BUSINESS CASE. What s in there for you

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1

2 BUSINESS CASE What s in there for you

3 Company key figures Travelers 250 million Freight 60 million Annually Daily Tons a year Trains & Stations Seats Trains a day Stations & stops Locomotor Self-propelled Eurostar (HST) Thalys (HST) UK FR BE NL DE Traffic ,2% Network km km 314 km Of lines Employees Traveler trains a week Freight trains a week Arrived on time or max 5 min. delay Powered HST lines SNCB/NMBS Infrabel Holding Other

4 Corporate objectives Past Present Future Legacy DBs, Custom Apps, File servers and Paper Strategic Platform for change and agile business processes Enriched Business Processes with content to enable Enterprise Information Management

5 Corporate Objectives Strategic value Cost optimisation Enhanced Customer Services Punctuality of rail services Uncompromising safety New generation of employees European market demands Progressive paper cost reduction strategy Lower TCO for the content management solution, so a higher ROI Faster handling of customer case files, faster information lookup Speed up and avoid breaches in the supply chain by visualizing parts to order/produce Accuracy of technical drawings and valid working procedures Secure historical know-how and offer modern working tools Comply with demands for traceability, conformity and safety certificates SAP Solutions by OpenText

6 Roadmap FI, CO, MM, WM, SD, LE, PS, PM for 4 Central Workshops FI, CO, MM, WM, SD, LE, PS, PM for all entities HR, CO-PA, BI Invoice Mgmt CRM Complaints Handling, Carve-out B-Cargo, Entity In Charge of Maintenance HR-LSO, HR-QLF, Enterprise Portal, HST Maintenance, Rolling Stock Maintenance, CRM-LTO, CRM-CPM, CRM-CTR CRM-MKT, HR-PA, HR-TIME, HR-REC, HR-TRAVEL Distribution, Web Content Mgmt, SAP Data Archiving IS-Real Estate, QM Certificates, PS-RPM, Enterprise Asset Mgmt ERP xecm users users xecm Strategy xecm Vision & Plan Rolling Stock Maintenance, Intelligent Driver Assistant HST Maintenance, HR-LSO, HR-QLF, CRM-LTO, CRM-CPM, CRM-CTR, CRM Complaints Handling, Web Content Mgmt QM Certificates, PS Documentation + Solman integration, PS-RPM, HR- OM, HR-PA, HR-TIME, HR-REC, HR-TRAVEL, Employee File Mgmt, Information Lifecycle Mgmt Enterprise Info Mgmt

7 Return on investment & key figures Expected Savings of 30 mil Per year from document handling Added 2.5 million Documents in the first year Expected Savings of 1,5 mil Per year from intranet portal navigation Growing to 7.5 million After five years 40% efficiency & productivity gain in supply chain 1 million Technical drawings produced by 340 engineers 5000 Train drivers Train conductors Receiving documents on a mobile device Users

8 Bridge the gap between business documents and business process Example of solutions Enterprise asset management FI/CO, PLM, SRM, EH&S, HR Real estate management Employee file management Vendor Invoice management Travel receipt management Intelligent driver assistant FI/CO, PS, PM, MM, HR HCM, Non-SAP FI-AP, MM HCM, FI/CO HR, PM, Non-SAP Maintenance Facility management Human resources Driver procedures Accounts payable

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10 Past vendor invoice management Local purchasing (300 users) Local accountancy (100 users) Purchaser A/P Clerk 30% PO invoices No action at the source Vendor A Site A Lost invoices Lost discounts Late payments Vendor B Double payments No accurate accruals Vendor C Site B Legacy systems Central treasury Difficult closings No visibility into costs No traceability Vendor Z Other sites

11 Current vendor invoice management Vendor A Purchasing Vendor B Mail room Vendor C Scanning Solving Issues Purchaser.... Warehouse Accountant A/P Clerk Other Purchaser Posting Logistic control Data control Central Procurement (100 users) Financial Shared Services (20 users) 95% PO invoices Minimal backlog On-time payments 70% faster process Provisioning quality Transparency into costs Quality closings Reporting Task distribution Traceability Paper reduction Vendor Z Record management Accountant Payment

