Success Story_UniCredit Leasing_ Austria

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UniCredit Leasing is the number one leasing company in Austria. Drowning in paper, wasting a lot of time in copying, filing and passing around paper they decided to automate their archive, mailroom and business processes. Utilizing IBM FileNet P8, WeWebU's OpenWorkdesk solution framework and a well thought-out project plan, the company was able to move to a mostly automated handling of lease contracts as well as incoming invoices, also integrated into their core systems. Key success factors for this showcase are analyzed. Many solutions for problems in this challenging mixed organizational and technical environment are presented for this - now absolutely business critical - application within a widespread and complex business environment.

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Success Story_UniCredit Leasing_ Austria

  1. 1. Saving Costs and Time by Mastering Complex Processes with Digital Documents Harald Krouza, Joachim Wild Rome, May 20th 2010
  2. 2. 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)
  3. 3. 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
  4. 4. Our understanding of service delivery “ One route to many goals” 3 Core products 3 Sales channel 3 Services <ul><li>Vehicle </li></ul><ul><li>Equipment </li></ul><ul><li>Real estate </li></ul><ul><li>Bank Austria </li></ul><ul><li>Employed sales </li></ul><ul><li>Sales partner </li></ul><ul><li>Construction management </li></ul><ul><li>Insurance </li></ul><ul><li>Fleet management </li></ul>
  5. 5. The DMS-Project at UniCredit Leasing Austria (Gmbh)
  6. 6. The Situation in the Beginning <ul><li>Large efforts in copying documents </li></ul><ul><li>Even larger effort for document filing, searching, accessing </li></ul><ul><li>Mulitple copies of files in various departments as well as copies of complete folders in UC leasing branches </li></ul><ul><li>Approx. 60.000 pieces of Mail/Year, of which aprox. 50% are invoices (accounts payable) </li></ul><ul><li>Approx. 2,5 km of folders in office at location Operngasse 21 </li></ul><ul><li>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 </li></ul>
  7. 7. Goals - Value <ul><li>One uniform, customer- and contract-related Filing System for all customer- and leasing-related documents including incoming invoices (accounts payables) </li></ul><ul><li>Central storage of documents, location-independend access to all documents for all employees </li></ul><ul><li>Scanning before processing to achieve highest possible reduction of administrative efforts (copying, filing, searching) for the business professionals </li></ul><ul><li>Extraction of data from ‚unstructured‘ documents for check of consistency, data entry/indexing and further processing </li></ul><ul><li>Effort reduction in distributing paper mail </li></ul><ul><li>Ready to give quick advice to customers and co-workers </li></ul><ul><li>Reduction of archive storage area </li></ul>
  8. 8. 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
  9. 9. 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
  10. 10. Timeline of the achieved successes 2006 2007 2008 2009 <ul><li>Electronic Archive and Ad-hoc Workflows </li></ul><ul><li>Extraction of addressee of invoices and suppliers’ data from incoming invoices </li></ul><ul><li>Afterwards beginning of scanning of existing paper files </li></ul><ul><li>Barcode processing for returning mail documents </li></ul><ul><li>Automatic validation </li></ul><ul><li>Electronic signature workflow </li></ul><ul><li>Further development of Archive and Workflow due to practical experience and process optimizations, part 1 – mainly user ergonomics </li></ul><ul><li>Extension of Archive and Workflow for Fleet Management business </li></ul><ul><li>Integrated workflow for incoming invoices – Extraction of invoice data and transfer to core system (Fleet Management) </li></ul><ul><li>Further development of Archive and Workflow, part 2 </li></ul>2010 <ul><li>Partial Outsourcing of Scanning to Scanpoint </li></ul><ul><li>Integrated workflow for incoming invoices for Leasing business </li></ul><ul><li>Upgrade to WeWebU OpenWorkdesk (Frontend) Version 2.5.2 </li></ul><ul><li>Upgrade to Kofax KTM Version 4.5 </li></ul>
