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We have successfully implemented many projects around content services, the digital workplace and archiving for our customers. Outlined below are some real examples of tasks/problem statements we have come across and how we ultimately solved these for our customers using one or more of our dataglobal CS solutions.
Themen: Workflow, Digitalisierung, Archivierung
To support order processing in companies, an order file linked to SAP is required outside the pure SAP document archiving.
The digital applications will automatically be created with the creation of an order in SAP and linked with the SAP receipt. Paper receipts and above all electronic documents from various input channels are combined in a very simple and intuitive way in a central location in the dataglobal CS. Documents generated by SAP, such as bills, order confirmations, credits, etc., are automatically linked to the corresponding file and the appropriate place in the dataglobal CS. Relevant email communication is automatically entered into the corresponding file.
All authorized persons have easy and complete access to all the relevant documents for a specific order from anywhere. Users of the various specialist departments simply submit information related to the order such as paper-based documents, emails, faxes, office files or drawings via drag-and-drop or via an office interface directly in the order file.
The digitization of order data management leads to fast and secure order processing as well as easy and intuitive collaboration in the digital workplace. All receipts and paper documents elated to the order from the SAP system are also archived company-wide, automatically and legally secure.
Commercial department, merchandise management, production
Themen: Workflow, Digitalisierung
The starting point for the project was a paper process with different media interruptions in the processing for maintaining information for medicines. The maintenance applications are partially received digitally by email and partially as paper forms. The actual processing and allocation to the processor are done in paper form. All processes have to be recorded manually in lists, and the division and monitoring become accordingly costly. Therefore, a system is required which supports the processing electronically and which can provide information about the actual status of the processing at any time.
The complete process has been digitized with the solutions of dataglobal CS. The processes are now received electronically by email and can be monitored and evaluated at any time. Each employee sees the list of tasks, status, and the current editor in the application.
The processes in the dataglobal CS solution are created immediately from the email inbox. During the creation of the transaction, all relevant information is automatically read out from the application forms and compared with the master data in the leading systems. The sender immediately receives a confirmation email with transaction number, as proof of receipt and for further communication. The checks on completeness of the information provided and the step-by-step processing ensure accuracy and efficiency.
The data of the systems involved, such as SAP, are exchanged via interfaces throughout the complete processing procedure so that even external service providers can be easily integrated into the process.
Quick and reliable process, transparent procedures, processing without interruption. All processing steps are documented in the process history and are traceable. Deadlines can be monitored and maintained simply.
Different manufacturing processes require defined, protocolled work steps, which up to now have been achieved with the aid of routing slips. Specifically, a sheet of paper follows each part or product to be produced as an "accompanying document" from one production station to the next. The individual steps of the stations are stipulated and protocolled. There are risks involved in handling such documents: Where the document is and in which station the project is currently at, cannot be easily determined. In addition, the document can become lost or damaged. Handwritten notes are no longer absolutely legible afterwards.
Instead of an accompanying document, the dataglobal CS now uses a web-based digital process. The individual stations of the product to be produced, together with the inputs of the persons involved in the process, are displayed in a comprehensible and clear manner. A digital routing slip is generated in the usual format at the end of the process, from which the successive stations of processing and the approvals of the employees emerge. The purely digital routing slip is archived so that it is audit-secure. This guarantees fast and simple traceability of the production steps.
The ISO certifications required in production require well-documented, secure digitized processes. ISO certifications provide a significant competitive advantage. A lower error rate during the production process also results in measurable cost savings. Furthermore, the solution allows comprehensive reporting and therefore a detailed knowledge of the production process. This allows much easier and better planning and optimization of the production.
Production, accounting, auditing
The Giessen plant aims to improve customer communication and to enable the development of customer and partner requests to be processed faster and more precisely. In order to achieve this, a digital workplace and digital processes of the employees at the plant should optimally support this project.
All relevant information from the SAP system and other relevant sources are merged into the dataglobal CS and made available in the digital workspace. Processes are transferred to digital workflows and mapped in the uniform web-based interface. The throughput times are shortened, and procedures are processed aster and more easily.
The digital processes allow municipal utilities to respond more quickly to inquiries from customers and business partners. We have significantly increased the customer satisfaction and therefore the competitiveness of the Giessen plant. The individual departments can actively contribute to the further development of the dataglobal CS platform and therefore contribute to the continuous improvement of digital processes. The dataglobal CS platform is future-oriented and expandable.
Developmentof a scalable management solution for logistics specialists. Digital management of procurement, warehousing, distribution, complaint management and brokering. At their decentralized warehouse locations, the customer provides inventories that enter the area daily both directly and via the cross-docks. The delivery of all goods is done via one-stop shopping, that is: with only one stop in one vehicle. The company currently offers the full logistics service in 12 countries.
With dataglobal CS, a multi-site digital workplace is created. Essential financial and company data from various departments, locations and software systems are consolidated through this central platform. Data of the ERP system are integrated as well as the digital archive and CRM data. There is a combination of addresses from 26 different applications.