12 Previous drawing management Inconsistencies Fileserver Planning Fileserver Quality Fileserver Duplicates Obsolescence Inaccuracy Central workshop A Fileserver Public database Central workshop C Quality database Central workshop B Fileserver Purchasing Fileserver Codification Fileserver Central workshop D

13 Company key figures Central workshop A Planning Quality Central workshop C Fast Up-to-date Accurate Integrated Traceable Auditable Central workshop B Central workshop D Purchasing Codification

14 Kiosk with materials catalogue and drawings Fast Up-to-date Accurate Integrated To-the-point Accessible

15 Previous driver regulations & manuals 12 KG backpack full of paper Training Regulations Planning Brussels Paper-based Confusing Duplicates Inaccuracy Time consuming Region X Ghent Train drivers Liege

16 Current driver regulations & manuals 2 KG mobile device Training Regulations Planning Region X Brussels Lightweight Compact Fast Up-to-date To-the-point Cost effective Ghent Train Drivers Liege

17 Integrated customer billing and ticketing Accurate Consolidated Automated Flexible Personalized Convergent charging & billing Marketing Digital asset Delivery confirmation

18 Comply with European legislation prescriptions The Entity In Charge of Maintenance now complies with the following prescriptions It manages the maintenance logbooks It provides traceability of maintenance operations It analyses the lessons learned It informs the owner It contracts a liability insurance

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20 Current customer relations VRF MIS Unmatched Inaccuracy Traveller Internet promotion Counter Invoice Account manager PT Nova Excel Duplicates Time consuming Complaints? Fines Call center 10 Fines 1 complaint Compensations Customer service?

21 Current intranet portals CW Mechelen - HR CW Cuesmes Mobility train supervision Inconsistencies Duplicates Aging Inaccuracy Technics traction Technics material Holding HR Sharepoint Shared drives Fileservers Portals Paper Databases

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23 Definition

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25 Framework Information Governance Information Architecture Data Stewardship Information Quality Management Reference & Master Data Management Data Warehousing & Business Intelligence Information Security Communication Channels Structured Data Management Unstructured Data Management EIM Services Portal Mobile Devices + others ERP CRM + Reporting Document Management System

26 Process Input Process Output Structured ERP/CRM/Legacy Semi structured Web Content Unstructured Documents Content Role Kiosk Mobile Device Reports Business Intelligence Model Portal Others Others

27 Dimensions (assessment) Sponsoring IT, adhoc Business Culture Independence Collaboration Individual Projects Maturity Information strategy Mystery Data domains & process Information inventory

28 Inventory (assessment) Discipline Information Governance Process model Organisation Maturity Technology N/A Information Architecture Information Quality Management Reference & Master Data Management Data Warehousing & Business Intelligence Structured Data Management Unstructured Data Management Metadata Management Information Security Communication Channels Data Stewardship EIM Services SAP Sybase PowerBuilder SAP Information Lifecycle Management SAP Netweaver Process Integration SAP Netweav. Process Orchestration SAP Master Data Governance SAP Data Services SAP Information Stuard SAP BO SAP Master Data Management SAP Business Waherouse SAP Business Intelligence SAP Business Objects SAP Enterprise Resource Planning SAP Customer Relationship Management Legacy Systems SAP Extended Enterprise Content Mgt. by OT SAP Document Presentment by OT SAP Information Steward SAP Sybase PowerDesigner Assigner SAP Identity Management SAP Portal SAP Gui SAP Portal Site Management by OT SAP Afaria SAP Information Stuard SAP Data Services SAP Hana SAP Sybase IQ

29 Governance context NMBS Business strategy, policies & rules, IT constraints & policies EIM Governance Project requirements Drawing management Maintenance IDA (Intelligent Driver Assistance) HR CRM complaints handling Purchasing Corporate communication Archiving EIM Functionalities Process optimization Legal Privacy and/or and/or and/or ISO certification and/or Intellectual property

