DocLogix for finance
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DocLogix - business process management solution for financial institutions that transforms company process management from paper-based to paperless.
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DocLogix for finance
- 1. Electronic document managementsolution2011-03-31Vilnius DocLogix, www.doclogix.eu
- 2. Whether it happens that... ...it is difficult to FIND documents, information quickly? ...you WAIT too long untilyoururgent decision document project is approved? ...documentsARE LOST? ...you‘reSEARCHING too long for the latest valid document version? ...documents LAY DOWN on the table for too long?
- 3. Core idea
- 4. AboutcompanyDocLogix Document management solutions vendor Over16years of know-how More than 20000 users The team of experts, consultants and programmers Internationalnetworkof sertified partners Geography of activity LeaderinLithuania, Latvia, EstoniaandPoland Expanding toRussia, EU, Ukraine Professional Services Consulting Audit Trainings
- 5. DocLogixexperience DocLogixisusedin: Publicinstitutions Finance Manufacturing Services Utilities Other
- 6. DocLogixcustomers Lietuvos Respublikos Prezidento kanceliarija
- 7. BANKS Swedbank (2000) DnBNord (1500) INSURANCE Seesam(165) BTA apdrošināšana (200) Balvaapdrošināšana (40) Outstanding projects
- 8. DocLogix DocLogix solution for banks:
- 9. Document endorsement and approval Approves and signs the document Endorses document project Prepares document project Registers and distributes the document Provides for endorsement Provides endorsement feedback Office Director Department manager,other managers Specialist Providesfor approval Providesfor registration and distribution
- 12. Transportation, courier costs
- 14. You don‘t know the person who currently possesses original document copy
- 15. It is not always clear what is the list ofpersons that should be involved into document endorsement
- 16. Document project originals are lost
- 17. Outdateddocument copies appear - risk to approve a wrong document version
- 18. Document preparationdoes not meet deadlines
- 19. Sometimes you have to work overtime to catch up missed commitmentsProvides endorsement feedback Provides for endorsement Office Director Department manager,other managers Specialist Providesfor approval Providesfor registration and distribution Document endorsement and approval Walking, driving, post, fax, courier Subdivisions
- 21. Decision-making speed is maximized
- 22. Working hours are used effectively
- 24. Status of all organization documents and personel activities is always clear and transparent
- 25. You standardize and always know the list of endorsing persons
- 26. No lost documents
- 27. You always work with the latest version of a document project
- 28. You can manage document execution, control urgeness and avoid delaysProvides endorsement feedback Office Director Department manager,other managers Specialist Providesfor approval Providesfor registration and distribution Document endorsement and approval Passing electronic tasks with a link to a scanned electronic document
- 29. Results Modern administration Better information usage Saving of working hours, paper, trasportation Traceability of personnel actions Task assignment, delegation and execution control
- 31. Functionality DocLogix solution will help you managethe following organizational activities: Endorse/approve documents within the organization; Make effective operating decisions; Assignsubordinates to tasks; Store and register documents; Familiarize employees with documents formally; Transparently see execution progress and control it.
- 33. Decrees
- 34. Orders
- 35. Authorizations
- 36. Meeting minutes
- 38. Incoming / outgoing letters
- 39. Price-lists for VIP customers
- 45. Mortgage bonds
- 46. Acts
- 47. Reports
- 51. Manager work desktop Work desktop formanager – e-mail system Visa/approval, subordinate assignment, control
- 52. Manager work desktop Work desktop formanager – e-mail system Visa/approval, subordinate assignment, control
- 53. Manager work desktop Work desktop for manager – e-mail system Visa/approval, subordinate assignment, control
- 55. Workflow management Document endorsement and approval
- 56. Workflow management Document endorsement and approval
- 57. Registrar work desktop Full view of documents status and full control Information and control means at hand
- 58. Portal functionality Organization news and important information Employee tasks and urgent documents
- 59. Mobile working Possibility to work out off office Mobile e-signature
- 60. DocLogix Give your organization a boost:
- 61. WhyDocLogix?