In this way, the different software systems re brought together under one uniform interface. For customers, business partners and sales, this new solution serves as a central information system. There is direct access to the external databases in the background, and access does not have to be through manual imports and exports.
Cost and time savings as well as improved process quality: all administrative processes are now much more efficient for customers, business partners and employees. Internal cooperation and communication with international customers has been greatly simplified and standardized. This solution can be adapted to any further customer requirement.
Commercial department, logistics, end customer
The goal was to design the offer and purchase process of resources more efficiently and competitively. In order to achieve this, the paper personnel file is transferred into an electronic personnel file. For this purpose, the relevant information must be brought together from the leading company systems such as SAP and the CRM system and the processing is provided.
The electronic personnel files are created in the dataglobal CS and made available in the digital workplace. The personnel file follows a prescribed structure. To keep staffing costs as low as possible, the digital personnel file can be accessed from familiar company applications such as SAP and the in-house Customer Relation Management application. The usual application does not have to be abandoned. The acceptance by the users is very high and the training costs are minimal.
Relevant documents, which are automatically generated by the leading systems such as SAP and CRM, are automatically linked to the corresponding personnel files and their structure. Similarly, relevant documents from any source, such as email systems, can be manually dragged and dropped into the file in a simple and intuitive manner. The seamless integration in Microsoft Office products enables documents to be directly places in the corresponding file structures and opened from there. Of course, version management is also available.
Since this is sensitive personal data, the compliance requirement for access rights and compliance with storage periods is a key issue. With the dataglobal CS personnel file solution, various types of documents are provided with the required legal storage periods and automatically deleted after expiration.
Employee files can provide managers with time-limited read access to human resources information. In addition, documents and personnel files can be sent very easily and directly by email via the dataglobal CS platform. Relevant documents from any input channels can intuitively be added to a file. Personnel files can already be created for applicants, as deviating statutory storage periods are easily and automatically ensured. The digital processes included in the dataglobal CS and the digital workplace allow faster implementation of customer requirements and therefore increase the competitiveness of the company.
The central accounting of a company in the fish industry completes the invoice processing for over 23 subsidiaries and two production sites. 80,000 tonnes of live, fresh and frozen goods are realized annually. The task consisted of centrally recording 60,000 incoming invoices per year and 10,000 delivery notes per day with rule-compliant storage (GoBD) and integration into the SAP ERP system for secure and efficient invoice verification. Around 270 employees are involved in the invoice verification workflow. The invoice verification of 9,500 suppliers is transferred to the screen by the creditor accountant.
Invoice processing has been introduced with the dataglobal CS. If they are available in paper form, the incoming invoices are scanned or further processed as a PDF file. The system recognizes the information relevant for accounting in every document after scanning. Account-relevant information includes the invoice and order number, creditor, value added tax rate and amount and the payment conditions. A data comparison and heck against the creditor master data and the order system are carried out automatically. If the check is passed without complaint, the item is booked automatically.
Fast, automatic and secure digital invoice processing. What often used to take several weeks can now be completed within days. Significant cost reduction as well as an increase in process reliability and efficiency. Transparency in day-to-day business processes can aid in making better decisions and improve competitiveness.
Creditor accounting, purchasing, sales, merchandise management (warehouse)
An archiving solution is sought that will implement the complex storage periods and standards of the bank in a legally secure manner. In addition, the solution should be easy to integrate into the existing processes. Processes concerning the customer service of the bank should be better and more secure, with the aim of further improving customer satisfaction and therefore competitiveness.
The task is solved quickly, perfectly and without complications with the archiving solution of dataglobal CS. The central dataglobal CS archiving solution is seamlessly integrated into the relevant processes of the bank. For example, in the "Retain Mail" process, which prevents the dispatch of business documents outside the country, but ensures the certification of the documents and the postal information of the customer after the expiry of a specific time period. Individual elements of complicated file structures are automatically deleted in good time after the storage period.
The documents archived in dataglobal CS are seamlessly integrated into the leading applications of the bank. All relevant data are immediately available in the digital workplace for further processing.
The bank can ensure its compliance by the legally conforming archiving of dataglobal CS - while ensuring the integrity of all information Compliance with the various complex storage periods can be ensured easily and safely. The dataglobal CS solution provides the bank's customer service staff with a simple and reliable digital workflow, and secure processes concerning the bank's valuable sensitive business documents. The result is a service which positively impresses customers and increases their level of trust. This reliably increases the competitiveness of the company.
Themen: Workflow, Digitalisierung, Archivierung, Klassifizierung
A company-wide archiving solution was sought that would be able to meet both the commercial (SAP) and non-SAP machine data (non-SAP machine data) requirements of a metalworking company and automotive, aerospace component supplier. The archive had to be able to provide large volumes of data in the area of 2PB over 50 years.
Data from various sources are archived with the dataglobal CS archiving solution. SAP data as well as the production data linked via SAP MII. Test reports from production are also included directly in file archiving. This is also the case for data from sources such as sensors, machines and data from the control center processes. The corresponding results from material tests, such as ultrasound images and test records from the systems are created in large quantities and capacities as files. These data are now completely and comprehensibly archived over 50 years and directly audited via certified processes. They are stored on disc and tape.