30 Information architecture aligned to the value chain Core Processes Forecast rolling stock Design maintenance rolling stock Planning and execution passenger transport and related services Planning and execution freight transport and related services Sales services and customer management Support Processes Supply Bevoorrading and Purchasing & Aankoop Finance & & Controlling Sustainability & & Governance, Risk Risk & & Compliance IT IT services Human Human Capital Resources Management Buildings and installations Business Intelligence & Enterprise Information Management

31 Information architecture organisation vs value chain Based on Organisation Based on Value Chain folders distributed over 4 levels 130 folders distributed over 3 levels

32 Information architecture practical use L-1 Information Management Value Chain Portal Organization L-2.1 L-2.2 L-2.3 L-3.1 L-3.2 Classification Organization Location Role Document Type Portal Location Portal Role Other Media Function Intelligent Driver Assistant

33 Information architecture benefits Robust and flexible for organisational changes Shallow and user-friendly structure Inline structure Portal SAP xecm Relation between structure and homogeneous user groups Homogeneous use of metadata and classification(s) Matched to performance (process / people / system)

34 Summary ONE global information reference model Data / Document(s) & -types Identification & codification Metadata model Folder structure SAP integration On master data On business processes Trust & compliance Reference library Management processes Information security Management model Distribution lists Role assignment Standardisation Management of data / documents Publication Communication Recognition House style & Branding Identification Communication Intern/Extern portals Mobile devices Collaboration Transparency Traceability One version of the truth

35 Future information management Manager Purchaser Central workshop Call center Supplier + ONE PORTAL Travellers IDA Train driver Personal administration Accountant Designers Single Source of the Truth"

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37 Business solutions OPEN TEXT SAP Extended Enterprise Content Mgt. by OpenText SAP Vendor Invoice Mgt. by OpenText SAP Document Presentment by OpenText SAP Portal Site Mgt. by OpenText SAP Portal Content Mgt. by OpenText OpenText BPM Assure ITSM OpenText Tempobox OpenText AppWorks

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39 Key points to take home If you plan to manage documents, think enterprise-wide, think SAP xecm by OpenText Set up an enterprise-wide governance model for your xecm platform Manage your xecm projects roadmap based on processes with the highest amount of users and documents Make use of SAP xecm for non-sap related documents All processes require ACCESS to HIGH QUALITY DATA

40 Resource + Contact

41

42 Why SAP xecm by OpenTex Infrastructure and Architecture Architecture simplicity Number of servers Interoperability Scalability User interface Web wokspace MS Windows Explorer MS Outlook SAP Enterprise Portal SAP Gui SAP ERP integration Out-of-the-box integration 360 view on content linked to processes Easy access to documents via business workspaces Virtual folders based on SAP data structures SAP data and documents archiving Autocad / Inventor Interoperability an semantic level Support and Maintenance Longterm ERP integration roadmap Quality of support Functionalities Intelligent document recognition Paper scan and electronic document indexation Full-text indexation with OCR Automatic classification Content and storage space management Thesaurus management Offline access to documents Collaboration Workflow

43 Why SAP xecm by OpenText Right Time 360 View Quick Search Process Integration Right Place All processes require ACCESS to HIGH QUALITY DATA Structured / Unstructured Data Central Repository Standardization of procedures GOVERNANCE of the information lifecycle Tracability Auditabilty

44 Introduction to SAP xecm by OpenText Automate filing and indexing Define, control and accelerate decision processes Empower teams with internal and external users to collaborate efficiently Enable consistent document handling and Microsoft Office Integration Provide secure native access to SAP and non-sap users. Enable 360 view on documents. Consolidate repositories and storage management Control the content and reduce compliance costs

45 Introduction to SAP xecm by OpenText -Scanning -Indexing -Forms Management -Intelligent Classification -Batch Processes -Imaging -Viewers Solution Enablers -Shared Workspace -Barcode recognition -Capture of various inbound types (paper, fax, mail ) Value Drivers -Eliminate paper and free up office space -Reduce printing, copying and paper storage costs -Ensure consistent and cost effective filing and audits -Eliminate manual entry errors -Decrease cost of filing content from non-sap processes

