Opentext efile accelerates digital transformation in central and local government

1. OpenText eFile accelerates Digital Transformation in Central and Local Government

Manages content throughout the lifecycle
according to a file plan and stores it securely
and compliant
Provides workflows and workspaces for case
management and collaboration within teams
and across departments
Uses roles for user experience, task
assignment and as basis for access control
Connects content with business processes
and leading applications
Ensures consistent and relevant information
with completeness checks and context from
leading applications
OpenText ©2016 All Rights Reserved.
1

2. eFile - Best Practices for Excellence in eGovernment

Digital File and Content Management
1
2
3
Digitize all paper documents and maintain a complete electronic file
Define preconfigured filing structures and templates to ensure repeatable processes
Use roles to adapt to different usage profile and to govern access rights
Case Management, Workflow and Collaboration
Use Workflow and case management to structure processes and achieve high quality
Enable collaboration on content within teams, across departments and applications
Content Integrated with Processes & Applications
Integrate unstructured content into business processes and context of leading application
Easy access to all relevant documents inside and outside leading applications
Compliance, Governance and Auditability
4
Secure long-term retention and governance with records management
Maintain the full change history for important records for traceability and auditability
OpenText ©2016 All Rights Reserved.
2

3. Extended ECM for eGovernment/eFile Summary

Eliminates paper and media break for more efficiency
Enables direct access anytime and anywhere and fosters collaboration
Highly scalable and suited for high volumes of content and large number of user
Simple and intuitive user interface, available in various environments
Integrates content into business processes and applications using standard technology
Compliant capturing and secure long-term storage according to legal requirements
OpenText ©2016 All Rights Reserved.
3

4. Compliant Archiving – Support of Standards

Support of long-term retention
standards
Supports replacement scanning, where
digital file replaces the paper original
and the original can be discarded (TRRESISCAN)
Support of standard long-term archival
format PDF/A
Support of timestamps, digital signatures
and the long-term preservation of validity
(ArchiSig)
TR-ESOR compliant archiving together
with partner solution from Governikus
Governikus LZA
TR-ESOR certified solution
Integrated into OpenText Archive
Center
Secure the integrity and inalterability of
documents with time stamps
OpenText ©2016 All Rights Reserved.
4

5. ECM for Public Portfolio Development

Public
Infrastructure
Safety &
Security
Social &
Welfare Services
Taxes, Revenues &
Subsidies
Business Challenges
Define and develop portfolio to support public needs and development
Assess opportunities regarding risk and priorities and take optimal decisions
Document decision processes in a traceable, auditable way
Key Solution Capabilities
SAP Solution Extensions
SAP Extended ECM
SAP Document Presentment
Collaborative workspaces integrated with SAP objects and structures in SAP Portfolio Mgmt.
Preconfigured filing structure and templates ensure best-practices and repeatable processes
Secure long-term retention, records management and audit trails secure compliance
Easy access to complete content for the teams, stakeholders and decision makers
Customer Benefits
Governance, compliance and auditability, full transparency of important decisions
Higher process efficiency and quality, better portfolio decisions
OpenText ©2016 All Rights Reserved.
5

6. ECM for Capital Projects

Public
Infrastructure
Safety &
Security
Social &
Welfare Services
Taxes, Revenues &
Subsidies
Business Challenges
Large dispersed teams, internal and external stakeholders
File systems did not offer the necessary functionalities for document and knowledge
management, are often inconsistent
Lack of automation and standardization in the existing systems limited user acceptance,
increased administration time and caused quality problems
Key Solution Capabilities
SAP Solution Extensions
SAP Extended ECM
Comprehensive collaboration and content management platform for capital projects for project
teams, partners & contractors
Ubiquitous access to content in standardized workspaces, integrated with SAP Project
Management and Portfolio Management (SAP PPM)
Customer Benefits
Collaboration efficiency and quality
Compliant retention of content, traceable and auditable, governed by DoD certified records mgmt
OpenText ©2016 All Rights Reserved.
6

7. ECM for Infrastructure Maintenance

Public
Infrastructure
Safety &
Security
Social &
Welfare Services
Taxes, Revenues &
Subsidies
Business Challenges
Fragmented and inconsistent asset documentation in SAP PM, PDM, CAD, file servers, e-mail
and paper archives
Documentation processes are complex and time consuming but essential to ensure reliable
operations
Ensure to comply to regulations, SOPs and security standards
Key Solution Capabilities
SAP Solution Extensions
SAP Extended ECM
SAP Document Presentment
Up-to-date 360° view of all asset information, work orders and maintenance notifications
Collaborative Workspaces for equipment and maintenance related projects
Secure long-term storage of asset documentation
Customer Benefits
Mitigate risk with traceable documentation
Efficient sharing of experience on maintenance work
Increase efficiency with tight integration with SAP Material Management
OpenText ©2016 All Rights Reserved.
7

8. ECM for Real Estate Management

Public
Infrastructure
Safety &
Security
Social &
Welfare Services
Taxes, Revenues &
Subsidies
Business Challenges
Disconnect between real estate data in SAP and related object documentaion
Complete overview on real estate data and documents, lessees data and documents at any time
Key Solution Capabilities
SAP Solution Extensions
360 degree view of object and lessee data and documents
Integrated with SAP Real Estate Management
Secure long-term retention of content
Customer Benefits
SAP Document Access
Increase efficiency, save costs and time in object management
SAP Extended ECM
Object and lessee information are readily available for on-site visits by object managers or for
transfer to a lawyer or a buyer
OpenText ©2016 All Rights Reserved.
8

