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2009 Alcatel Lucent Forum Demat V1.4 Eng
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2009 Alcatel Lucent Forum Demat V1.4 Eng

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English version of the presentation done in Paris Forum

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    2009 Alcatel Lucent Forum Demat V1.4 Eng 2009 Alcatel Lucent Forum Demat V1.4 Eng Presentation Transcript

    • A Paperless Platform for the Alcatel- Lucent European Region Guillaume Hatt / Laurent Roche June 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Contacts Guillaume Hatt Alcatel-Lucent (Central Business process team) Senior Program Manager Mail : guillaume.hatt@alcatel-lucent.com Phone: +33390675045 Mobile : +33615270306 Laurent Roche Alcatel-Lucent (Central IT team) Paperless Program Manager Mail : laurent.roche@alcatel-lucent.com Phone : +33390676467 Mobile : +33615378487 2 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Agenda 1.Introduction : Alcatel-Lucent a Worldwide presence. 2.Paperless ? Our understanding of the fiscal and other Paperless Principles 3.Constraints, Risks & Opportunities identified during our initial study 4. What are we doing ? 3 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • 1 Introduction 4 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Alcatel-Lucent at a Glance Ben Verwaayen Chief Executive Officer  Worldwide Presence: More than 130 countries  Annual Revenues: €16.98 billion (2008)  Employees: More than 77,000  Employee Nationalities: More than 100 R&D PROFILE  Budget: €2.5 billion  Active Patents Held: More than 26,000  Patents Awarded in 2008: More than 2,700  Nobel Prizes Won: 6  More than 500 experts in ~100 worldwide standards organizations. Paris Global Headquarters 5 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • 2008 Market Share Highlights Broadband Access with 40,6% of DSL market share (1) and 46.4% of GPON (1) #1 Optics (Terrestrial and Submarine) with 22.2% of market share (2) CDMA with 42.4% of market share (1) Western Europe Enterprise Telephony with 17% of market share (3) #2 IP/MPLS Service Edge Routers with 19% of market share (2) #3 GSM/GPRS/EDGE Radio Access Networks with 10.8% of market share (1) W-CDMA with 14.6% of market share (1) Market shares in revenues for the full year 2008 (1) Dell’Oro Group (2) Ovum (3) Gartner Dataquest (July 2008) 6 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • (2008) Revenue by Region Revenue by Business Group* Services Europe Asia Pacific ~20% Enterprise ~19% ~35% ~10% ~16% Rest of ~70% the ~30% World North Carriers America *Reflects prior organizational structure. 7 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • 2 Paperless ? 8 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Origins Several origins for Alcatel - Lucent:  An increasing pressure from Customers to implement Fiscal Paperless Invoices on top of electronic exchanges.  An increasing Demand from Alcatel-Lucent Procurement to implement Fiscal Paperless Invoices on top of electronic exchanges with our Suppliers  The increasing necessity to implement the ERP Data archiving, to reduce the printing costs as well as going toward Green IT.  New needs, requirements & opportunities concerning other Fiscal documents (Tax declaraions, Customs declarations, Transport, ..)  Willigness to consolidate and rationalize the different solutions implemented through-out Europe and worldwide 9 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Origins 2 Analysis axes have been followed :  Fiscal paperless and Legal demands  Documents rendered paperless => Content management 2 work axes :  Worldwide study to understand the constraints and legal requirements per Regions  An IT Architecture study to settle the needed modules and features 10 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Fiscal & Legal Paperless •Authenticity of the origin and integrity of the document has to be guaranteed •Information as on the hardcopy + additional specific information required •Access and readability to the paperless document is guaranteed over the longest legal duration  European Community regulation The council directive came into force on January 1st 2004, from this date electronic invoice can substitute paper invoice. Consequently the fiscal & legal laws of the EU member states are being updated still as we speak.  North America SOX Regulation The SOX regulation is enforcing through its mandatory processes the equivalent requirements as the Paperless European regulation. The digital Original Proof stamp is NOT required.  South America Regulation First initial feedback show that high level requirements are closed to European ones with strong local specificities  Asia Pacific Regulation First initial feedback show that high level requirements are closed to SOX ones 11 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • European Focus • Definition is provided in the EU Council Directive 2001/115/EC of 20 December 2001 which aims at simplifying and harmonising the conditions for invoicing in respect of value added tax, and includes rules on e- Invoicing and archiving : • ―The sending of invoices ‗by electronic means‘, i.e. transmission or making available to the receiver and storage using electronic equipment for processing (including digital compression) and storage of data, and employing wires, radio transmission, optical technologies and other electromagnetic means‖. By definition no paper document is involved. 