Meet Your Citizens Where They Live Through Digital Content Management

Transcription

1 SAP Brief SAP Extensions SAP Extended Enterprise Content Management for Government by OpenText Meet Your Citizens Where They Live Through Digital Content Management

2 SAP Brief Digitalize to serve your constituents Staying citizen-centric today means meeting the expectations of Generation Z mobile, digitalized, and soon the largest segment of your constituency. In the meantime, demands for public-sector services are growing exponentially, as are the volumes of content involved in delivering them. Let the SAP Extended Enterprise Content Management for government application by OpenText help. Digitalize to serve your constituents What if you could offer full transparency and complete documentation on every issue, while empowering staff to collaborate with one another and your citizens on key projects? And imagine that you could streamline data management and simplify your IT landscape at the same time. Enter the SAP Extended Enterprise Content Management (SAP Extended ECM) for government application by OpenText. Break down data silos. Merge data from s, faxes, and social media with your application data. Connect your users and external partners through collaboration workspaces, making all communications and documents on a problem available to everyone with a stake in solving it. Manage all documents and physical records, encourage teamwork using threaded discussion and file sharing, build contentcentric workflows and approval processes, and maintain access protocols and audit trails. Optimize assets, protect public safety, boost service delivery, and safeguard financial health and compliance. 2 / 9

3 SAP Brief From a technical perspective, SAP Extended ECM for government presents a single point of access to your digitalized enterprise information in a predefined file structure or a file structure you define. It delivers role-based views in several popular Microsoft and OpenText user interfaces and lets you control access rights by user, group, or role. The software can automatically check defined file types for completeness and generate document numbers to make filing and finding information easier. Intelligent scanning captures content from images and faxes, letting you convert paper documents to indexed and tagged electronic files. An integrated, feature-rich viewer lets you search for text strings and make text or graphic annotations in documents. You can print and download files with drag-and-drop functionality and apply e-signatures to documents. Comprehensive redaction features let you safeguard confidentiality before publication. Your citizens are going digital or are already there. To keep them happy and safe, shouldn t you go digital, too? 3 / 9

4 SAP Brief In the digital world, peer-to-peer collaboration is rapidly replacing hierarchical decision making. SAP Extended ECM for government helps you build a digital workplace through its integrated workflow features. You can set up in-boxes for individuals, teams, and organizational units and appoint deputies to act for others. You can use preconfigured or ad hoc workflows, for example, to create a document approval loop with parallel review steps. And you can save ad hoc workflows and adjust them for reuse. Preconfigured and ad hoc workflows help you process public safety investigations and mediate social service cases. Assign project members to preconfigured roles to improve resource management. Robust collaboration features in project workspaces encourage team members in all roles to discuss content and processes. Empower users to generate documents interactively and deliver them downstream through multiple channels. 4 / 9

5 SAP Brief To set up the end-to-end digital processes essential for rigorous governance, you must be able to share content freely among applications. The features supporting this openness are called content management interoperability services (CMIS). SAP Extended ECM for government harnesses CMIS to help you digitalize and classify incoming content, number and structure its files, and integrate it into other public-sector applications. As one of the SAP Extensions, SAP Extended ECM for government is covered by the proactive and robust change management processes SAP applies to all SAP products to help make them future proof. You can mitigate exposure to discovery costs and control disposition of content according to security clearance levels. Equally essential to compliance are solid archiving and retention policies for the components and products of your end-to-end processes. Thorough records management in SAP Extended ECM for government includes secure storage and long-term retention for all your information. The application reduces archive overhead at the same time. 5 / 9

6 SAP Brief Effective government starts with planning the projects that will further your objectives. Your strategy team must identify opportunities, assess risks, set priorities, and decide shrewdly where to invest time and money. To support sprawling teams in capital projects, you must manage knowledge housed in disparate partner file systems. Integration with the SAP Portfolio and Project Management application helps you evaluate options, come to value quickly, and keep quality high while shrinking administration time. To maintain public infrastructure, integration with SAP functionality for materials management keeps asset specifications, work orders, and maintenance notifications up to date. Your stakeholders can mitigate risk by sharing work on maintenance projects through traceable documentation. For managing real estate, integration with the SAP Real Estate Management application creates a 360-degree view of your object and lessee data and documents to help increase efficiency and lower costs. Your team can quickly prepare for on-site visits by outside parties, including object managers, attorneys, brokers, and buyers. To comply with the Freedom of Information Act of the United States, you can efficiently register, validate, and acknowledge requests; collect, compile, and redact information; and approve, download, and send responses. Continued on the next page. 6 / 9

7 SAP Brief (continued) When adverse events threaten public safety, SAP Extended ECM for government helps investigators aggregate case data and external documentation and communication. It accelerates access to relevant legal precedents and repeatable processes and lets you take security clearances into account in your access protocols. All authorized parties can process forms quickly, maintain a complete picture of the ongoing investigation, and interact directly to close it successfully. The delivery of social and welfare services often requires extensive correspondence and documentation. The application folds that information in with data from your internal applications, giving every staff member a full view of the known factors in each case. Multiple departments, partner organizations, and other authorities can collaborate conveniently to find optimal solutions. Template- and rule-based creation of letters and documents helps you contain costs while boosting responsiveness and enhancing service quality. Tax and revenue processing generates huge volumes of data in public data centers. To keep your database manageable, data archiving in SAP Extended ECM for government removes historic data from the database but keeps it easily accessible in business process views. 7 / 9

8 SAP Brief Tally the benefits Running 21st-century cities, counties, and states means delivering services to savvy constituencies who grew up or at least grew old expecting results at Internet speed. And improving the human condition in our challenging times requires an unprecedented level of collaboration among individual citizens, private organizations, and government agencies of all flavors. SAP Extended ECM for government helps your organization digitalize and collaborate. Scanning features let you replace cumbersome paper documentation with electronic files. You can integrate external content with output from your business processes and scale operations smoothly to handle large numbers of users and high volumes of content. All stakeholders can work together in a unique collaboration workspace accessible anytime, anywhere. All facts and personnel relevant to an issue or case are on hand in a single place supported by a familiar interface. As you boost productivity and satisfaction, you help ensure compliant data capture and secure long-term storage that meets or exceeds legal requirements. With SAP Extended ECM for government, you can manage both collaboration and compliance in a single elegant solution. Tally the benefits 8 / 9

9 SAP Brief Summary All organizations in the digital age must merge content from multiple sources, present it to cross-functional teams for action, and store input and results compliantly. For governments, these functions are crucial to delivering quality services to satisfy a diverse and growing population. The SAP Extended Enterprise Content Management for government application by OpenText integrates internal and external content and helps problem solvers capitalize on that content in a collaboration workspace. Eliminate paper by digitalizing incoming documents and outgoing communications Increase operational effectiveness by reducing administrative overhead Boost collaboration with citizens and among agencies Conversion of paper documentation to indexed, tagged electronic files Content management for version control and user-friendly presentation Collaborative workspaces where teams address issues and solve cases together Records management and archiving for secure delivery and compliant storage Optimize investments and cut data center costs Reduce maintenance risk by sharing lessons learned Accelerate case management using high-quality repeatable processes Shrink response times and digitalize paper trails Maintain full transparency Learn more For details, visit us at /enterprise-content-management.html. 9 / 9

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