Download - Building More Efficient Workplace
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1Company Confidential. Copyright 2011
Building Efficient Workplace
Manojit Majumdar, Vice President – Channels - WW
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2Company Confidential. Copyright 2011
Newgen at A Glance
Investors
More than 19 Years of Business Process Management,
Document Management & Imaging Experience
More than 800 BPM & DMS installations across 40 countries
100 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 BPM
Aiming to setup partner network in 40 countries
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3Company Confidential. Copyright 2011
Rare Product company to be in both ECM & BPM Magic Quadrants
“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 ….”
ECM MQ 2010
Source: Gartner ECM MQ 2010
BPM 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. • Newgen has a good focus on and an
understanding of BPM needs in emerging geographies.
• Newgen consultants are well-trained in the design and architecture of solutions using Newgen's BPMS.”
Source: Gartner BPMS MQ 2010
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4Company Confidential. Copyright 2011
AsiaMalaysia ChinaPakistan Hong KongPhilippines IndiaIndonesia JapanSingapore ThailandAustralia Newzealand
Europe
Austria Germany Cyprus Lithuania Czech SlovakiaDenmark UKFinland
Africa
Egypt NamibiaGhana NigeriaKenya South AfricaLibya TanzaniaMauritius
The AmericasUSABermudaCaribbeanMexico
Global Installation Base
Middle EastBahrain OmanQatar Saudi ArabiaJordan KuwaitUAE
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5Company Confidential. Copyright 2011
Some of Our Customers
Banking & Finance
Insurance
BPO & Shared Services
Others
Telecom
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6Company Confidential. Copyright 2011
Newgen’s Shrink Wrap Products
Scanning & Distributed Capture
Tool 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 System
Platform for enterprise document archival & record management.
SAP Connector to associate Images stored in DMS with SAP Objects.
Associated Images can be accessed from SAP GUI.
SAP Image Enablement Connector
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7Company Confidential. Copyright 2011
OmniScan – Batch Scanning, indexing and image enhancement
OmniDocs
Ser
ver
Users View Documents
Use
rs V
iew
Do
cum
en
ts
InternetIntranet
0 Prepare for Scanning (Sorting)
Indexing2
Upload to DMS Server
3
Electronic Document Images/Pre-Scanned Document Images
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8Company Confidential. Copyright 2011
0 Prepare for Scanning (Sorting)
At Scan Station, it is recommended that scanning agents sorts the
documents in pre defined sequence.
Scanning 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 documents
Once the sorting and sets are complete, the Scanning will be
performed using Newgen OmniScan
Blank Page Separator
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9Company Confidential. Copyright 2011
0 Prepare for Scanning (Sorting)
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10Company Confidential. Copyright 2011
0 Prepare for Scanning (Sorting)
Scanned images will be queued in OmniScan for Indexing
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11Company Confidential. Copyright 2011
0 Prepare for Scanning (Sorting)
Indexing form
Auto allocation of documents as per the pre-defined document
sequencing
Thereafter Images can be directly exported to OmniDocs
(DMS Server). The export can be configured to be in TIFF or PDF
format.
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12Company Confidential. Copyright 2011
OmniDocs
Ser
ver
Secured Storage
OmniScan
Scanned Documents along with Indexed Data is Uploaded to OmniDocs (Document Management System)
0 Prepare for Scanning (Sorting)
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13Company Confidential. Copyright 2011
Image Cleaning and Enhancement
• Auto/manual De-skew support• Automatic removal of speckles from image• Removal of unwanted border as a result of scanning a
photocopied document• Rotation of images from landscape to portrait• Removal of horizontal and vertical lines of given thickness
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14Company Confidential. Copyright 2011
OmniDocs – End User Desktop
File Documents in Folder Hierarchy.
Document Operations like Add, Modify, Delete etc.
Check-In, Check-Out & Versioning.
Rights on Folders & Documents.
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15Company Confidential. Copyright 2011
OmniDocs - Search
Also Search on Document Properties like modified date, created date, accessed date,
document name, author, keywords and owner and size etc.
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16Company Confidential. Copyright 2011
OmniDocs Document - Viewer
View Document’s generic
properties, data class
indexes.
Apply Annotations & Notes
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17Company Confidential. Copyright 2011
Enterprise class scalability & Multilingual support
Storage
Storage
Storage
Ap
plic
atio
n
Ser
ver
Ap
plic
atio
n
Ser
ver
Ap
plic
atio
n
Ser
ver
Web
Ser
ver
Web
Ser
ver
Web
Ser
ver
Database
Database
Database
Storage
Storage
Storage
Storage
Storage
Storage
N-Tier Architecture, Scalable as Users & Load Increases
Multi Lingual – Unicode Compliant
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18Company Confidential. Copyright 2011
Starting Point : Using OmniScan & OmniDocs
Global 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 now
A 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 years
NGO 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 events
Product : 5 User License of OmniScan and OmniDocs for the last 6 years
Paints and Chemicals: Manuals of different processes and managing confidential documents.