12 | e-Invoicing : Workshop | May 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • European Focus : Conditions for electronic archiving • Every taxable person shall ensure that copies of invoices issued by himself, by his customer, or in name and on his behalf, by a third party, and all the invoices which he has received are stored. The authenticity of the origin and integrity of the content of the invoices, as well as their readability must be guaranteed throughout the storage period. — The place of storage : Should be in any EU Member State for ALU — The period of storage : 10 years for ALU BP European scope (The storage period is defined by the individual Member State). — The format of storage : • Member States have the option to require storage in ‗original‘ format : e.g. invoices sent or received electronically, must be stored electronically in most Member States; • Member States have the option to require the storage of additional data. 13 | e-Invoicing : Workshop | May 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • A Definition of the Paperless and Fiscal Paperless To render a document paperless is transforming a flow of document, as well as the processes that are applied to it, into digital flows and processing. The paperless process objective is to transform the paper legal proof in an electronic legal proof You must be able at any time to manage the followings :  Flow  To prove you have sent or received the document  Content  To be compliant with the countries legal and fiscal requirements  Document  To provide the original content of the document  To provide it in a human readable format  Safe storage  To store safely the document during a legal period  To provide access to this document You must :  Establish a contract with the vendor or the customer 14 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Propriétés d‘une plateforme de dématérialisation Messages Partenaires Log Log Non – Litigation List Flow Multi readable format Fiscal Legal Certification Content Original Readable Integrity Certification Format Document Long time Storage Access History/log availability Safe storage 15 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Principes d‘Architecture Paper AL data Customer Invoice archiving archiving Customer Customer documents documents One ERP list list Customer Customer Certified Customer Customer Paperless Services Customer Customer AL data Vendor Customer archiving documents Vendors AL archiving Vendor Vendor Documents Documents list list Alcatel-Lucent system Certified Architecture Partner system Alcatel-Lucent Responsibility Partner Responsibility 16 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Documents Paperless Criteria : Core Business vs Contextual Criteria Type of Financial and legal Commercial & Operational Documents docs Technical docs Finance and Supply Chain docs Integrity management YES YES YES Proof of Integrity YES NO YES Authenticity Mngt YES YES YES Proof of Authenticity YES NO YES Confidentiality YES YES NO Legal Archiving YES NO YES 17 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Architecture external Communication ECM Archive Paperless 8 Enterprise Content Customer Services Management XYZ PlatformABC 5 Internet Non-Litigation B2B GW List 7 4 3 Signed Customer Non-Litigation Invoices Proof List Paperless Customer OneERP Mngt Services 6 EAI e-Signature Invoices BP Body Platform Readable Doc Functionnal 1 Proof Mngt 3 EDIGW 2 Log 9 Paperless Business Monitoring Customer Services Update VAN 5 TVW Platform DEF 18 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Architecture internal communication ECM Archive Customer Enterprise Content 8 7 Management Government @ Customer Invoices Accountancy Books Litigation List 6 1 4 Signed Customer Non-Litigation eDocs Proof Paperless Invoices List OneERP Mngt Services 5 EDIGW EAI & e-Signature BP Body Platform Accountancy Readable Doc 3 Books Proof Mngt 2 9 Business Monitoring Update 19 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • 3 Constraints, Risks & Opportunities 20 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Risks & Constraints By implementing a Worldwide our regional paperless plateform, we will avoid the following Business  Litigation with partners, even based on current contracts Legal & Fiscal  Non respect of local European legal laws in case we are required to go forward with Paperless Electronic exchanges with our Customers.  Penalties in case of altered content IT  multiplicity of Paperless platform driven by Partners requirements, local legislation, local initiatives, … 21 | Paperless study – executive summary| March 2008 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Opportunities ? Business  Economies of Scale  Pro-active behavior toward our Partners  Additional Competitive Advantages for Contracts negotiations  Improved Cash Flow and Credit Management situation  One Document Management System foundation, complete visibility on inbound and outbound on Electronic documentation. Legal & Fiscal  Enforced alignment with Legal & Fiscal regulations on a worldwide basis. IT  Co-Sourcing with Worldwide and / or Regional Partners thus reducing the specificities management inside ALU as well as ensuring to benefit from the Economies of scale of a Connection HUB  Faster and more efficient deployment 22 | Paperless study – executive summary| March 