AIIM Webinar. Creating New Business Value: how Capgemini is using ECM to improve service to clients, vendors & employees

Transcription

1 AIIM Webinar Creating New Business Value: how Capgemini is using ECM to improve service to clients, vendors & employees

2 Speakers Doug Miles Managing Director AIIM Europe Director of AIIM Market Intelligence Oscar Bouwhuis, Managing Consultant, Capgemini Netherlands Jennifer VanLent, Perceptive Software Page 2

3 Asking Questions Questions bottom left. Page 3

4 Asking Questions Enlarge slides, top right Page 4

5 Diary Dates ERM Electronic Records Management 9-12 Nov, Utrecht ECM Enterprise Content Management 5-8 Oct, Utrecht, 2-5 Nov, London, +44 (0) BPM Business Process Management 30 Nov-3 Dec, London Next AIIM Webinar: Integrating and Auditing Content Across the Enterprise: What They Don't Tell You About Governance, Risk and Compliance :00am (UK Time) 15th October 2010

6 AIIM Surveys Full reports free to download at: Blog: ECM by Numbers

7 Introduction Page 7

8 HR How many hours per day in the HR Department would you estimate is spent on routine administration tasks as opposed to staff recruitment, development and training? On average HR staff spend 2.2 hours per day on nonproductive administration 26% of HR staff spend over 3 hours a day on non-productive tasks Respondents with and without DM in HR (95/97) Page 8

9 HR How many hours per day do you think HR staff spend copying, filing and destroying incoming documents such as application letters, resumes and reference requests? 40% of those departments with no HR system spend more than 1 hr per day copying filing and destroying documents compared to only 30% of those with a DM system - a 25% reduction Respondents with and without DM in HR (95/97) Page 9

10 HR In which of the following storage areas might an employee's HR details be stored? For those companies where the HR system is part of a company-wide ECM system, documents are only half as likely to be duplicated in the filing cabinets of line managers and the Accounts department HR details are stored in the system in 38% of those with full ECM and 45% of those with no system Respondents with and without ECM for HR (51/97) Page 10

11 HR Does your HR workflow mean physically moving sensitive documents for signature, distribution and storage? 79% of companies have sensitive physical documents circulating in their mail system as part their HR workflow HR respondents (199) Page 11

12 ROI How would you rate the success (ROI, service improvement, etc) of the following processes/document types? 58% of those using capture/bpm for HR report excellent or good ROI 10+ employees, World (702) Line length indicates We don t do this

13 ERP Integration In your organization, which business process is currently the most in need of integration with content/document management, or which integration is performing best? Accounts Payable is most popular process, followed by HR Page 13 N=380, >100 emps.

14 Issues non-users Which of the following factors have influenced your strategy for linking ERP and ECM? (Check all that apply) Technical issues slightly more to the front, but political is still a problem. Common ECM more of an issue than common ERP. Page 14 N=101 with no links

15 I the way we do it AIIM Webinar ehr Implementation at Capgemini Based on ImageNow October 1 st 2010

16 Agenda Introduction & Background The Selection Process The Project Governance The Solution Wrap Up & Questions

17 Oscar Bouwhuis 11 years at Capgemini AIIM Specialist & Open Group Certified IT Specialist Project Manager for ehr implementation (Netherlands & Belgium) Currently in the role as ECM Cluster Lead for Capgemini the Netherlands. BIM Division Netherlands, 400 FTE (Market leader in the Netherlands on BIM) Part of Global BIM Organization 150 FTE ECM Consultants in total (Online Solutions & ECM Support) 55 FTE in ECM Cluster (from strategy to implementation) 75% certified (AIIM, Open Group, Vendor Certifications) Very experienced in: Documentum, Livelink, edocs, FileNet and ImageNow Strong in public and private sector

18 Capgemini Overview Capgemini is headquartered in Paris Situated in more than 30 countries Number of employees 95,000 people More then 8 billion annual revenue Four major disciplines Consulting Services Technology Services Outsourcing Services Local Professional Services Capgemini enables its clients to transform and perform through technologies.

