4.5
Extraction of data from documents
Hardware
Application is extremely business critical , therefore precautions for high availability and disaster recovery had to be taken
Two standard Intel Server with VMware ESX 3.0 in active/passive Configuration
Virtualisized Windows 2003 Server, which can be switched
JBoss as application server
SQL Server 2000 SP5
Replicated EMC Centera for compliant storage of documents

Our Experience
Organizational Challenges are bigger than the technical challenges
Must be combined with process optimization (before and after introduction)
Strong and active involvement of business professionals required
Timely and complete communication
Real improvement of efficiency only possible with scanning before processing
Success lies in the scan process
You must have a highly experienced solution provider
Continuous development – Step by Step

Our Solution Provider
RR Donnelley Document Solutions (Austria) GmbH
RRDDS (Austria)’s business focus is ECM - Enterprise Content Management, BPM - Business Process Management
providing FileNet-related products and services. Close partnership with IBM FileNet and several of IBM FileNet partners
In order to offer individual solutions to customers, RRD also relies on Solution partners for instance WeWebU et al.
Since 15 years FileNet Partner in Austria, more than 50 projects in Austria and CEE
Excellent reference sites
Solution oriented
Competent Contacts

Our Application Framework from WeWebU
WeWebU OpenWorkdesk
Suite of Applications for
Search and retrieval
eFile-Management
Case-Management
Zero Install MS-Office-Integration
For all IBM ECM repositories, JCR, CMIS
Ergonomic Web 2.0 Frontend
Enhances the productivity of employees („less clicks“, „Drag&Drop“,…)
Configuration instead of Programming…
WeWebU OpenECM-Framework
Acceleration of ECM-Projects
Low Total-Cost-of-Ownership
Optimal support of individual requirements
www.wewebu-software.com Visit WeWebU in the Expo Solution Centre

Contact
UniCredit Leasing (Austria) GmbH
1040 Wien
Operngasse 21
Tel. +43 5 05 88-0
Harald Krouza
+43 5 05 88 - 4365
[email_address]
Mag. (FH) Joachim Wild
+43 5 05 88 - 4367
[email_address]

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Success Story_UniCredit Leasing_ Austria

by WeWebU Software AG on May 25, 2010

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