Enterprise Content Management is again a very hot topic and SharePoint can be corner stone of your ECM strategy and implementation. In this session we will go through all parts of document/content lifecycle (capture, manage, store, preserve, workflow) with examples of implemented solutions in the region and live demo.

1. SharePoint and ECM – experience
from the field
ZVONIMIR MAVRETIĆ, EVISION / K2 ADRIATICS
SHAREPOINT AND PROJECT CONFERENCE ADRIATICS 2013
ZAGREB, NOVEMBER 27-28 2013

2. sponsors

3. What is ECM?
• Enterprise
content
management
(ECM)
is
used
to
create, store, distribute, discover, archive and manage unstructured content
(such as scanned documents, email, reports, medical images and office
documents), and ultimately analyze usage to enable organizations to deliver
relevant content to users where and when they need it. *
• ECM covers nine main areas :
•
•
•
•
•
•
•
•
•
Business process management
Digitization and content creation
Document management
Collaboration
Records management
Web content management
Electronic forms
Digital assets management
Search
*source: http://www.gartner.com/it-glossary/enterprise-content-management-ecm/

4. Another view on ECM
Records Management
Collaboration
CRM
Support
ERP
Business Process Management
Management
LOB
HR
Knowledge
Worker
Enterprise Application Integration
Finance
Logistic
Sales

5. SharePoint Unified Platform
Customers
Internet presence
Partners
Enterprise
Employees
Division
XML Web Services
Team
Individual
Line of business app.
(SAP, CRM, custom, …)
• Single, enterprise ready solution that improves organizational effectiveness by:
• Consistent experience - users, developers and administrators
• Smart connections - people, teams, applications, processes, entities, organizations, etc.
• Flexible setup - from bottom to top, centralized, all from one site to large farms

6. Gartner Magic Quadrant for ECM – 2012
29.11.2013

7. Why organization needs ECM?
• To implement a standard way to managing digital and physical documents
(capture, distribution, creation, output) across the organization.
• To categorize documents and records with a common file plan for the entire organization
• Set access rights to documents according to responsibilities and hierarchy, with the
possibility for audit of access to documents.
• To easier meet the existing and future legal obligations, and the different standardization
requirements (ISO 9001/14001/22 000/27001, OHSAS, HACCP , IFS, BRC, NFS, ...)
• Centralized archive with remote access that allows instant access to digital copies of
documents, regardless of location, with no additional distribution costs.
• Reduced costs of copying and printing with distribution of digital versions of documents
• Removing the possibility of losing documents in “transport"
• Instant search of the archive content and attributes/metadata
• Easy integration with existing and future BPM applications (approval of incoming
invoices, procurement process, contract management, session management, HR
documentation, travel management, ...)

8. OFFICEPOINT

9. What is OfficePoint?
• OfficePoint is a electronic records and document management
system (ERDMS) based on SharePoint for managing electronic
records and documents applicable to the public administration
and the business environment.
• It is fully compliant with current local laws in Croatia and Bosnia
and Herzegovina
• Supports MoReq 2/2010 - EU legislation.
• The system supports a wide range of implementations, and
allows organizations to gradually introduce the system
depending on the capabilities for implementation automated
way of doing business.

10. Digitization of paper documents
• Document separation with barcode

11. Content linking through barcode
Scanned document
can be linked to record
when new record is
created, or automatic
after record is created
and document is
scanned with bar
code.

12. Fast and reliable data entry
All data input from a
predefined lists are
available through
automatic completing
or search without
leaving the entry form.

13. Content classification
Documents are
classified in cases and
stored on SharePoint
document libraries
according to predefined
classification.

14. Advanced content types
Depending on the
selected content type
additional data fields
are available as well
as automatic creation
of Microsoft Word
document from a
template defined for
that content type.

15. Document collaboration
Document created from
predefined Word
template has
prepopulated
classification, bar
code, title, etc. and
saved on SharePoint.
Multiple users can work
on one document at
same time.
No changes can be
made after the
document is singed.

16. Full Microsoft Office integration
All important record
information is available
directly in Word.
All previous versions
of document are
available with option to
compare between
different versions.

17. Overview of User Cases and Records
Quick overview of all opened user cases and record on start
screen, with different display for unread and read items.

18. Case details

19. Data changes history
Each change creates a
new version of the
item being edited.
Each modification of
responsible
person, shipment, stat
us, archive etc. is
recorded in a separate
changes list.

20. Advanced search
Instant search of
cases, and documents
using full text search
and meta data

21. Archiving
Archiving of cases and
documents in physical
archive with possibility
to take it back to work.

22. Access rights based on responsibilities and
hierarchy
• Advanced security mechanisms
for managing user rights based
on:
• Organizational unit and role
• Specific organizational units
(administrative offices, archives)
• Responsibility for a particular
case or document
• Administrative role in system

23. Integration with business processes
After record is created depending on classification, for example
approval of received invoices process can be started.

24. Approval of received invoices
HT Mostar, Atlantic grupa, HAK, Grad Karlovac, Grad Zadar
• Digitization of documents / stop
the flow of physical documents.
• Acceleration and simplification
of the process
• Increased transparency
• access to all invoices in the
process
• analysis duration of the process
• effectiveness analysis
• Electronic approval
• automatic connection to
OfficePoint
• connected to contract registry

25. Register of contracts and purchase orders
HT Mostar, Grad Karlovac
• Digitization of documents / stop
the flow of physical documents.
• Acceleration and simplification
of the process
• Increased transparency
• access to all invoices in the
process
• analysis duration of the process
• effectiveness analysis
• Electronic approval
• automatic connection to
OfficePoint
• connected to received invoices

26. eProcurement
T-Hrvatski Telekom, HT Mostar
• Manage the procurement process
from receipt of the request to the
signing of the contract.
• Automated process covers all
phases of the procurement
process:
•
•
•
•
•
•
•
Request for Procurement
Approval through hierarchy
Tendering
Technical and commercial evaluation
Contracting
Contract distribution
Register of contracts

27. eApproval
System for approval authorization and delegation
• Represents a generic platform to support business
processes that require the approval of the
hierarchy of the organization.
• The implementation of the existing infrastructure of
the organization system uses information about
employees and the hierarchy of the organization's
HR system
• Accepts requests by employees in one organization
must approve and own, the generic
algorithm analyzes data and determines who goes in
the hierarchy of the organization and under what
circumstances may approve the request regardless
of whether it was a serial
or parallel manner approving.
• The system has intuitive interface and allows you to
delegate management of users' rights through
the hierarchy for approval of certain types
of requests and ensures that they always respect the
rules of the organization hierarchy.

28. OFFICEPOINT – APPROVAL OF RECEIVED
INVOICES

29. OfficePoint customers
Government of the Republic of Croatia
Croatian State Election Commission
Government of Federation of Bosnia and Herzegovina
Tax Administration of the Federation of Bosnia and
Herzegovina
City of Karlovac
City of Zadar
HT d.d. Mostar
Hrvatska elektroprivreda d.d..
Croatian Auto Club
Atlantic Grupa d.d.*
Podravka d.d. *
* In project

30. questions?
ZVONIMIR.MAVRETIC@EVISION.HR
@ZVONIMIRM

31. thank you.
SHAREPOINT AND PROJECT CONFERENCE ADRIATICS 2013
ZAGREB, NOVEMBER 27-28 2013