19 Agenda Introduction & Background The Selection Process The Project Governance The Solution Wrap Up & Questions

20 Project history Late 2008 March 2009 May 2009 June 2009 August 2009 January 2010 May 2010 July Business need for ehr system - Selection of Perceptive Software ECM system for ehr - Start project, Workshops to define user requirements - Training key users and project team - Start cleaning paper files - Start implementation onsite - Start upload first batch scanned documents - Go Live Note: The project had some intervals, because of holidays, upgrades, delayed MFP delivery

21 Capgemini Business Drivers for ehr Improve the HR business process and enhance service for 6,400 employees in the Netherlands. Two Major Drivers: Capgemini s A New Way of Working HR business process outsourcing to India Other Drivers: Meet legislation in The Netherlands: Wet bescherming persoonsgegevens Current process did not support workflows Lack of management information to control processes and organization No uniformity because of the manual work No back-up Current process did not support Capgemini strategies Mind the AIIM Four Cs : compliance, cost, collaboration, and (business) continuity

22 Why Capgemini Chose Perceptive Software ImageNow is implemented for HR and Payroll content within Capgemini UK, referral from colleagues Workflows can be made by key users instead of programmers Ease of use, ease of administration intuitive for non-technical users Very scalable and flexible when adding new users Not point solution; Ease of expansion to other business departments Ease of integration with SAP, Oracle and other applications Reduce total cost of ownership Very competitive licensing model Cost-effective and quick to implement Low cost to train and update administrative users Very good impression of Perceptive s Demo Friendly and knowledgeable team

23 Agenda Introduction & Background The Selection Process The Project Governance The Solution Wrap Up & Questions

24 Critical Success Factors The Capgemini implementation approach Be wise do not customize. Commitment is key. Take small bites. Content rules. HR process knowledge Experienced ECM professionals

25 The Project Stages Start up Execution Close down Project Management Business process Organizational change management Technical Project initiation Solution definition Solution development Implementation Post implementation support Backlog Migration Testing Build to run transition

26 Example of the Solution definition Stage

27 Example of a the Solution Development Stage

28 Perceptive Software Delivery Approach

29 Project Organization Project Board Project Manager Key User Group Security Officer Back Log Team Business Process & Change Team Technical Team Test Team Build to run Team Scan Team Perceptive Team Outsourcing Team AM Team India End User Devices team

30 Agenda Introduction & Background The Selection Process The Project Governance The Solution Wrap Up & Questions

31 The Environment Client Connectivity Server Connectivity OSM (Images) and Full-Text Collections MS SQL Database Server ImageNow Client DataCapture Client ScanStation Client ImageNow Server Report Server WebNow Client Remote Agent Server DataCapture Server

32 How We Set It Up Launch Image Now from SAP: ImageNow will open Find your Documents

33 How We Set It Up Or start WebNow in your browser. And Search or browse for the employee

34 Start with a Classification Model

35 Integration Methodology Integration with SAP HR using ImageNow LearnMode Inheritance of user rights from SAP Integration with multi-functions (MFPs) Single sign-on with our own SSO Solution ImageNow eforms for coversheets

36 Project Challenges Complete new organisation model Integration with 2,000 new employees SAP upgrade project Role out new Multi Functional Scan Stations HR BPO project Employee council agreement ImageNow 6,3, 6.4, 6.5 and 6.5.1

37 Secrets to Our Success Extensive Stakeholder Management Involvement of the future users Commitment of Perceptive Software (consultants onsite) Perceptive Software LearnMode Customer Intimacy of Perceptive Software Highly skilled project team (Perceptive & Capgemini) India on site Decisive project board Stay with the scope, small steps Do not change the business process Be wise, do not customize HR Transformation Capgemini Consulting BIM Division Capgemini Technology Services

38 Next Steps Other projects eforms for internally used forms (requests) Financial Shared Service Center (Upload and process signed time sheets) Contracts Project Quality and Environmental Management System ehr Belgium Future Enhancements: Digital HR processes (workflow) Bulk import of documents More management information & reports Digital signatures Dynamic Documents Add Business Intelligence to the solution

39 Our journey to an Information-Centric Organisation Proactive Expected organizational Response Reactive Today Data 1 Information 2 Insight 3 Intelligence 4

40 Agenda Introduction & Background The Selection Process The Project Governance The Solution Wrap Up & Questions

41 About Perceptive Software Founded in 1995 in Kansas City Enterprise content management software + solutions 2,500 organizations in 30+ countries Regional offices in London, Singapore and Sydney Acquired by Lexmark International in June 2010 Operate as a stand-alone software business within Lexmark 10-year compound annual growth rate of 35%+ One of the 10 largest ECM providers in the world

42 Contact Details Capgemini Oscar Bouwhuis Contact me on LinkedIn Contact me on Twitter Company website Perceptive Software Jennifer van Lent Contact me on LinkedIn: Contact me on Twitter: Company website:

43 Questions?

44 Thank you for joining us.