2008 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • 4 What is being implemented 23 | Paperless study – executive summary| March 2008 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Current IT Alcatel-Lucent Picture Numerous Platforms designed and implemented on a case-by-case basis. Internal Platforms External Platforms Numerous Standards, Protocols and Technologies adapted on a case-by-case basis. Difficulties and Costs increase for Maintenance Improvements Deployments Low Adaptability on Businesses evolutions as well as on Regulation evolutions 24 | Paperless study – executive summary| March 2008 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Alcatel-Lucent Current Market Analysis No REAL worldwide Paperless Actors (even less for Fiscal Paperless) Specialization of the Market Actors in certain Business Approach : Customer or Supplier oriented Flow or Document oriented Fiscal or Electronic Exchange oriented Standards and protocols oriented Business Model Actors‘ Business Models and Commercial proposals are targeting low and medium range of document volumes. Demand being well over the offer, there is NO investment into new or specific requirements nor features Implementation costs and Operation costs could be very high 25 | Paperless study – executive summary| March 2008 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Alcatel-Lucent Technical and Functional Requirements Fromour different functional and commercial requirements, the following scenarios or a MIX of these different scenarios will be used. Scenario 1 : Sending the signed original document PDF (non-structured); Scenario 2 : Traditional Business-to-Business with our Customers; Scenario 3 : Sending the signed original document / structured message Scenario 4 :Parallel sending of the signed original document PDF (non- structured) & sending the structured message to allow the data integration (Agreement on a Customer basis) Scenario 5 : Sending the original document / structured message(XML,…) 26 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Target Architecture for Alcatel-Lucent An Internal Platform designed and implemented on a GENERIC foundation. Numerous standards, protocols & technologies adapted on a case by case for the Extrenal communication needs. One Standard, One Protocol, One technologie for Internal communications. Capacity to manage the Fiscal Dematerialisation / Paperless rendering for the Customer Invoices, Accounting Books and other Fiscal reports toward Governments. Capacity to manage the Paperless documents through a Unified System of Document Mngt (Enterprise Content Management) Capcacity to manage and handle an Electronic Vault 27 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Des éléments concrets ! • Italie : Substitutive Conservation = replacement interne des archives papiers par des archives électroniques. Ceci est applicable aux factures clients, aux déclarations fiscales et comptables pour le gouvernement. PDF (non-structuré) signé en coffre-fort électronique. • Pologne : Facture électronique avec dématérialisation fiscale. XML (structuré) signé en coffre-fort électronique. • France : Facture électronique avec dématérialisation fiscale. PDF (non-structuré) signé en coffre-fort électronique. • Espagne : Facture électronique avec dématérialisation fiscale. Format gouvernemental spécifique XML (structuré) signé en coffre- fort électronique. • Allemagne : Facture électronique avec dématérialisation fiscale. PDF (non-structuré) signé en coffre-fort électronique. Les archives doivent être physiquement abritée dans le Land où est émise la facture • Mexique : Toutes les factures (papier ou électroniques) doivent être validée et approuvée par le gouvernement avant d‘être soumise au Client. Format gouvernemental spécifique XML (structuré) signé en coffre-fort électronique. • Brésil : Toutes les factures (papier ou électroniques) doivent être validée et approuvée par le gouvernement avant d‘être soumise au Client. Format gouvernemental spécifique XML (structuré) signé en coffre-fort électronique. 28 | Forum Dématérialisation| Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Questions ? Guillaume Hatt / Laurent Roche Juin 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Annexes A 30 | Paperless study – executive summary| March 2008 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • References : European Council Directives  Directive 1999/93/EC on a Community framework for electronic signatures  Council Directive 2001/115/EC on the conditions laid down for invoicing in respect of value added tax  Council Directive 2006/112/EC on the common system of value added tax 31 | e-Invoicing : Workshop | May 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • References : EU Expert Group on Electronic invoices (1/2) European Commission has set up an expert group on e-invoicing with the task to establish a European Electronic Invoicing Framework by 2009. The new expert group will build further on the report of the informal task force on e-invoicing. 6.4.2009 Feedback on comments received on the Mid-term Report of the Expert Group on e-Invoicing 24.3.2009 Code of Practice on Electronic Invoicing prepared and adopted by the Expert Group, and aimed at trading parties, solution providers and tax authorities 27.1.2009 Mid-term Report of the Expert Group Midday Express, MEX/09/0205 : On 27 January 2009 the Expert Group on e-invoicing, set up by the Commission, adopted its mid-term report. The report outlines the progress made during the first year of the group's mandate and represents an important step towards a European Electronic Invoicing Framework which the Expert Group will develop until the end of 2009. 