- 63. Increased decision making speed
- 66. Time savings on document registration, approval and signing;
- 67. Reduced cost of documents printing and documents archiving.2000 users
- 68. Customers aboutDocLogix “Both technological and economical factors were important when choosing the new system. The new DocLogix system will cost less and will be expanded to more work places”,- dr. Hinrich Holm, Member of the Board DnB Nord Bank
- 69. Customers about Doclogix “When we implemented the system and started using its e-signature functionality, we quite soon discovered that the document management processes in our bank have became much more efficient – the process of collecting visas, document approval and signing has been shortened, printing and archiving costs has been reduced. In addition, it is especially important for us that,with the help of the system,documents can be signed even if being in another country”,- Gintaras Rakauskas, Head of Administrative division Swedbank
Editor's Notes
- THERE HAS BEEN SHOWN THAT ELECTRONIZATION of document management brings measurable BENEFITS/ Gartner researchNote: Gartner declares 15% productivity on the ovarall company effect. The 80% productivity increase is measured in decision approval time (discussed in presentation slides later)
- DocLogix – electronicdocumentmanagementsolutiontransferingtraditionaldocumentmanagementinpaperform to electronicmanagementofdocuments. Easyworkingwithelectronicdocuments:preparation, adjusment, collectionofsignatures (vizas), approvalofdocuments/letters. Letter/Documentregistrationandclassifiedstorageforalldocuments. Ensures:Efficiency- faster decision-makingControl- always clear status of paper, you have posibility to manage situation.Standartization – standartizuoti ir vieningi darbo principai, darbuotojų apmokymas.achievedeconomicbenefits: fasten the process of decision making- crucial for the business,savedtime, resources, expences
- Let’s have a look at the document preparation, collectingvizas, and approvalprocess:Specialist (manager or other employee) prepares the first version of the document project: Order, ordinance, decree about the VIP customers; Agrees document project is agreed and receives visas from their supervisor and all other interested personsIf notes for changes appears, process is repeated – updated version of document project is prepared, which is passing for approval againAfter approval of document by all involved persons, document project is passing on to director- to approve and sign. After endorsement document is recorder in Register and distributed/passed on according to the distribution list (to the outside and / or internal staff).In Swedbank the process of approval (collection of signatures) of a document (decision making) gets shorter from 2 weeks to 2 days, and in case of emergency and using a telephone – to 2 hours.
- Letslook how that happens in a paper world:In a small organization with 10 people, passing of a document is simple – we hand it over to a colleague that sits next to us. But as the organization grows and the number of employees, rooms, building floors, buildings increases, the organization can also have headquarters in several cities or even abroad – passing of a hardcopy document becomes inefficient.In a big organization a document between participants is passed physically – by walking from room to room, from floor to floor, driving between headquarters (for collecting a document from a box), by fax, post or courier.The document passing chain in a big organization is more complicated (than indicated in the slide) – more hierarchic levels are involved for appointing a specialist (e.g. the Ministry of Economy has up to 6 hierarchic levels). It also includes passing of documents between offices in different headquarters.Such organisations encounter the following problems (listed in the slide):Control and performance problemsUnclear status of the document in question – is it being performed? late? just lies on the tables of a person who is on vacation?The person currently holding the document is not clear.Sometimes documents are lost. Though nobody wants to speak about it directly, but statistics shows that up to 6% of documents are lost.In case of copying, faxing of documents, many copies of documents are made which may start manifesting certain differences. And finally, the document may be not answered on time, be late or not answered at all. In the absence of a control tool, generally it is not even possible to state whether documents are answered in time, whether they are answered at all, what the statistics of the organization is and what can be improved. Efficiency problemsInefficient use of working hours – they are wasted on driving, physical passing of documents, search for information, finding of documents.In case of driving, using courier services, faxing, the organization incurs direct expenses for passing of documents.With such inefficient work, the duration of preparing answers is longer than it could be.Also, upon identification of late performance, sometimes people have to work overtime to catch up. Very slow decision-making process. Kaip tai vyksta popierinėje erdvėje:Dokumento projektas tarp dalyvių perduodamas fiziniu vaikščiojimu tarp kabinetų, tarp pastato aukštų, važinėjimu tarp ofisų, faksavimu, paštu/kurjeriu.Didelėje organizacijoje dokumento derinimas gali vykti netgi tarp kelių ofisų ir miestų.Problemos (išvardinta skaidrėje): perdavimas vyksta neefektyviai, projektas gali užstrigti pas vieną ar kitą asmenį, gali pasimesti projekto originalas (su jau surinktomis vizomis). Visame tame projekto vizavimo/tvirtinimo statusas neaiškus ir ką nors suvaldyti sunku.Visur keliauja vienas dokumento originalas, todel visi vizuotojai turi pavizuoti paeiliui, negalima lygiagreciai. Jeigu zmogus nori ta popieriu dar pasiskaityti – viskas dar labiau uzsitesiaNubegus pas zmogu (vadova) i kabineta jo gali nebuti, jis uzimtas, todel kartais tenka begioti po kelis kartus ar palikti kopija (palikus gali ir pasimesti) To pasekoje projektai tvirtinami lėtai. Lėtas sprendimų priėmimas. Lėtas sprendimų paleidimas vykdymui.