  11. 11. Used Components <ul><li>Software </li></ul><ul><li>Infrastructure-Software from IBM FileNet </li></ul><ul><ul><li>For DMS and Archival: P8 Content Manager </li></ul></ul><ul><ul><li>For Workflow: P8 Business Process Manager </li></ul></ul><ul><li>Solution framework WeWebU OpenWorkdesk </li></ul><ul><ul><li>Modular framework for folder management and workflow </li></ul></ul><ul><ul><li>Extensible through plug-ins </li></ul></ul><ul><li>Kofax Ascent Capture </li></ul><ul><ul><li>Scanning, QA, Barcode Recognition , VRS, Validation, Release to P8 </li></ul></ul><ul><li>Kofax KTM 4.5 </li></ul><ul><ul><li>Extraction of data from documents </li></ul></ul><ul><li>Hardware </li></ul><ul><li>Application is extremely business critical , therefore precautions for high availability and disaster recovery had to be taken </li></ul><ul><li>Two standard Intel Server with VMware ESX 3.0 in active/passive Configuration </li></ul><ul><li>Virtualisized Windows 2003 Server, which can be switched </li></ul><ul><ul><li>JBoss as application server </li></ul></ul><ul><ul><li>SQL Server 2000 SP5 </li></ul></ul><ul><li>Replicated EMC Centera for compliant storage of documents </li></ul>
  12. 12. Our Experience <ul><li>Organizational Challenges are bigger than the technical challenges </li></ul><ul><li>Must be combined with process optimization (before and after introduction) </li></ul><ul><li>Strong and active involvement of business professionals required </li></ul><ul><li>Timely and complete communication </li></ul><ul><li>Real improvement of efficiency only possible with scanning before processing </li></ul><ul><li>Success lies in the scan process </li></ul><ul><li>You must have a highly experienced solution provider </li></ul><ul><li>Continuous development – Step by Step </li></ul>
  13. 13. Our Solution Provider <ul><li>RR Donnelley Document Solutions (Austria) GmbH </li></ul><ul><li>RRDDS (Austria)’s business focus is ECM - Enterprise Content Management, BPM - Business Process Management </li></ul><ul><li>providing FileNet-related products and services.  Close partnership with IBM FileNet and several of IBM FileNet partners </li></ul><ul><li>In order to offer individual solutions to customers, RRD also relies on Solution partners for instance WeWebU et al. </li></ul><ul><li>Since 15 years FileNet Partner in Austria, more than 50 projects in Austria and CEE </li></ul><ul><li>Excellent reference sites </li></ul><ul><li>Solution oriented </li></ul><ul><li>Competent Contacts </li></ul>
  14. 14. Our Application Framework from WeWebU <ul><li>WeWebU OpenWorkdesk </li></ul><ul><ul><li>Suite of Applications for </li></ul></ul><ul><ul><ul><li>Search and retrieval </li></ul></ul></ul><ul><ul><ul><li>eFile-Management </li></ul></ul></ul><ul><ul><ul><li>Case-Management </li></ul></ul></ul><ul><ul><li>Zero Install MS-Office-Integration </li></ul></ul><ul><ul><li>For all IBM ECM repositories, JCR, CMIS </li></ul></ul><ul><ul><li>Ergonomic Web 2.0 Frontend </li></ul></ul><ul><ul><li>Enhances the productivity of employees („less clicks“, „Drag&Drop“,…) </li></ul></ul><ul><ul><li>Configuration instead of Programming… </li></ul></ul><ul><li>WeWebU OpenECM-Framework </li></ul><ul><ul><li>Acceleration of ECM-Projects </li></ul></ul><ul><ul><li>Low Total-Cost-of-Ownership </li></ul></ul><ul><ul><li>Optimal support of individual requirements </li></ul></ul>www.wewebu-software.com Visit WeWebU in the Expo Solution Centre
  15. 15. Contact <ul><li>UniCredit Leasing (Austria) GmbH </li></ul><ul><li>1040 Wien </li></ul><ul><li>Operngasse 21 </li></ul><ul><li>Tel. +43 5 05 88-0 </li></ul><ul><li>Harald Krouza </li></ul><ul><li>+43 5 05 88 - 4365 </li></ul><ul><li>[email_address] </li></ul><ul><li>Mag. (FH) Joachim Wild </li></ul><ul><li>+43 5 05 88 - 4367 </li></ul><ul><li>[email_address] </li></ul>

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