Product : 20 User License of OmniDocs and OmniScan
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19Company Confidential. Copyright 2011
Starting Point – Using OmniScan & OmniDocs
A Bank : Scan and store the vendor PO’s. Managing documents for quality surveillance audit.
Product : 5 user license of OmniDocs and OmniScan
Any Banking or Non Banking Financial Institution : Information related to KYC (Know your Customer), Account Opening, Loan Documents
Product : 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.
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Application Server Database Server
Databas
Employees from different Departments access SAP
System for various Transactions
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Application Server Database Server
Databas
These Documents generally move Physically between
various Employees.
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These Documents generally move Physically between
various EmployeesDepartmentsPurchase
Quality
Finance & Accounts
Production
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HQ
These Documents generally move Physically between
various EmployeesDepartments& Locations
Unit -1
Unit -2
Unit -3
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Application Server Database Server
Databas
Challenges
• Manual paper handling • Time & Resource Wastage• Long Hold or Wait periods• Documents Duplication• Documents are lost or stolen• Documents are Misfiled• Audit & Compliance Issues• Difficult to search and retrieve
documents• Difficult to link related documents• Wastage of resources in document
copying & distribution to multiple people
• Time consuming & rigorous document tracking
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Application Server Database Server
Databas
DatabaseHealth Check
Processor Speed
System Load
Database Size156.
9 GB
To over come these, some organizations Attach electronic copies of documents to their
SAP system.
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DatabaseHealth Check
Processor Speed
System Load
Database Size
15.9 TB
But this can increase the size of Database servers.
Application Server
Database Server
Database Server
And Reduce the Performance Drastically
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DatabaseHealth Check
Processor Speed
System Load
Database Size
15.9
TB
Application Server
Database Server
Database Server
Challenges
• Huge Databases Size• Drastic reduction in Database
performance• Inability to retain older data Online
for longer periods• Long & Slower Database Backups• Direct increase in Back Up Cost
(Tape Drives etc)• Documents are accessible only
through SAP GUI• Tedious process of one-by-one
linking documents by individuals• Inability to store Non-SAP
documents.• No provision for Departments not
using SAP.
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Application Server Database Server
Databas
With Newgen’s Document Archival System for SAP, users can simply attach documents with various SAP Business
Objects
DocumentA
rchival S
ystem
But all the documents will be stored in the Backend
Document Archival System
SAP Certified
Connector
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Application Server Database Server
Databas
DocumentA
rchival S
ystem
Thus Leveraging Faster and Leaner Database
SAP Certified
ConnectorDatabaseHealth Check
Processor Speed
System Load
Database Size
156.9 GB
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Application Server Database Server
Databas
DocumentA
rchival S
ystemAlso Newgen’s Scan & Post
engine facilitates Centralized Bulk Scanning & Indexing of
documents.
SAP Certified
Connector
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Application Server Database Server
Databas
DocumentA
rchival S
ystemBased on the indexed Data, the
documents get directly linked to designated SAP Business
Objects
SAP Certified
Connector
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Application Server Database Server
Databas
DocumentA
rchival S
ystem
SAP Business users can directly View the documents from SAP
GUI, linked to the specified Business Objects
SAP Certified
Connector
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Application Server Database Server
Databas
DocumentA
rchival S
ystem
SAP Certified
Connector
Scanning work can be performed by a less expensive
resource, or can even outsourced.
Dedicated scanning agent will be more Productive , Efficient
and Faster.
Thus increases over all productivity of the Business
Users
A Study shows on an average every Business User waste 6.5
Hours per Week in various document handling, copying &
searching activities.
Also documents linked directly to SAP business objects,
solves various compliance and auditing issues.
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Document
Arch
ival System
Apart from viewing Documents from SAP GUI, authorized Users can even directly Search, View
& Attach documents from Newgen Document Archival
System’s GUI
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Document
Arch
ival System
This Facilitates users to view documents even without
opening SAP GUI.
Allows Users /Departments, not using SAP system to Archive
there Documents.
Acts as a common repository for both SAP and Non-SAP
Documents
Saves SAP licensing cost, for certain Users for various document viewing and
attaching needs.
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36Company Confidential. Copyright 2011
Starting Point – Using SAP Image Connector
Organization 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 Enablement
Manufacturing 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 : OmniDocs and OmniScan and SAP Image enablement solution
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37Company Confidential. Copyright 2011
SAP Image Enablement & Enterprise Document Archival
Newgen Partner Portal
Visit http://partner.newgensoft.com
Click on Register Now
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38Company Confidential. Copyright 2011
THANK YOU
www.newgensoft.com/partnersPh: +91 11 407 73 791