Why is BCC ECM for SAP worth implementing?

Why is ECM for SAP worth implementing?

Document management in SAP — key challenges

Document processing Secure access to documents

Process management Access to documents directly from the SAP system

Processing of documents of any type for purposes of the SAP system.

Providing the system of authorizations compliant with the roles of employees in the organization; data encryption.

Successive acceptance steps, responsible persons, notifications.

E.g. an invoice scan image linked with a document in the FI or MM module.

Why is ECM for SAP worth implementing?BCC ECM — a response to the challenges of document management in SAP

BCC ECM responds to the challenges of document management in conjunction with the SAP system

Document processingBCC ECM allows for scanning of documents and automatic recognition of their contents using OCR engines.

It is also possible to directly transfer to SAP the document sent by e-mail, fax or any other communication channel, for example EDI.

Archiving of documents of any type for purposes of the SAP system

financial documents (invoices, purchase orders)

HR documents

sales documents (e.g. an "automatic" archive of sales invoices generated from SAP)

project documentation for production processes


Access to documents directly from the SAP system

Convenient and fast access to documents through a web browser from anywhere, with instant search features on mobile devices

Fast display of documents in SAP ERP

Access from mobile devices (a smartphone, a tablet) operating on any platform, i.e. IOS, Android, Windows


Secure access to documents

The authorization system consistent with the roles of employees in the organization

Data encryption using the strongest algorithms

Security guaranteed by ISO 27018


Process management

Designing the flow of processes integrated with SAP: cost invoices, material invoices, purchase orders, HR applications and other

Dynamic data exchange between SAP and ECM through effective integration mechanisms

The possibility of modeling any process with advanced workflow engine functions

Support for the Business Process Modeling Notation (BPMN)

Presentation of all tasks in the process in a single mailbox

Handling of notifications, substitutions and escalations in line with the policy of the organization

Created by SAP experts

An ECM solution developed by a leading SAP partner, with taking into account the needs of companies using SAP systems

The same process in multiple languages — support of multilingualism

Multilingualism

Excellent SAP integration

Communication with SAP systems using standard mechanisms (BAPI / web service)

The possibility of implementing 'end-to end' solutions — from ECM to the configuration of SAP — by a single provider (a clear specification of responsibility for the result)

A singleprovider

Convenienthandling

A single system handling both documents and processes

Implementation and maintenance of the system, depending on the Customer’s preferences

Two implementation models

BCC ECM — the best ECM solution for SAP customers

BCC ECM for SAPBenefits of use and sample processes

Benefits of using BCC ECM

Faster execution of processesthrough:

Optimization and reduction of redundant tasks in the process

Reduction of the time needed to obtain information vs. the time needed to perform a task

Automation of actions at the level of various IT systems at the same time

The possibility of parallel execution of tasks and group work, and elimination of the risk of errors made by employees

Unique assignment of persons responsible for tasks


Full control over the execution of processes and editing of documents:

The detailed analysis of the history and the process audit

The ability to immediately determine the persons responsible for tasks and decisions

Security of stored data, authorizations adjusted to duties


View all processes supported by BCC ECM

Full knowledge of the process

Reports and statements enabling optimization and improvement

Dedicated configurable views, personalized according to users

The ability to link data between different processes

click

SAP ERP

SAP GUI

SAP ArchiveLink (HTTP/HTTPS)

SAP Webservice (HTTP/HTTPS), SAP RFC (CPI-C)

HTTP CPI-C

Enterprise Content Management (ECM)- integration with the SAP ERP system

Incoming documents

BCC ECM for SAP: handling of purchase invoices

OCR SCANNER

InvoiceE-mail or paper document

ECM MAIL

SAP ERP

BCC ECM for SAP: handling of purchase invoices

BCC ECM

SAP ERP

The amount bigger than X

The amount smaller than X

Is the amount smaller than X?

