Case Study

Global Extended Enterprise Content Management Implementation

Company Profile

The construction company is a FORTUNE 500 company that delivers engineering, procurement, construction (EPC), maintenance, and project management services to governments and Clients in diverse industries around the world. Clients value the construction company's dependability, expertise, and safety to execute complex projects around the world.

Objective

Define a strategy for the lifecycle of not only their current finance documents, but net-new documentation in a global ECM implementation project.

construction

Project Description

The construction company used FileNet servers as archiving layer for SAP and Non-SAP Finance documentation. In addition, the company had multiple global AP locations with the need to understand and manage AP documentation coming in four (4) different languages. Through phased implementation cycles, Optima was able to sunset legacy archiving platform, move all the archiving to OpenText ECM Suite, and link OpenText with SAP to manage lifecycle of the digital content using OpenText Records Management.

Products Utilized

  • SAP Document Access by OpenText
  • SAP Extended ECM for SAP by OpenText
  • SAP Invoice Management by OpenText
  • SAP Invoice Capture Center by OpenText

Implementation Cycle

The implementation was phased out in four (4) manageable projects. The first phase began in 2012 with upgrading SAP Invoice Management solution to version 6.0. The 2nd phase began collecting net-new documentation onto a new OpenText platform, which then led into the 3rd phase of migrating over four (4) terabytes of content from FileNet.

Optima also replaced FileNet with Document Access and then added Invoice Capture Center; Part of this phase required the ability to read documents from a variety of sources into one, easily viewable record - 8 DocuLink views were created for that purpose.

Records Management was included in the roadmap and a significant part of the business case. This being one of the key aspects of the strategy, as this laid out the workflow for managing the lifecycle of all archived documentation from creation to disposition. OpenText Content Server workflows were built for obtaining approvals before Disposition can be applied.

Industry
Construction

Customer
Construction Company

Solutions and benefits
Automated dispositioning (workflow)

Ease of auditing financial documents

Search-ability - finding a single document to mass downloading hundreds of documents

Capability to apply holds for retaining documentation for legal purposes

Close to a paperless workforce

Strong integration with SAP platform

Sunset FileNet servers (support and maintenance savings)

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