SHAREPOINT AND PROJECT CONFERENCE ADRIATICS 2013

ZAGREB, NOVEMBER 27-28 2013

SharePoint and ECM – experience from the field

ZVONIMIR MAVRETIĆ, EVISION / K2 ADRIATICS

sponsors

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/

Another view on ECM

CRM

Knowledge Worker

ERP

HR

Logistic

LOBManagement

Finance

Support

Sales

Reco

rds M

an

ag

em

en

t

Enterprise Application Integration

Collaboration

Business Process Management

XML Web Services

SharePoint Unified Platform

• 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

Division

Team

Individual

Enterprise

Internet presence

Employees

Customers

Partners

Line of business app.(SAP, CRM, custom, …)

Gartner Magic Quadrant for ECM – 2012

27.11.2013.

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, ...)

OFFICEPOINT

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.

Digitization of paper documents• Document separation with barcode

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.

Fast and reliable data entry

All data input from a predefined lists are available through automatic completing or search without leaving the entry form.

Content classification

Documents are classified in cases and stored on SharePoint document libraries according to predefined classification.

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.

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.

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.

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.

Case details

Data changes history

Each change creates a new version of the item being edited.Each modification of responsible person, shipment, status, archive etc. is recorded in a separate changes list.

Advanced search

Instant search of cases, and documents using full text search and meta data

Archiving

Archiving of cases and documents in physical archive with possibility to take it back to work.

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

Integration with business processes

After record is created depending on classification, for example approval of received invoices process can be started.

Approval of received invoicesHT 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

Register of contracts and purchase ordersHT 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

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

eApprovalSystem 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.

OFFICEPOINT – APPROVAL OF RECEIVED INVOICES

OfficePoint customersGovernment 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

questions?

ZVONIMIR.MAVRETIC@EVISION.HR

@ZVONIMIRM

thank you.

SHAREPOINT AND PROJECT CONFERENCE ADRIATICS 2013

ZAGREB, NOVEMBER 27-28 2013