DECISIONStep 1

Invoice description

Step 2

Step 3

Step 4

Step 5

Accountingacceptance

Content-related acceptance

Additional acceptance by the Superior

Automatic SAP ECC interface Data +

connector to invoice scan

Invoice description and submission for acceptance

Selection of CC and acceptance of costs

Preview of an attachment at the stage of financial acceptance

Preview of a document in SAP (posting)

Audit and review of the document flow history

Financial processes

Sales area processes

ISO processes

HR processes

Project management processes

R&D processes

IT processes

Purchasing processes

Case management

• Flow of purchase orders, purchase requests, internal requirements

• Flow of cost and material invoices • Archiving and flow of contracts with

counterparties• Archiving of sales invoices in SAP

ECM — applications in business areas

• Handling of inquiries• Handling of public procurement contracts• Conclusion of contracts with counterparties• Complaints• Customer satisfaction survey

• Process documentation management• Audit management• Corrective and preventive actions —

supervision of execution• Risk analysis• Automatic flow of forms and applications

• Electronic personnel files• Recruitment of new employees (workflow)• De-recruitment of employees• Leave requests• Business travel expense statements• Appraisal of employees

• Management of tasks in projects• Archiving of project documentation• Reporting and analyses of projects• Management of resource allocation• Implementation and supervision of projects

• Designing new products and marketing (PTM)• Marketing research

• Request management/helpdesk• Granting/changing of authorizations to IT

systems• ITIL/ISO 20000 processes• Analysis of risk in information security• IT purchasing

• Organization and conducting of tenders• Evaluation of bids• Conclusion of contracts• Evaluation of suppliers• Repository of documents related to suppliers

• Case management• Dynamic assignment of ad-hoc tasks• Checking the completeness of case documents • All unstructured processes, difficult to

program due to the number of exceptions

BCC ECM for SAPCase studies

Case study: Pinguin Foods Polska

Objective of the project

Consolidation of documentation in the multi-department enterprise without adversely affecting the access to documents

Centralization of the Accounting Department

Elimination of the problems arising from the flow of paper documents (delays, losses, human errors)

Solution

BCC ECM in the license model (on-premise)

Implementation of the electronic flow of cost invoices

OCR of financial documents

Benefits

Ensuring full transparency of the document flow process

Reduction of handling time

Instant document search

CustomerPinguin Foods Polska Sp. z o.o.a branch of a Belgian frozen-food manufacturer

"We have decided to select ECM BCC because of its capabilities, among which we appreciatethe system scalability and integration with SAP confirmed in other deploymentsand planned by us”

Przemysław MasłowskiChief Financial Officer

Case study: Poli-Eco Tworzywa Sztuczne

Objective of the projectElimination of the problems related to the flow of paper documents (delays, losses, human errors in processing)Reduction of the financial risk associated with the cost document flowOptimization of document processing in multiple locations

SolutionBCC ECM in the license model (on-premise)Implementation of the electronic flow of cost invoices along with OCR of financial documentsCreation of a central repository of agreements with counterpartiesIntegration with the SAP ERP system

BenefitsShorter time of handling of cost documentsEnsuring full transparency of the whole business processThe ability to instantly search for documentsLinking documents of cost invoices with agreements in a single repositoryAccess to invoices from the SAP ERP system

CustomerPoli-Eco Tworzywa Sztuczne Sp. z o.o.one of the biggest Polish manufacturers of PVC finishing products

"The implementation of ECM BCC has allowed us to organize the flow of financial documents in our company. Now we have a complete and current knowledge of circulating invoices,which helps us plan costs and financial flows. BCC ECMprovides full accountability throughout the whole business process“

Dorota ŁukowskaIT manager

Case study: G.EN. Gaz Energia

Objective of the projectReduction of fixed costs of maintaining an archive of documents for the SAP systemIncreased operational efficiency of billing document management

SolutionBCC ECM in the license model (on-premise)Migration of the archival resources to a new optical archive of BCC ECMLinking billing documents with the SAP ERP system using SAP ArchiveLink

BenefitsEffective management of the archive with a volume exceeding

1,500,000 documentsConvenient access to a single resource of documents from multiple systems simultaneously (SAP ERP, a web browser, a dedicated billing system)

CustomerG.EN. Gaz Energia Sp. z o.o.A distributor of natural gas in Poland, a part of the German VNG Group

"We were looking for tools that would optimize the costs of maintaining IT solutions related to billing documents, without compromising on quality of customer serviceand the effectiveness of energy sales processes. BCC ECM enabled us to find the golden mean between the value of the investment and software functionality. The 80/20 rule, i.e. 80% of the functionalities of the market-leading IT solutions for 20% of the price, has provedcorrect“.

