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AIDA CRUISES WORLD WIDE USE OF ELECTRONIC DOSSIERS IN THE TOURISM SECTOR Stuttgart, June 2015
AIDA CRUISESWORLD WIDE USE OF ELECTRONIC DOSSIERS IN THE TOURISM SECTOR
Stuttgart, June 2015
Agenda
Introduction
Project overview
Products in use
Use cases for electronic dossiers
Results
Next steps
2
33 AIDA is at Home in the World!
More than 460 cruises
180 different ports
worldwide
4 Since 1996 on a Successful Course
‣10 Vesselsmost modern fleet in the world
‣Successone of the fastest growing and successful travel companies in Germany
‣Future two new vessels until 2016
AIDAcara1996
AIDAvita/aura2002–2003
AIDAdiva/bella/luna2007–2009
AIDAblu/sol/mar/stella2010–2013
AIDAprima/…2015–2016
5 Costa Group
The leading cruise company in Europe and China
25 ships in service
68,000 beds
2 new ships to be delivered by 2016
27,000 employees
20 offices in 14 countries
AIDA CRUISES
COSTA Crociere
COSTA ASIA
6 Part of the Most Succesful Cruise Group in the World
99 Vessels
10 m. guests per year
50% worldwide market share
9 brands under one roof
Diversity
Listed in FTSE 100 and
S&P 500
Agenda
Introduction
Project goals and information
Products in use
Use cases for electronic dossiers
Results
Next steps
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8 Project goals and information
Document digitalization Implementation of an electronic dossier Improved collaboration Meet compliance requirements Cost reduction Less storage space
Users working with the applications: 400
Project cooperation with CENIT started in 2013
Migration of old system
Use case HR
Scanning of dossiers
Use cases Legal and Sales
Document importand web client
HR interface
Scanning andmigration finished
Sales interface
Document importinterface
Barcode scanning
Enhancements
Mid-year 2013 End of 2013 Mid-year 2014 End of 2014 Today
Agenda
Introduction
Project goals and information
Products in use
Use cases for electronic dossiers
Results
Next steps
9
10 CENIT ECLISO rich client
Used for major use cases (HR, Sales and Legal)
Full functionality
Revision control
Drag & drop functionality
Creation or modification of documents and dossiers
Applicable for power users
11 CENIT ECLISO web client
Used for readonly access (Imported or archived documents)
Webbased application supported by different browsers
Simple user interface for non power users
Easy rollout (no installation)
12 CENIT SERVICE & IMPORT MANAGER
Used for import and archive use cases
Scheduled automated background jobs
Automated notifications
Archive services for a lot of use cases
eDocs (forms generating application)
AgentCoupons/Invoices
Agent Management System
Inventory documents (transferred from ship)
AIDAHeute ship magazine (transferred from ship)
13 EMC2 - Captiva
High scale imagemanagement
Applicable for customization
Optical character recognition
Image enhancement
Barcode detection
Interface to P8
Email and filesystemmonitoring
Agenda
Introduction
Project overview
Products in use
Use cases for electronic dossiers
Results
Next steps
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15 Where are the products used?
Guest relations
Customer dialog
Entertainment
HRM
Finance
SalesTravel,
coupons…..
Legal
16 A detailed look on our major use cases
Commonalities Differences
Sales
Legal
HRM
17 Use case Human Ressources: Business requirements
All old paper dossiers of AIDA
employees were scanned in
electronic dossiers
One dossier for each employee
Access rights (dossiers and
documents)
Documents are stored physically
separated in FileNet P8
Scanned documents are
automatically imported in dossiersHRM
18 HRM dossier structure
Shore Sea
Amount of dossiers 1.000 10.000
Contract type German law Italian law
Identification Personal number E-Number-Code
Major application Ecliso Mistral
Usage area Shoreside (for HRM) Shore and Sea- side
Double side role change of employeeDouble side role change of employee
HRM
19 Use case Legal: Business requirements
One dossier for each AIDA contract
Access rights (dossiers and
documents)
Legal department scans
documents
All AIDA contract partners are
stored in ECLISO and can be linked
to a contract dossier
Workflow for contract approval
Legal
20 Contract partner database
Applied contractpartner
Search forcontractpartners
List of all contractpartners
New / refresh
Details ofselected contract
partner
Legal
21 Workflow for contract approvals
Approval of contracts with multiple steps
The workflow can be approved or rejected in every step
Automatic reminder mails in several steps
22 Use case Sales: Business requirements
One dossier for each agency
(Costa and AIDA agencies are
separated)
Access rights (dossiers and
documents) depending on
property brand
Framework agreements as
second dossier type
A framework agreement can be
linked to one or more agencies
Usage of revision controlSales
23 Other use cases
Shipsideinventory
Documenttransfer
OCR andfurthercaptivafilters
Documentexport forarchiving
Service manager
exportwith errorhandling
Ecliso WebClient
Archivingdocuments fromdifferent departments
Ecliso WebClient
Tight integrationof Service manager in manyuse cases
Service -Import
managerOptical characterrecognition
Captiva
Example: Daily archive of shipside inventory.
Benefits and results: compliance, law costs, no space room problems andcollaboration with reference to green IT.
Agenda
Introduction
Project goals and information
Products in use
Use cases for electronic dossiers
Results
Next steps
24
25 Results
Operational
A lot of analog documents are in digital form
Efficient processes for managing documents
Security for unauthorised access
Compliant to SOX requirements
Strategical
Cost reduction
Collaboration
Revision and retention
26 ECM - best practice
Partner withKnow How
&Innovation
Business sideinvolvement
Gradual approach
Agenda
Introduction
Project goals and information
Products in use
Use cases for electronic dossiers
Results
Next steps
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28 Next steps
• Further development• New interfaces• Implementation of ICN
trial
AIDA Cruises
• ECM for Costa Group
• Infrastructure design
• Interfaces design
• Global dossier
• Extend ECM for the World Wide Costa Group
• Archive documents frominternational offices
• Improve collaboration amongusers
Costa Group
World Wide Costa Group
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