Building More Efficient Workplace

1. Building Efficient Workplace Manojit Majumdar, Vice President – Channels - WW

2. Newgen at A GlanceMore than 19 Years of Business Process Management, Document Management & Imaging ExperienceMore than 800 BPM & DMS installations across 40 countries100 mission-critical Cross-Industry deployments.Credited with some of the world’s largest deployments.Among the top 5 organizations in the world to be in the magic quadrant of Gartner for ECM and BPMAiming to setup partner network in 40 countriesInvestors

3. Rare Product company to be in both ECM & BPM Magic QuadrantsECM MQ 2010“Newgen has developed a strong presence in EMEA as a vendor of transactional content platforms for large financial services institutions and business process outsourcers. Strong leadership and key accounts management, relevant technology and a services partner program that is paying global dividends ….”Source: Gartner ECM MQ 2010BPM MQ 2010“Newgen brings strong support for content interactions within the process (due to its heritage in the ECM market). OmniFlow is proved for large-volume, document-centric workflows.

4. Newgen has a good focus on and an understanding of BPM needs in emerging geographies.

5. Newgen consultants are well-trained in the design and architecture of solutions using Newgen's BPMS.”Source: Gartner BPMS MQ 2010

6. Global Installation BaseMiddle EastBahrain OmanQatar Saudi ArabiaJordan KuwaitUAEThe AmericasUSABermudaCaribbeanMexicoAsiaMalaysia ChinaPakistan Hong KongPhilippines IndiaIndonesia JapanSingapore ThailandAustralia NewzealandAfricaEgypt NamibiaGhana NigeriaKenya South AfricaLibya TanzaniaMauritius EuropeAustria Germany Cyprus Lithuania Czech SlovakiaDenmark UKFinland

7. Some of Our CustomersBanking & Finance InsuranceBPO & Shared ServicesTelecomOthers

8. SAP Image Enablement ConnectorSAP Connector to associate Images stored in DMS with SAP Objects. Associated Images can be accessed from SAP GUI.Newgen’s Shrink Wrap ProductsScanning & Distributed CaptureTool for bulk & distributed scanning of paper documents. OmniScan can carry out scanning of documents in bulk in form of batches and export them to OmniDocs.Document Management SystemPlatform for enterprise document archival & record management.

9. OmniScan – Batch Scanning, indexing and image enhancement0Prepare for Scanning (Sorting)OmniDocsElectronic Document Images/Pre-Scanned Document ImagesServer2Indexing3Upload to DMS ServerUsers View DocumentsInternetIntranetUsers View Documents

10. 0Prepare for Scanning (Sorting)At Scan Station, it is recommended that scanning agents sorts the documents in pre defined sequence.Blank Page SeparatorScanning agents can also insert blank page separators between sets of each document type.The same logic of document sequencing and blank page separator can be built in OmniScan for auto separation of documentsOnce the sorting and sets are complete, the Scanning will be performed using Newgen OmniScan

11. 0Prepare for Scanning (Sorting)

12. 0Prepare for Scanning (Sorting)Scanned images will be queued in OmniScan for Indexing

13. 0Prepare for Scanning (Sorting)Auto allocation of documents as per the pre-defined document sequencingIndexing formThereafter Images can be directly exported to OmniDocs (DMS Server). The export can be configured to be in TIFF or PDF format.

14. 0Prepare for Scanning (Sorting)OmniDocsSecured StorageServerScanned Documents along with Indexed Data is Uploaded to OmniDocs (Document Management System)OmniScan

15. Image Cleaning and EnhancementAuto/manual De-skew supportAutomatic removal of speckles from imageRemoval of unwanted border as a result of scanning a photocopied documentRotation of images from landscape to portraitRemoval of horizontal and vertical lines of given thickness

16. OmniDocs – End User Desktop File Documents in Folder Hierarchy.

17. Document Operations like Add, Modify, Delete etc.

18. Check-In, Check-Out & Versioning.

19. Rights on Folders & Documents.OmniDocs - SearchAlso Search on Document Properties like modified date, created date, accessed date, document name, author, keywords and owner and size etc.OmniDocs Document - ViewerView Document’s generic properties, data class indexes.

20. Apply Annotations & NotesN-Tier Architecture, Scalable as Users & Load IncreasesMulti Lingual – Unicode CompliantEnterprise class scalability & Multilingual supportApplication ServerWeb ServerStorageStorageStorageStorageStorageStorageApplication ServerWeb ServerStorageStorageStorageApplication ServerDatabaseDatabaseDatabaseWeb Server

21. Starting Point : Using OmniScan & OmniDocsGlobal Entertainment Organization : Use it for archival of Financial documents, legal documents, vendor related documents, lease agreements, contract documents.Product : 20 User license of OmniDocs and OmniScan for six years nowA Real Estate organization – They are builders and into real estate business. All documents starting from booking to possession gets scanned and stored for reference.Product: 5 User OmniScan and OmniDocs for the past two yearsNGO in Wild Life: This is for keeping track of all paper clippings for future reference.Product: 5 user license of OmniDocs and OmniScan for past 3 years.Police Organization –Store information on people whom they want to track over a given period of time. Also track important eventsProduct : 5 User License of OmniScan and OmniDocs for the last 6 yearsPaints and Chemicals: Manuals of different processes and managing confidential documents.Product : 20 User License of OmniDocs and OmniScan