Artur LechIT Department Head

Case study: Polimex Mostostal

Objective of the projectImplementation of the solution enabling comprehensive and effective management of the process of preparing agreements with counterparties (document preparation, evaluation, handling of annexes, a base of agreements)

SolutionBCC ECM in the SaaS/cloud model (a service of BCC Data Centers) — application + infrastructure in the form of a subscription-based business serviceImplementation of an electronic repository of agreements with counterparties and a workflow process for all departments involved in the business processMigration of archival agreements to BCC ECMDevelopment of BCC ECM by employees of Polimex Mostostal on their own — import of historical documents and ECM for managing files of court cases

BenefitsCombination of Workflow and DMS (Document Management System) functions in a single ECM toolOptimization of the cost document flow — ensuring full transparency of the process, shortening the time of handling, instant document search

CustomerPolimex Mostostal S.A.A leading Polish engineering and construction company

"An important advantage of BCC ECM for us is that we can develop the solution on our own. After the knowledge transfer by BCC, we can launch the solution for further areas, processes and types of documents”

Tomasz PierzchałaIT Office Director

Case study: ROTR Spółdzielnia Mleczarska

Objective of the projectElimination of the problems arising from the flow of paper documents (delays, losses, human errors, repeated entering of the same data into various IT systemsReduction of the financial risk associated with the cost document flowOptimization of correspondence processing costs

SolutionBCC ECM in the hosting model (a license along with the services of BCC Data Centers)Implementation of the electronic flow of purchase requests and cost invoicesManaging a team of drivers, a fleet of tank trucks, as well as related documents (e.g. certificates, attestations, etc.)OCR of all incoming documents along with integration with the SAP ERP system

BenefitsOptimization of the cost document flowFewer internal copies, financial savings (including reduced paper consumption)

CustomerROTR Spółdzielnia Mleczarskaa Polish producer of milk and dairy products

"With BCC ECM we have gained control over expenditure and we have standardized the organizational and financial aspects of the process. The activities related to checking the data correctness have gained a new dimension, the risk of the process of handling invoices has been significantly reduced“

Ewa LaskowskaSenior Controlling Specialist

BCC ECM for SAP...... available also from the cloud

BCC ECM maintenance variants

Software as a Service (SaaS) On-premise

A subscription system maintained in the cloud with full post-implementation support and monitoring of operation as well as performance tests

One-time fee with the assumption of implementation on the Customer’s infrastructure

Comparison of a license with the SaaS service

Payment method

The financial threshold for starting the implementation project (investment expenditure)

Starting work with the application

Management of IT infrastructure required for proper operation of BCC ECM (networks, servers, disk arrays, virtualization, rooms)

Maintaining and ensuring an update of the technical layer of BCC ECM (an operating system, a database, an application server, etc.)

Creation of backup copies and disaster recovery

Ensuring the security, performance, availability of ECM, monitoring and risk management for BCC ECM applications

Involvement of the Customer’s IT human resources in the project

Management/influence on the costs of the organization

Monthly subscription without additional fees

None

Immediately

BCC

BCC

Monthly subscription without additional fees

BCC (latest technologies)

Not needed

OPEX

One-time fee + maintenance, IT hardware, administration

Requires a budget and planning

Requires installation and preparation of IT infrastructure

The Customer’s administrators — I support line

On the Customer’s side — I support line

One-time fee + maintenance, IT hardware, administration

On the Customer’s side

Significant

CAPEX

Software as a Service (SaaS) License(On-premise)

ISO 27018 certificate — a guarantee of security for solutions in the SaaS model

Key risk areas subject to verification in the certification process:

The system of data backup creation and maintenanceData encryption (both at the level of storage and transmission)Management of application changes (including the separation of development, test and production environments, the process of releasing a new version of the application)Registration of the activity of users and administratorsManagement of user accounts and authorizations

ISO 27018 in the context of ECM

The ISO 27018 certificate is a guarantee that both the application itself and the model of its delivery as well as IT technologies used for its maintenance meet strict standards of security and confidentiality of data

How to launch a corporate archive of documents in SAP?It takes only 3 simple steps

Step 1

Step 2

Step 3

Write to or call our Account Manager.

Based on your needs and expectations, BCC experts will define the scenarios and method of integration with SAP.

We implement the BCC ECM system based on your guidelines and we launch the archive of documents in SAP

Please contact us: [email protected]: www.bccgroup.com/ecm