9. ECM for Investigative Case Management

Public
Infrastructure
Safety &
Security
Social &
Welfare Services
Taxes, Revenues &
Subsidies
Business Challenges
Disconnect of structured case data and case documentation, inconsistent documents and case
file structure
Difficulty finding relevant case documents of similar cases
Case content cannot easily be shared with other agencies and authorities for easy collaboration
Key Solution Capabilities
Complete investigation picture with all relevant case information
Effective document centric collaboration with involved parties
Unstructured content integrated with SAP ICM and governed by corporate records management
program
SAP Solution Extensions
SAP Extended ECM
Customer Benefits
SAP Document Presentment
Higher process efficiency, quality and speed
Traceable and transparent documentation of a case with secure long-term retention
OpenText ©2016 All Rights Reserved.
9

10. ECM for Application Management

Public
Infrastructure
Safety &
Security
Social &
Welfare Services
Taxes, Revenues &
Subsidies
Business Challenges
Applications generate a trail of unstructured content
All related content - paper documents, emails, electronic documents, correspondence - need to
be retained
All clerks working on an application need complete view over the entire process
Key Solution Capabilities
360° application file view inside and outside SAP, enables team collaboration, cross-department
and 3rd party interaction
Template and rule based creation of documents and letters
SAP Solution Extensions
Multi-channel document capturing and secure long-term retention
SAP Extended ECM
Customer Benefits
SAP Document Presentment
Higher process efficiency, faster citizen service, less process cost
Increase citizen service and satisfaction
OpenText ©2016 All Rights Reserved.
10

11. ECM for Citizen Case Management

Public
Infrastructure
Safety &
Security
Social &
Welfare Services
Taxes, Revenues &
Subsidies
Business Challenges
Eliminate strong paper based processes
Reduce internal case processing costs
Better control of case processes and status
Key Solution Capabilities
360° case file view inside and outside SAP, enables team collaboration, cross-department and 3rd
party interaction
SAP Solution Extensions
Streamline communication with configured templates
Multi-channel document capturing and secure long-term retention
SAP Extended ECM
Customer Benefits
SAP Document Presentment
Faster case registration, more cases can be settled at first touch
Reduced cost of case management and fair, consistent and quality service to citizens
OpenText ©2016 All Rights Reserved.
11

12. ECM for Archiving in Data Processing Centers

Public
Infrastructure
Safety &
Security
Social &
Welfare Services
Taxes, Revenues &
Subsidies
Business Challenges
Tax and Revenue management generate huge amount of data in the public data processing
service centers
Key Solution Capabilities
SAP data archiving removes historic data from the SAP database while still providing access in
SAPGUI for SAP users
Data archiving files are securely stored for long-term retention
Easy access to online & offline data in business process views
Use same platform for SAP document archiving (incoming documents, outgoing documents, print
lists)
SAP Solution Extensions
SAP Document Access
SAP Extended ECM
Customer Benefits
Keep database at manageable size and the SAP system healthy
Reduce administration effort and storage costs
Fulfill legal compliance for retention of historic data
OpenText ©2016 All Rights Reserved.
12

13. ECM for Contract Management

Public
Infrastructure
Safety &
Security
Social &
Welfare Services
Taxes, Revenues &
Subsidies
Business Challenges
Many business partners (suppliers, contractors, agencies, …)
Visibility into existing contracts and the associated history
Reduce exposure to risk and improve litigation readiness
Enforce use of approved contract language and processes
Key Solution Capabilities
Business partner contract folder with complete contract history and correspondence and
automated monitoring of milestones
Contract creation based on templates approved by legal
DoD certified records mgmt with secure long-term retention
SAP Extended ECM
Enterprise-wide solution – all contract types on a single platform
SAP Document Presentment
Customer Benefits
SAP Solution Extensions
Higher process efficiency, quality and control
Legal compliance and risk reduction
OpenText ©2016 All Rights Reserved.
13

14. ECM for Legal Compliance

Public
Infrastructure
Safety &
Security
Social &
Welfare Services
Taxes, Revenues &
Subsidies
Business Challenges
Required a certified solution to manage public project and infrastructure documentation during
entire lifecycle
Long-term retention for several decades is legal requirement
High costs associated to content storage
Key Solution Capabilities
DoD certified Record Management for content inside and outside SAP, leverages SAP data for
retention schedules
SAP Solution Extensions
SAP Extended ECM
Secure long-term retention, bridging technology changes over decades
Customer Benefits
Reduced regulatory risk
Litigation and audit readiness
Reduce storage and filing cost
OpenText ©2016 All Rights Reserved.
14

15. eFile – Complete Content Lifecycle Management

Content Access for ubiquous Uis (own rich Web UI, tablets,
MS Outlook or FS Explorer, within leading applications)
High productivity as users can work in preferred environment
Document Management
for version control, access rights
Avoid versioning issues, manage
access right
Capture paper, emails
Eliminate paper related
inefficiencies
Records Management for
enterprise content retention
Reduce regulatory and compliance risks
Collaboration workspaces for internal
teams and external stakeholders
Efficiencies from real-time collaboration
and social workplaces
Extended
ECM for
eGovernment
/ eFile
Content-centric Workflow
for document approval and routing
Visibility and control of content
approvals
Archive unstructured content
Secure long-term storage
OpenText ©2016 All Rights Reserved.
15