Building More Efficient Workplace


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Building More Efficient Workplace using Newgen's Document Management and Scanning Solutions.

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Building More Efficient Workplace

  1. 1. Building Efficient Workplace<br /> Manojit Majumdar, Vice President – Channels - WW<br />
  2. 2. Newgen at A Glance<br />More than 19 Years of Business Process Management, <br />Document Management & Imaging Experience<br />More than 800 BPM & DMS installations across 40 <br />countries<br />100 mission-critical Cross-Industry deployments.<br />Credited with some of the world’s largest deployments.<br />Among the top 5 organizations in the world to be in the magic quadrant of Gartner for ECM and BPM<br />Aiming to setup partner network in 40 countries<br />Investors<br />
  3. 3. Rare Product company to be in both ECM & BPM Magic Quadrants<br />ECM MQ 2010<br />“Newgen has developed a strong presence in EMEA as a vendor of transactional content platforms for large financial services institutions and business process outsourcers. Strong leadership and key accounts management, relevant technology and a services partner program that is paying global dividends ….”<br />Source: Gartner ECM MQ 2010<br />BPM MQ 2010<br />“Newgen brings strong support for content interactions within the process (due to its heritage in the ECM market). <br /><ul><li>OmniFlow is proved for large-volume, document-centric workflows.
  4. 4. Newgen has a good focus on and an understanding of BPM needs in emerging geographies.
  5. 5. Newgen consultants are well-trained in the design and architecture of solutions using Newgen's BPMS.”</li></ul>Source: Gartner BPMS MQ 2010<br />
  6. 6. Global Installation Base<br />Middle East<br />Bahrain Oman<br />Qatar Saudi Arabia<br />Jordan Kuwait<br />UAE<br />The Americas<br />USA<br />Bermuda<br />Caribbean<br />Mexico<br />Asia<br />Malaysia China<br />Pakistan Hong Kong<br />Philippines India<br />Indonesia Japan<br />Singapore Thailand<br />Australia Newzealand<br />Africa<br />Egypt Namibia<br />Ghana Nigeria<br />Kenya South Africa<br />Libya Tanzania<br />Mauritius <br />Europe<br />Austria Germany <br />Cyprus Lithuania <br />Czech Slovakia<br />Denmark UK<br />Finland <br />
  7. 7. Some of Our Customers<br />Banking & <br /> Finance<br /> Insurance<br />BPO & Shared Services<br />Telecom<br />Others<br />
  8. 8. SAP Image Enablement Connector<br />SAP Connector to associate Images stored in DMS with SAP Objects. Associated Images can be accessed from SAP GUI.<br />Newgen’s Shrink Wrap Products<br />Scanning & Distributed Capture<br />Tool for bulk & distributed scanning of paper documents. OmniScan can carry out scanning of documents in bulk in form of batches and export them to OmniDocs.<br />Document Management System<br />Platform for enterprise document archival & record management.<br />
  9. 9. OmniScan – Batch Scanning, indexing and image enhancement<br />0<br />Prepare for Scanning (Sorting)<br />OmniDocs<br />Electronic Document Images/Pre-Scanned Document Images<br />Server<br />2<br />Indexing<br />3<br />Upload to <br />DMS Server<br />Users View Documents<br />Internet<br />Intranet<br />Users View Documents<br />
  10. 10. 0<br />Prepare for Scanning (Sorting)<br />At Scan Station, it is recommended that scanning agents sorts the documents in pre defined sequence.<br />Blank Page Separator<br />Scanning agents can also insert blank page separators between sets of each document type.<br />The same logic of document sequencing and blank page separator can be built in OmniScan for auto separation of documents<br />Once the sorting and sets are complete, the Scanning will be performed using Newgen OmniScan<br />
  11. 11. 0<br />Prepare for Scanning (Sorting)<br />
  12. 12. 0<br />Prepare for Scanning (Sorting)<br />Scanned images will be queued in OmniScan for Indexing<br />
  13. 13. 0<br />Prepare for Scanning (Sorting)<br />Auto allocation of documents as per the pre-defined document sequencing<br />Indexing form<br />Thereafter Images can be directly exported to OmniDocs (DMS Server). The export can be configured to be in TIFF or PDF format.<br />
  14. 14. 0<br />Prepare for Scanning (Sorting)<br />OmniDocs<br />Secured Storage<br />Server<br />Scanned Documents along with Indexed Data is Uploaded to OmniDocs (Document Management System)<br />OmniScan<br />
  15. 15. Image Cleaning and Enhancement<br />Auto/manual De-skew support<br />Automatic removal of speckles from image<br />Removal of unwanted border as a result of scanning a photocopied document<br />Rotation of images from landscape to portrait<br />Removal of horizontal and vertical lines of given thickness<br />
  16. 16. OmniDocs – End User Desktop<br /><ul><li> File Documents in Folder Hierarchy.
