AIDA CRUISES WORLD WIDE USE OF ELECTRONIC DOSSIERS IN THE TOURISM SECTOR Stuttgart, June 2015
2 Agenda Introduction Project overview Products in use Use cases for electronic dossiers Results Next steps
3 AIDA is at Home in the World! More than 460 cruises 180 different ports worldwide
4 Since 1996 on a Successful Course 10 Vessels most modern fleet in the world Success one of the fastest growing and successful travel companies in Germany Future two new vessels until 2016 AIDAcara 1996 AIDAvita/aura 2002 2003 AIDAdiva/bella/luna 2007 2009 AIDAblu/sol/mar/stella 2010 2013 AIDAprima/ 2015 2016
5 Costa Group The leading cruise company in Europe and China 25 ships in service AIDA CRUISES 68,000 beds COSTA Crociere 2 new ships to be delivered by 2016 27,000 employees COSTA ASIA 20 offices in 14 countries
6 Part of the Most Succesful Cruise Group in the World 99 Vessels 10 m. guests per year 50% worldwide market share 9 brands under one roof Diversity Listed in FTSE 100 and S&P 500
7 Agenda Introduction Project goals and information Products in use Use cases for electronic dossiers Results Next steps
8 Project goals and information Document digitalization Implementation of an electronic dossier Improved collaboration Meet compliance requirements Cost reduction Less storage space Users working with the applications: 400 Project cooperation with CENIT started in 2013 Mid-year 2013 End of 2013 Mid-year 2014 End of 2014 Today Migration of old system Use case HR Scanning of dossiers Use cases Legal and Sales Document import and web client HR interface Scanning and migration finished Sales interface Document import interface Barcode scanning Enhancements
9 Agenda Introduction Project goals and information Products in use Use cases for electronic dossiers Results Next steps
10 CENIT ECLISO rich client Used for major use cases (HR, Sales and Legal) Full functionality Revision control Drag & drop functionality Creation or modification of documents and dossiers Applicable for power users
11 CENIT ECLISO web client Used for readonly access (Imported or archived documents) Webbased application supported by different browsers Simple user interface for non power users Easy rollout (no installation)
12 CENIT SERVICE & IMPORT MANAGER Used for import and archive use cases Scheduled automated background jobs Automated notifications Archive services for a lot of use cases edocs (forms generating application) AgentCoupons/Invoices Agent Management System Inventory documents (transferred from ship) AIDAHeute ship magazine (transferred from ship)
13 EMC 2 - Captiva High scale image management Applicable for customization Optical character recognition Image enhancement Barcode detection Interface to P8 Email and filesystem monitoring
14 Agenda Introduction Project overview Products in use Use cases for electronic dossiers Results Next steps
15 Where are the products used? Entertai nment HRM Guest relations Finance Legal Customer dialog Sales Travel, coupons..
16 A detailed look on our major use cases HRM Commonalities Differences Legal Sales
17 Use case Human Ressources: Business requirements All old paper dossiers of AIDA employees were scanned in electronic dossiers One dossier for each employee Access rights (dossiers and documents) Documents are stored physically separated in FileNet P8 Scanned documents are automatically imported in dossiers HRM
18 HRM dossier structure Shore Sea Amount of dossiers 1.000 10.000 Contract type German law Italian law Identification Personal number E-Number-Code Double side role change of employee Major application Ecliso Mistral Usage area Shoreside (for HRM) Shore and Sea- side HRM
19 Use case Legal: Business requirements One dossier for each AIDA contract Access rights (dossiers and documents) Legal department scans documents All AIDA contract partners are stored in ECLISO and can be linked to a contract dossier Workflow for contract approval Legal
20 Contract partner database Legal Search for contract partners New / refresh List of all contract partners Applied contract partner Details of selected contract partner
21 Workflow for contract approvals Approval of contracts with multiple steps The workflow can be approved or rejected in every step Automatic reminder mails in several steps
22 Use case Sales: Business requirements One dossier for each agency (Costa and AIDA agencies are separated) Access rights (dossiers and documents) depending on property brand Framework agreements as second dossier type A framework agreement can be linked to one or more agencies Usage of revision control Sales
23 Other use cases Ecliso WebClient Archiving documents from different departments Service - Import manager Tight integration of Service manager in many use cases Captiva Optical character recognition Example: Daily archive of shipside inventory. Shipside inventory OCR and further captiva filters Service manager export with error handling Document transfer Document export for archiving Benefits and results: compliance, law costs, no space room problems and collaboration with reference to green IT. Ecliso WebClient
24 Agenda Introduction Project goals and information Products in use Use cases for electronic dossiers Results Next steps
25 Results Operational A lot of analog documents are in digital form Efficient processes for managing documents Security for unauthorised access Compliant to SOX requirements Strategical Cost reduction Collaboration Revision and retention
26 ECM - best practice Gradual approach Business side involvement Partner with Know How & Innovation
27 Agenda Introduction Project goals and information Products in use Use cases for electronic dossiers Results Next steps
28 Next steps World Wide Costa Group Extend ECM for the World Wide Costa Group Archive documents from international offices Improve collaboration among users Costa Group ECM for Costa Group Infrastructure design Interfaces design Global dossier AIDA Cruises Further development New interfaces Implementation of ICN trial
29 Thank you for your attention