32 | e-Invoicing : Workshop | May 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • References : EU Expert Group on Electronic invoices (1/2) Meetings in 2009: 26-27 January 24-25 February 24-25 March 26-27 May 23-24 June 24-25 September 12-13 November June 2008 Status Report of the Expert Group 7.11.2007 Setting up of the Expert Group on e-Invoicing 33 | e-Invoicing : Workshop | May 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Reference : Conditions for electronic invoicing (1/2) • For electronic invoicing to be VAT-compliant, there are three major conditions laid down in the Directive: • — Acceptance by the customer: the customer should be able to decide whether to accept or decline electronic invoicing by his supplier, in case he does not wish to receive electronic invoices. • — Authenticity of origin and integrity of content must be guaranteed. This can be achieved by means of: • An advanced electronic signature (AES). Some Member States allow for an advanced electronic signature to be requested based on a qualified certificate and created by means of a secure signature-creation device. • Electronic Data Exchange (EDI, XML,…). Some Member States have opted to require an additional paper recapitulative statement. • Other means - not all Member States accept electronic means other than electronic signatures or Electronic Data Exchange. 34 | e-Invoicing : Workshop | May 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Reference : Conditions for electronic invoicing (2/2) • — The invoice must contain mandatory items of information with the possibility of some additional items in specific circumstances. • Remarks :  Electronic Data Exchange means the term ―EDI‖ in the Directive 2001/115/EC. It should have the widest possible meaning of formatted exchanges, not dependent on a specific ―technology‖ (EDIFACT, X-12, XML…) nor limited to specific international, national or sector standards.  The main difference between the first two options is that the « Electronic Data Exchange » option defines integrity and authenticity as a function of the entire « Electronic Data Exchange » system, including agreements. Therefore, the entire system must be documented and potentially audited to establish compliance. By contrast, electronic signature allows tax autorities to verify the integrity & authenticity by checking the signed e- invoicing document.  In addition to these mandatory items of information, national VAT legislation can require additional items, which in fact are contrary to the European e-Invoicing directive (In Poland, Total amount due in figures and words for instance) 35 | e-Invoicing : Workshop | May 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Reference : Conditions for electronic archiving (1/2) • Every taxable person shall ensure that copies of invoices issued by himself, by his customer, or in name and on his behalf, by a third party, and all the invoices which he has received are stored. The authenticity of the origin and integrity of the content of the invoices, as well as their readability must be guaranteed throughout the storage period (Council Directive 2001/115/EC, art 2(2)(d)). • — The place of storage • Any EU Member State, if there is online access to the data. • Outside the EU, if there is online access to the data and the country where you are storing invoices respects European Data Protection principles. Even then Member States can exclude this if there is no mutual assistance Agreement with the latter country. Some Member States do not allow storage outside the EU. — The period of storage • The storage period is defined by the individual Member State. 36 | e-Invoicing : Workshop | May 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Reference : Conditions for electronic archiving (2/2) — The format of storage • Member States have the option to require storage in ‗original‘ format: e.g. invoices sent or received electronically, must be stored electronically in most Member States; • Member States have the option to require the storage of additional data. 37 | e-Invoicing : Workshop | May 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • Electronic signature (EU Directive 1999/93/EC) Electronic Signature Shall be data in electronic form that are attached to other electronic data or logically linked to them and used for authentication; Advanced Electronic Signature Shall be electronic signature as 1. above that a) are exclusively assigned to the owner of the signature code b) enable the owner of signature code to be identified c) are produced with means which the owner of the signature code can keep under his sole control and d) are so linked to the data to which they refer that any subsequent alteration of such data may be detected; Qualified Electronic Signature Shall be electronic signatures as in 2. above that a) are based on a qualified certificate valid at the time of their creation and b) have been produced with a secure signature-creation device 38 | e-Invoicing : Workshop | May 2009 All Rights Reserved © Alcatel-Lucent 2006, 2008
    • www.alcatel-lucent.com 39 | Presentation Title | Month 2006 All Rights Reserved © Alcatel-Lucent 2006, 2008