  17. 17. Document Operations like Add, Modify, Delete etc.
  18. 18. Check-In, Check-Out & Versioning.
  19. 19. Rights on Folders & Documents.</li></li></ul><li>OmniDocs - Search<br /><ul><li>Also Search on Document Properties like modified date, created date, accessed date, document name, author, keywords and owner and size etc.</li></li></ul><li>OmniDocs Document - Viewer<br /><ul><li>View Document’s generic properties, data class indexes.
  20. 20. Apply Annotations & Notes</li></li></ul><li>N-Tier Architecture, Scalable as Users & Load Increases<br />Multi Lingual – Unicode Compliant<br />Enterprise class scalability & Multilingual support<br />Application Server<br />Web Server<br />Storage<br />Storage<br />Storage<br />Storage<br />Storage<br />Storage<br />Application Server<br />Web Server<br />Storage<br />Storage<br />Storage<br />Application Server<br />Database<br />Database<br />Database<br />Web Server<br />
  21. 21. Starting Point : Using OmniScan & OmniDocs<br />Global Entertainment Organization : Use it for archival of Financial documents, legal documents, vendor related documents, lease agreements, contract documents.<br />Product : 20 User license of OmniDocs and OmniScan for six years now<br />A Real Estate organization – They are builders and into real estate business. All documents starting from booking to possession gets scanned and stored for reference.<br />Product: 5 User OmniScan and OmniDocs for the past two years<br />NGO in Wild Life: This is for keeping track of all paper clippings for future reference.<br />Product: 5 user license of  OmniDocs and OmniScan for past 3 years.<br />Police Organization –Store information on people whom they want to track over a given period of time. Also track important events<br />Product : 5 User License of OmniScan and OmniDocs for the last 6 years<br />Paints and Chemicals: Manuals of different processes and managing confidential documents.<br />Product : 20 User License of OmniDocs and OmniScan<br />
  22. 22. Starting Point – Using OmniScan & OmniDocs<br />A Bank : Scan and store the vendor PO’s. Managing documents for quality surveillance audit.<br />Product : 5 user license of OmniDocs and OmniScan<br />Any Banking or Non Banking Financial Institution : Information related to KYC (Know your Customer), Account Opening, Loan Documents<br />Product : 5 user license of OmniDocs and OmniScan.<br />Management Institute : Manage clippings of important articles and allow the students to view them sitting across the campus.<br />Product : 50 user of OmniDocs since 2003.<br />Boarding School : They store all students history and maintain that for future reference. This also includes their medical history.<br />Product : 10 User license of OmniScan and OmniDocs since 2003.<br />Telecom: Invoices and all HR related documents are archived.<br />Product : 10 user license of OmniDocs and OmniScan since 2008. <br />Telecom :They basically manage CAF – customer application form through this.<br />Product: 10 user license of OmniScan and OmniDocs since 2004. <br /> <br />
  23. 23. Employees from different Departments access SAP System for various Transactions<br />Databas<br />Application Server<br />Database Server<br />
  24. 24. These Documents generally move Physically between various Employees.<br />Databas<br />Application Server<br />Database Server<br />
  25. 25. These Documents generally move Physically between various Employees<br />Departments<br />Production<br />Purchase<br />Finance & Accounts<br />Quality<br />
  26. 26. Unit -2<br />These Documents generally move Physically between various Employees<br />Departments<br />& Locations<br />Unit -3<br />Unit -1<br />HQ<br />
  27. 27. Challenges<br /><ul><li> Manual paper handling
  28. 28. Time & Resource Wastage
  29. 29. Long Hold or Wait periods
  30. 30. Documents Duplication
  31. 31. Documents are lost or stolen
  32. 32. Documents are Misfiled
  33. 33. Audit & Compliance Issues
  34. 34. Difficult to search and retrieve documents
  35. 35. Difficult to link related documents
  36. 36. Wastage of resources in document copying & distribution to multiple people
  37. 37. Time consuming & rigorous document tracking</li></ul>Databas<br />Application Server<br />Database Server<br />
  38. 38. To over come these, some organizations Attach electronic copies of documents to their SAP system.<br />Database<br />Health Check<br />Processor Speed<br />System Load<br />Database Size<br />156.9GB<br />Databas<br />Application Server<br />Database Server<br />
  39. 39. But this can increase the size of Database servers.<br />Database<br />Health Check<br />Processor Speed<br />System Load<br />Database Size<br />15.9 TB<br />Application Server<br />Database Server<br />Database Server<br />And Reduce the Performance Drastically<br />
  40. 40. Challenges<br /><ul><li> Huge Databases Size
  41. 41. Drastic reduction in Database performance
  42. 42. Inability to retain older data Online for longer periods
  43. 43. Long & Slower Database Backups
  44. 44. Direct increase in Back Up Cost (Tape Drives etc)
  45. 45. Documents are accessible only through SAP GUI
  46. 46. Tedious process of one-by-one linking documents by individuals
  47. 47. Inability to store Non-SAP documents.
