SharePoint and ECM – experience from the field

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Enterprise Content Management is again a very hot topic and SharePoint can be corner stone of your ECM strategy and implementation. In this session we will go through all parts of document/content …

Enterprise Content Management is again a very hot topic and SharePoint can be corner stone of your ECM strategy and implementation. In this session we will go through all parts of document/content lifecycle (capture, manage, store, preserve, workflow) with examples of implemented solutions in the region and live demo.

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  • 1. SharePoint and ECM – experience from the field ZVONIMIR MAVRETIĆ, EVISION / K2 ADRIATICS SHAREPOINT AND PROJECT CONFERENCE ADRIATICS 2013 ZAGREB, NOVEMBER 27-28 2013
  • 2. sponsors
  • 3. What is ECM? • Enterprise content management (ECM) is used to create, store, distribute, discover, archive and manage unstructured content (such as scanned documents, email, reports, medical images and office documents), and ultimately analyze usage to enable organizations to deliver relevant content to users where and when they need it. * • ECM covers nine main areas : • • • • • • • • • Business process management Digitization and content creation Document management Collaboration Records management Web content management Electronic forms Digital assets management Search *source: http://www.gartner.com/it-glossary/enterprise-content-management-ecm/
  • 4. Another view on ECM Records Management Collaboration CRM Support ERP Business Process Management Management LOB HR Knowledge Worker Enterprise Application Integration Finance Logistic Sales
  • 5. SharePoint Unified Platform Customers Internet presence Partners Enterprise Employees Division XML Web Services Team Individual Line of business app. (SAP, CRM, custom, …) • Single, enterprise ready solution that improves organizational effectiveness by: • Consistent experience - users, developers and administrators • Smart connections - people, teams, applications, processes, entities, organizations, etc. • Flexible setup - from bottom to top, centralized, all from one site to large farms
  • 6. Gartner Magic Quadrant for ECM – 2012 29.11.2013
  • 7. Why organization needs ECM? • To implement a standard way to managing digital and physical documents (capture, distribution, creation, output) across the organization. • To categorize documents and records with a common file plan for the entire organization • Set access rights to documents according to responsibilities and hierarchy, with the possibility for audit of access to documents. • To easier meet the existing and future legal obligations, and the different standardization requirements (ISO 9001/14001/22 000/27001, OHSAS, HACCP , IFS, BRC, NFS, ...) • Centralized archive with remote access that allows instant access to digital copies of documents, regardless of location, with no additional distribution costs. • Reduced costs of copying and printing with distribution of digital versions of documents • Removing the possibility of losing documents in “transport" • Instant search of the archive content and attributes/metadata • Easy integration with existing and future BPM applications (approval of incoming invoices, procurement process, contract management, session management, HR documentation, travel management, ...)
  • 8. OFFICEPOINT
  • 9. What is OfficePoint? • OfficePoint is a electronic records and document management system (ERDMS) based on SharePoint for managing electronic records and documents applicable to the public administration and the business environment. • It is fully compliant with current local laws in Croatia and Bosnia and Herzegovina • Supports MoReq 2/2010 - EU legislation. • The system supports a wide range of implementations, and allows organizations to gradually introduce the system depending on the capabilities for implementation automated way of doing business.
  • 10. Digitization of paper documents • Document separation with barcode
  • 11. Content linking through barcode Scanned document can be linked to record when new record is created, or automatic after record is created and document is scanned with bar code.
  • 12. Fast and reliable data entry All data input from a predefined lists are available through automatic completing or search without leaving the entry form.
  • 13. Content classification Documents are classified in cases and stored on SharePoint document libraries according to predefined classification.
  • 14. Advanced content types Depending on the selected content type additional data fields are available as well as automatic creation of Microsoft Word document from a template defined for that content type.
  • 15. Document collaboration Document created from predefined Word template has prepopulated classification, bar code, title, etc. and saved on SharePoint. Multiple users can work on one document at same time. No changes can be made after the document is singed.
  • 16. Full Microsoft Office integration All important record information is available directly in Word. All previous versions of document are available with option to compare between different versions.
  • 17. Overview of User Cases and Records Quick overview of all opened user cases and record on start screen, with different display for unread and read items.
  • 18. Case details
  • 19. Data changes history Each change creates a new version of the item being edited. Each modification of responsible person, shipment, stat us, archive etc. is recorded in a separate changes list.
  • 20. Advanced search Instant search of cases, and documents using full text search and meta data
  • 21. Archiving Archiving of cases and documents in physical archive with possibility to take it back to work.
  • 22. Access rights based on responsibilities and hierarchy • Advanced security mechanisms for managing user rights based on: • Organizational unit and role • Specific organizational units (administrative offices, archives) • Responsibility for a particular case or document • Administrative role in system
  • 23. Integration with business processes After record is created depending on classification, for example approval of received invoices process can be started.
  • 24. Approval of received invoices HT Mostar, Atlantic grupa, HAK, Grad Karlovac, Grad Zadar • Digitization of documents / stop the flow of physical documents. • Acceleration and simplification of the process • Increased transparency • access to all invoices in the process • analysis duration of the process • effectiveness analysis • Electronic approval • automatic connection to OfficePoint • connected to contract registry
  • 25. Register of contracts and purchase orders HT Mostar, Grad Karlovac • Digitization of documents / stop the flow of physical documents. • Acceleration and simplification of the process • Increased transparency • access to all invoices in the process • analysis duration of the process • effectiveness analysis • Electronic approval • automatic connection to OfficePoint • connected to received invoices
  • 26. eProcurement T-Hrvatski Telekom, HT Mostar • Manage the procurement process from receipt of the request to the signing of the contract. • Automated process covers all phases of the procurement process: • • • • • • • Request for Procurement Approval through hierarchy Tendering Technical and commercial evaluation Contracting Contract distribution Register of contracts
  • 27. eApproval System for approval authorization and delegation • Represents a generic platform to support business processes that require the approval of the hierarchy of the organization. • The implementation of the existing infrastructure of the organization system uses information about employees and the hierarchy of the organization's HR system • Accepts requests by employees in one organization must approve and own, the generic algorithm analyzes data and determines who goes in the hierarchy of the organization and under what circumstances may approve the request regardless of whether it was a serial or parallel manner approving. • The system has intuitive interface and allows you to delegate management of users' rights through the hierarchy for approval of certain types of requests and ensures that they always respect the rules of the organization hierarchy.
  • 28. OFFICEPOINT – APPROVAL OF RECEIVED INVOICES
  • 29. OfficePoint customers Government of the Republic of Croatia Croatian State Election Commission Government of Federation of Bosnia and Herzegovina Tax Administration of the Federation of Bosnia and Herzegovina City of Karlovac City of Zadar HT d.d. Mostar Hrvatska elektroprivreda d.d.. Croatian Auto Club Atlantic Grupa d.d.* Podravka d.d. * * In project
  • 30. questions? ZVONIMIR.MAVRETIC@EVISION.HR @ZVONIMIRM
  • 31. thank you. SHAREPOINT AND PROJECT CONFERENCE ADRIATICS 2013 ZAGREB, NOVEMBER 27-28 2013