Hameln-Pyrmont administrative district. Stop searching. Start finding. Optimal processing and search of invoices

Transcription

1 Hameln-Pyrmont administrative district Stop searching. Start finding. Optimal processing and search of invoices

2 ABOUT HAMELN-PYRMONT ADMINISTRATIVE DISTRICT With an area covering 796 km² and a population of close to 160,000, the administrative district of Hameln-Pyrmont belongs to one of the more densely populated regions in Lower Saxony. Since the administration and regional reform of the early 1970s, eight cities and communities make up the administrative district: Aside from Hameln, the time-honoured state-run spa Bad Pyrmont, the cities of Hessisch Oldendorf and Bad Münder, the hamlets of Aerzen, Salzhemmendorf, Coppenbrügge, and the Emmerthal community. The economic region Hameln- Pyrmont is marked by an ideal balance between commerce, handicraft, tourism, health and recreation. ABOUT KDO Requirements: Correlation to the statutory requirements Increasing the order processing efficiency Introduction of digital invoice processing Scalable and flexible system Solution: nscale as a centralised archiving and document management system Successes: More time spent focusing on the core business and less time trying to find data Audit-proof archiving Reduction of the paper archives The municipal union of communal data processing in Oldenburg (Zweckverband Kommunale Datenverarbeitgung Oldenburg, KDO) is the municipal IT service provider for the development, maintenance and consulting of municipally used specialised software. KDO assumes centralised services (ASP) and represents all municipal IT services such as software implementation projects and comprehensive training. KDO headquarters are located in Oldenburg; KDO also has an office in Bremervörde and today is mainly active for 66 union members and for about 300 contract customers, most of them located in the Lower Saxony region. The core business is the development, provisioning and support of specialist applications for municipal administrations.

3 DIGITAL INVOICE PROCESSING In the filing of incoming invoices, the administrative district of Hameln uses the scenario "Delayed filing with barcode". In the recording of the invoices, a corresponding instruction is printed out including a barcode. Storing the invoice in SAP means that manually recording the barcode becomes redundant. The invoice is fed through the posting process and is subsequently scanned and archived. The barcode is thereby automatically recognised, sent to SAP, and a connection is created between the posted invoice and the original document. Afterwards, the documents can be searched for and then displayed in SAP. Only the file names and the authorised persons must be registered. The application does the rest. "In order to meet the regulatory requirements as well as to increase the processing efficiency, we decided to enter the world of digital invoice processing in the most uncomplicated fashion possible. OPTIMAL COLLABORATION Hameln-Pyrmont administrative district processes a monthly volume of over 2,500 invoices. That equals at least 90,000 pages of legally relevant documents. In less than three months, SAP and nscale were simultaneously implemented within the scope of a mutual project.the introduction of SAP was managed by KDO. A scalable and, in particular, a reliable system was indispensable for our requirements. nscale was the right choice, since as a standard product it was in a position to completely cover our architectural and functional requirements. The electronic research allows us to focus on our core business and not spend inordinate amounts of time looking for our data." Rainer Thielke, Head of HR/IT/Media Relations of Hameln-Pyrmont administrative district.

4 INTELLIGENT RESEARCH WITH NSCALE DESKTOP In addition, the employees can search for all SAP-stored documents. The user has access to the SAP attributes, even in the search windows of nscale Desktop. The replication of these attributes occurs automatically through the nscale for SAP Replication Service. QUICK REACTION HIGH LEVEL OF CUSTOMER USE Therefore, DSW21 is now in the position of quickly reacting to the in-house requirements without having to take any development times into consideration. Within a short period of time, the authorised departments receive electronic access to their data. The process cost savings are so evident that a return on investment (ROI) can be expected within a very short period of time. Beyond this, the customers are provided with an instrument that gives them the ability to flexibly manage the use of the system without going through a complex system rollout process. PREPPED FOR THE FUTURE PERFECT INFORMATION MANAGEMENT The administrative district's document management and archiving solution consists of the nscale platform including the nscale Server, nscale Desktop and nscale for SAP components as well as the corresponding hardware components. Beyond the storage of the company-relevant documents, nscale also offers the audit-proof archiving of these as well as company-wide access to the archived data via nscale Desktop, which is installed on every employee's workstation. The next project step calls for the implementation of the requirements in terms of workflow with an integrated digital signature. The planning is based on the new EC Service Provision Regulations. Based on these regulations, the public sector is required to electronically serve every "customer" in predetermined periods of time. From the initial point of contact through to the approval of an order, the goal is to lead the customer through the process. This regulation is applicable throughout Europe and requires that the appropriate agencies are prepared. In addition, the standard archiving area will be limited. By 31 December 2010, the paper-based archives must be permanently "frozen". The prerequisite for this is the installation of a functioning extensive digital alternative. In addition, the project offers the opportunity to validate and verify the existing processes for their optimisation potential.

5 About Ceyoniq Technology GmbH Ceyoniq Technology GmbH Boulevard Bielefeld Phone: Fax: info@ceyoniq.com Ceyoniq Technology GmbH is the premium manufacturer of the nscale 7 vecto information platform. nscale 7vecto. This platform includes software solutions and industry-independent industry-independent document management systems and enterprise content management through to intelligent systems for processing complex business and communication processes ( management, incoming invoice processing, etc.). Over 100 employees work at the Bielefeld headquarters and offices in Berlin, Hamburg, Munich, Leipzig and Vienna. Ceyoniq Technology GmbH is part of the Ceyoniq Corporate Group; this Group also includes Ceyoniq Media GmbH in Bielefeld and Ceyoniq Consulting GmbH located in Bielefeld und Leipzig.