22. Starting Point – Using OmniScan & OmniDocsA Bank : Scan and store the vendor PO’s. Managing documents for quality surveillance audit.Product : 5 user license of OmniDocs and OmniScanAny Banking or Non Banking Financial Institution : Information related to KYC (Know your Customer), Account Opening, Loan DocumentsProduct : 5 user license of OmniDocs and OmniScan.Management Institute : Manage clippings of important articles and allow the students to view them sitting across the campus.Product : 50 user of OmniDocs since 2003.Boarding School : They store all students history and maintain that for future reference. This also includes their medical history.Product : 10 User license of OmniScan and OmniDocs since 2003.Telecom: Invoices and all HR related documents are archived.Product : 10 user license of OmniDocs and OmniScan since 2008. Telecom :They basically manage CAF – customer application form through this.Product: 10 user license of OmniScan and OmniDocs since 2004.

23. Employees from different Departments access SAP System for various TransactionsDatabasApplication ServerDatabase Server

24. These Documents generally move Physically between various Employees.DatabasApplication ServerDatabase Server

25. These Documents generally move Physically between various EmployeesDepartmentsProductionPurchaseFinance & AccountsQuality

26. Unit -2These Documents generally move Physically between various EmployeesDepartments& LocationsUnit -3Unit -1HQ

27. Challenges Manual paper handling

28. Time & Resource Wastage

29. Long Hold or Wait periods

30. Documents Duplication

31. Documents are lost or stolen

32. Documents are Misfiled

33. Audit & Compliance Issues

34. Difficult to search and retrieve documents

35. Difficult to link related documents

36. Wastage of resources in document copying & distribution to multiple people

37. Time consuming & rigorous document trackingDatabasApplication ServerDatabase Server

38. To over come these, some organizations Attach electronic copies of documents to their SAP system.DatabaseHealth CheckProcessor SpeedSystem LoadDatabase Size156.9GBDatabasApplication ServerDatabase Server

39. But this can increase the size of Database servers.DatabaseHealth CheckProcessor SpeedSystem LoadDatabase Size15.9 TBApplication ServerDatabase ServerDatabase ServerAnd Reduce the Performance Drastically

40. Challenges Huge Databases Size

41. Drastic reduction in Database performance

42. Inability to retain older data Online for longer periods

43. Long & Slower Database Backups

44. Direct increase in Back Up Cost (Tape Drives etc)

45. Documents are accessible only through SAP GUI

46. Tedious process of one-by-one linking documents by individuals

47. Inability to store Non-SAP documents.

48. No provision for Departments not using SAP.DatabaseHealth CheckProcessor SpeedSystem LoadDatabase Size15.9 TBApplication ServerDatabase ServerDatabase Server

49. With Newgen’s Document Archival System for SAP, users can simply attach documents with various SAP Business ObjectsDocumentArchival SystemSAP Certified ConnectorBut all the documents will be stored in the Backend Document Archival SystemDatabasApplication ServerDatabase Server

50. Thus Leveraging Faster and Leaner DatabaseDocumentArchival SystemDatabaseHealth CheckSAP Certified ConnectorProcessor SpeedSystem LoadDatabase SizeDatabas156.9 GBApplication ServerDatabase Server

51. Also Newgen’s Scan & Post engine facilitates CentralizedBulk Scanning & Indexing of documents.DocumentArchival SystemSAP Certified ConnectorDatabasApplication ServerDatabase Server

52. Based on the indexed Data, the documents get directly linked to designated SAP Business ObjectsDocumentArchival SystemSAP Certified ConnectorDatabasApplication ServerDatabase Server

53. SAP Business users can directly View the documents from SAP GUI, linked to the specified Business ObjectsDocumentArchival SystemSAP Certified ConnectorDatabasApplication ServerDatabase Server

54. Scanning work can be performed by a less expensive resource, or can even outsourced.DocumentDedicated scanning agent will be more Productive , Efficient and Faster.Archival SystemA Study shows on an average every Business User waste 6.5 Hours per Week in various document handling, copying & searching activities.Thus increases over all productivity of the Business UsersSAP Certified ConnectorAlso documents linked directly to SAP business objects, solves various compliance and auditing issues.DatabasApplication ServerDatabase Server

55. Apart from viewing Documents from SAP GUI, authorized Users can even directly Search, View & Attach documents from Newgen Document Archival System’s GUIDocumentArchival System

56. This Facilitates users to view documents even without opening SAP GUI.DocumentAllows Users /Departments, not using SAP system to Archive there Documents.Archival SystemActs as a common repository for both SAP and Non-SAP DocumentsSaves SAP licensing cost, for certain Users for various document viewing and attaching needs.

57. Starting Point – Using SAP Image ConnectorOrganization selling Earth Moving Equipments: Managing order processing and Vendor payment process. Linked it with SAP to see the documents on a click.Scanning is done at multiple locations and viewing of the same can be done in the department concerned. Productivity of the sales team went up and errors in delivery and vendor payment reduced.Product : OmniDocs, OmniScan and SAP Image EnablementManufacturing Organization with 32 offices: SAP streamlined the processes however access of documents for different aspects of business remained a challenge. The solution helped resolve the solution. Product :OmniDocsand OmniScanand SAP Image enablement solution

58. SAP Image Enablement & Enterprise Document ArchivalNewgen Partner PortalVisit http://partner.newgensoft.comClick on Register Now

59. THANK YOUwww.newgensoft.com/partnersPh: +91 11 407 73 791

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