  48. 48. No provision for Departments not using SAP.</li></ul>Database<br />Health Check<br />Processor Speed<br />System Load<br />Database Size<br />15.9 TB<br />Application Server<br />Database Server<br />Database Server<br />
  49. 49. With Newgen’s Document Archival System for SAP, users can simply attach documents with various SAP Business Objects<br />Document<br />Archival System<br />SAP Certified Connector<br />But all the documents will be stored in the Backend Document Archival System<br />Databas<br />Application Server<br />Database Server<br />
  50. 50. Thus Leveraging Faster and Leaner Database<br />Document<br />Archival System<br />Database<br />Health Check<br />SAP Certified Connector<br />Processor Speed<br />System Load<br />Database Size<br />Databas<br />156.9 GB<br />Application Server<br />Database Server<br />
  51. 51. Also Newgen’s Scan & Post engine facilitates CentralizedBulk Scanning & Indexing of documents.<br />Document<br />Archival System<br />SAP Certified Connector<br />Databas<br />Application Server<br />Database Server<br />
  52. 52. Based on the indexed Data, the documents get directly linked to designated SAP Business Objects<br />Document<br />Archival System<br />SAP Certified Connector<br />Databas<br />Application Server<br />Database Server<br />
  53. 53. SAP Business users can directly View the documents from SAP GUI, linked to the specified Business Objects<br />Document<br />Archival System<br />SAP Certified Connector<br />Databas<br />Application Server<br />Database Server<br />
  54. 54. Scanning work can be performed by a less expensive resource, or can even outsourced.<br />Document<br />Dedicated scanning agent will be more Productive , Efficient and Faster.<br />Archival System<br />A Study shows on an average every Business User waste 6.5 Hours per Week in various document handling, copying & searching activities.<br />Thus increases over all productivity of the Business Users<br />SAP Certified Connector<br />Also documents linked directly to SAP business objects, solves various compliance and auditing issues.<br />Databas<br />Application Server<br />Database Server<br />
  55. 55. Apart from viewing Documents from SAP GUI, authorized Users can even directly Search, View & Attach documents from Newgen Document Archival System’s GUI<br />Document<br />Archival System<br />
  56. 56. This Facilitates users to view documents even without opening SAP GUI.<br />Document<br />Allows Users /Departments, not using SAP system to Archive there Documents.<br />Archival System<br />Acts as a common repository for both SAP and Non-SAP Documents<br />Saves SAP licensing cost, for certain Users for various document viewing and attaching needs.<br />
  57. 57. Starting Point – Using SAP Image Connector<br />Organization selling Earth Moving Equipments: Managing order processing and Vendor payment process. Linked it with SAP to see the documents on a click.Scanning is done at multiple locations and viewing of the same can be done in the department concerned. Productivity of the sales team went up and errors in delivery and vendor payment reduced.<br />Product : OmniDocs, OmniScan and SAP Image Enablement<br />Manufacturing Organization with 32 offices: SAP streamlined the processes however access of documents for different aspects of business remained a challenge. The solution helped resolve the solution. <br />Product :OmniDocsand OmniScanand SAP Image enablement solution<br /> <br />
  58. 58. SAP Image Enablement & Enterprise Document Archival<br />Newgen Partner Portal<br />Visit<br />Click on Register Now<br />
  59. 59. THANK YOU<br /><br />Ph: +91 11 407 73 791<br />