46 Introduction to SAP xecm by OpenText -Version Control -Check In/Out -Categorization -Audit Trail -User/Group Access -Content Type Agnostic -Comprehensive Search -Notifications -Ad hoc document workflow -Work item lists / Task Lists -Content associated to business processes -Team and project rooms -Shared Workspace -SAP data access from collaboration space -Forums / Discussions -News Channels -Polls Solution Enablers Value Drivers -Reduce time spent finding the one version of the truth document -Shrink file server and legacy document management application costs -Decrease printing and copying to desktops/file shares and between applications -Reduce review and approval process costs -Decrease time spent on documentintensive processes -Improve processes and compliance by using electronic signatures -Boost productivity and accelerate business decisions -Push business decisions to the appropriate individuals -Reduce risk by providing secure access

47 Introduction to SAP xecm by OpenText Solution Enablers Value Drivers -Role-based user interface -MS-Office, Web and SAP-Gui integration -Comprehensive search -Content browsing and navigation -Virtual folders -Personalization -Permission and role management with user access rights inherited from SAP -Reduce search costs -Easily find content associated with SAP objects -Increase content accessibility -Reduce deployment time -Eliminate need for end-user training

48 Introduction to SAP xecm by OpenText Solution Enablers -Data and Document Archiving -Agnostic storage management -Content Move between different storage devices -SAP ILM integration -Advanced Security -Single Instance Archiving -Cut costs by consolidating -Archive platform Value Drivers -Decrease response times when managing large volumes of data and documents -Reduce risk by protecting content with replication and -Tamper-proof storage -Significantly improve content accessibility -Archived content available in SAP at all times -Can archive any SAP information (DMS docs, ILM exports, print lists,...) -Content automatically assigned retention rules (based on type, process, folder, user, role, )

49 Introduction to SAP xecm by OpenText Solution Enablers Value Drivers -File Plan and Administration -Metadata Management -Retention Schedules and Legal Holds -Physical Records Management -Advanced Circulation -Automatic Classification -Disposition -Audit Trails -Ensure holistic enterprise program -Provide defensible disposition of all corporate content -Improve ability to mitigate risks -Diminish exposure to discovery costs -Reduce cost of storage through proactive destruction -Facilitate easier decommission of legacy content -Content automatically inherits retention rules if present within designated SAP folder structure -SAP data retention rules can be imported to manage data lifecycle

50 Access to unstructured content Frontends Generic Object Services (SAPGUI) Tab Integration (SAPGUI) DocuLink for SAP (SAPGUI) MS Outlook Extended ECM UI (Case) MS Windows Explorer

51 Access to unstructured content Business Workspace for Functional Location (Extended ECM UI) Easy Access of Related Func. Locations and Equipment

52 Access to unstructured content Business Workspace for Functional Location (SAPGUI TA IL03) SAP users can access ALL documents. SAP users can add, reserve and edit documents. SAP users can create folders. SAP users can add Follow Ups SAP users can see all document properties. SAP users can

53 Access to unstructured content Business Workspace for Functional Location (SAPGUI TA IL03) Immediate Access to Photo of RELATED Equipment Maintenance Work Order allows to access all documents of related functional locations and equipment (better than inheritance)

54 Access to unstructured content Business Workspace Hierarchy (SAPGUI and MS Windows Explorer) The SAP structure of Technical Objects and their SAP documents are also available in MS Windows Explorer

55 Maintenance Business Workspace for Project

56 Maintenance Business Workspace for Functional Location Non-SAP users can access SAP documents like drawings, manuals, etc. and they can add documents. Non-SAP Users can access attributes of SAP Technical Objects and Process Information. Technical Documents of the functional location are managed in the xecm Business Workspace, which belongs to a SAP Functional Location DMS Features to complement SAP PM processes: Versioning, reservation, revision workflow, red lining, physical documents rendition, audit tracking, authorizations, etc.

57 Maintenance 360 Full Text Search for SAP and Non-SAP Info SAP equipment attributes SAP PM order printlist SAP information on failure notification ECM user can full text search in meta data, notifications, orders and documents of SAP Technical Objects

58 Maintenance Search for Functional Location (Extended ECM UI) Search for Functional Location by Full Text and Attributes

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