- Let’s have a look how the same process is performed in a paperless organization:Documents are no longer passed on physically. They are once scanned (in the office) and such scanned copies are saved in the central data storage, and any further passing of documents is conducted in the document management system by creating tasks for document recipients. The recipients get a notification about documents passed on to them by e-mail message and they can directly access the document via the link inserted in the e-mail message. Transmission is instant, irrespective of the distance between headquarters.All the transmission actions are noted in the system. The decision and approvals are written on the document located in the central data storage. The full history of the decision, approvals, passing on (and assignment of responsibility) is clearly seen in the document management system. It is always clear who is responsible for a relevant document, what specialist or head is currently processing it.All the problems listed for a paper-based organization are solved here (listed in the slide)You can approve document even being in business trip
- DocLogix – electronicdocumentmanagementsolutiontransferingtraditionaldocumentmanagementinpaperform to electronicmanagementofdocuments. Easyworkingwithelectronicdocuments:preparation, adjusment, collectionofsignatures (vizas), approvalofdocuments/letters. Letter/Documentregistrationandclassifiedstorageforalldocuments. Ensures: Control, EfficiencyandStandartization.Result: realised e-Govermentandachievedeconomicbenefits (use) (savedtime, resources, expences (cost))
- Improving, making much more effective the processes of collecting visas/decisions, indication of specialist in charge.
- In this slide you find examples of documents, which are manage with DMS in banks.Ordinances, orders, rights are signed by e-signature.Examples of effective collection of visas:* Tariff for VIP customers– you can faster provider decisions for VIP customersOrders - faster process of setting new orders for services or procedures, faster reaction to actions of competitorsImportant part is minutesofmeetings, withpreparationofagenda, decisionprotocols, security, distribution
- Information and data safety Encrypted secure connection Firewall System division according to safety categories 100% uptime with clusters Back-up servers Full control over user security within the DMSIntegration with other IT systems Integration with other ERP systems Integration with Active Directory, e-mail servers Specific integration scenarios through SDKSimplicity No additional software required, IE is enough
- DocLogix has functionality and features written down in slide,which are important to financial institutions.
- DocLogix – electronicdocumentmanagementsolutiontransferingtraditionaldocumentmanagementinpaperform to electronicmanagementofdocuments. Easyworkingwithelectronicdocuments:preparation, adjusment, collectionofsignatures (vizas), approvalofdocuments/letters. Letter/Documentregistrationandclassifiedstorageforalldocuments. Ensures:Efficiency- faster decision-makingControl- always clear status of paper, you have posibility to manage situation.Standartization – standartizuoti ir vieningi darbo principai, darbuotojų apmokymas.achievedeconomicbenefits: fasten the process of decision making- crucial for the business,savedtime, resources, expences
- There are many DMS, but just some fit high requirements and just some creators has many years of experience in banking sectorDocLogix has compliance with formal requirements for data security, operational and legal requirementsOut-of-the-box solution, adopted especially for banks special needsDoclogixuses important and complicated customers (strict requirements, large organizations) – we are trusted by most demanding customers (tokie lyderiai yra tik Avilys, Kontora ir DLX)Well known name in finacial sector, More than one provider of support: customer can chose from our partners, moreover - DLX provides additional support, audit, trainings, visits customers, do surveys and develops product according customers responds. having exclusive know-how,acquired in different countries, sectors(svarbūs viešojo sektoriaus, didžiausi bankai, kt. sektorių klientai ivairiose salyse)Facts show that the product is constantly developed – we issue 2 versions per year even during the economic crisis. The product is developed both in the sense of compliance with Lithuanian regulations and in the sense of innovations. Meanwhile, all others either do not develop their products at all or develop them in only one directionInnovative product (lyderiai DLX ir SP, o kitus lenkiam). DLX bringsintegration with outlook , document preview, runtimesearch, integration with mob. phone.Powerful platform for adoption according special needs of customer (lyderiai DLX ir SP, kiti – silpnesni) (DLX konfiguravimo rastvedybai price/performance geresnis uz SP)