Uniform and easy to administer archiving environment of dataglobal CS. The dataglobal CS solution is flexible and future customer requirements can be implemented easily. Fast, transparent access to the items in the archive through referencing archived items from specialist applications such as SAP and file storage of the manufacturing machines. By certification of the total solution, the entire system supports the customer's compliance requirements. Convenient search mechanisms make it easier to find and provide information.
Commercial department, production, material examination, quality assurance
In order to meet the requirements and standards of customers in the automotive industry, suppliers are obliged to provide comprehensive documentation of internal processes, data security and archiving. The aim was to cover these requirements in order to secure the necessary certifications and therefore continue to be able to stand as a reliable partner on the market.
By providing the infrastructure required for documentation in the form of software and related processes, the dataglobal CS content services platform is critical to achieving compliance. However, obtaining various certifications alone is not the only improvement. Rather, dataglobal solutions make a decisive contribution to increasing the efficiency of daily tasks in all departments. The archive stores a wide variety of documents and data, from production drawings to accounting data, emails and contractual documents. The innovation method "Design Thinking" tailors the customer-specific adaptation of the dataglobal solution to the complex requirements. Therefore, we support a variety of workflows which take the burden off employees in their day-to-day work, while minimizing the complexity of the tasks. Extensive interfaces ensure seamless integration with the company's other applications.
Instead of a solution for the pure storage of documents, the entire system now functions as a "living repository", r as a company-wide knowledge database. The principle of a paperless office is not an abstract idea, but rather, it is reality. Through this and the increase in efficiency of various processes, running costs are reduced, error rates re reduced, and employees are more satisfied. At the same time, the market position is secured by the certified company acting as a reliable, cost-efficient partner.
Production, accounting, management, IT, management
The tax office of the Swiss municipality regularly generates tens of thousands of shipping certificates, which are sent to citizens either by post or electronically (tax invoices, reminders, etc.). The requirements of the supervisory authorities stipulate that all outgoing mail must be archived in an audit-secure manner in order to be able to provide proof of customer communication at a later date. Employees should be able to get a quick overview of the communication history in the event of inquiries regarding the shipping certificate from the end customer, in order to be able to process the inquiries quickly and without complication.
The shipping certificates generated by the specialist application are cached as a digital document together with the associated metadata, and then indexed into the dataglobal CS archive on the basis of this metadata. When the data is transferred to the archive, a response is sent to the specialist application, with information on how the archived document can be accessed again at any time. As a result, all employees will be able to open each archived document directly from the archive using the specialist application, in order to have access to all information required or answering inquiries.
In addition to the fulfillment of regulatory requirements, on the one hand, the comfort of the employees is increased in the daily use of the specialist application as well as the support of the end customers, while on the other hand the work processes become more efficient. In addition to cost advantages and fast processing of cases, the satisfaction of citizens and employees is also increased.
A federal authority carries out data collection with market participants once per year.
The authority publishes a report annually on the results of monitoring for the performance of regulatory tasks, in particular for creating market transparency. They work together with the Federal Cartel Office . These documents must be archived verifiably unchanged.
The survey results and the reports are archived fully automatically in the digital workspace of the dataglobal CS. The data can be directly integrated into the application via a secure link (URL). The already signed data packets are delivered via a central database and then automatically transmitted into the digital workspace of the dataglobal CS via the dataglobal interface and an additional tool, which was specially developed for this purpose by dataglobal. Each data transfer is therefore logged. The corresponding office is automatically informed in the event of errors. The data is accessed via a standard web interface.
The archiving solution of dataglobal CS also archives very large data packages, automated, secure and reliably. The desired legal security is therefore fully provided.
The aim of the project was for the CAD area of the stage construction of a television broadcaster to automatically secure the project data in the archive. This should then enable the specialist departments to be able to independently access old data or data which is no longer available in the online system.
Direct access is via the digital workplace of the dataglobal CS. A particular challenge is that the proprietary document formats from the various CAD programs consist of a set of individual files. If the individual employee wants to access an older version, both the original structures and the respective correct versions of individual documents must be provided. Archiving is done on a daily basis and fully automatically, including all versioning and indexing, in order to ensure the correlation between the individual files and projects.
The advantage for the department is, on the one hand, that it is possible to continue working with the hierarchical structures in the file system as usual. On the other hand, employees have the security and flexibility to access deleted documents quickly and independently at any time. Previously, the help of the IT department was always required.
Other challenges which are solved with the dataglobal CS: Guaranteed compliance with the statutory storage obligation as well as the documentation of changes in stage construction. Both aspects are ensured thanks to automatic versioning in the digital workspace of the dataglobal CS.
CAD stage construction
Themen: Digitalisierung, Archivierung
The process of a communal authority with visitor times, to carry out various citizen issues, is traditionally driven by documentation. It is based on forms, applications, certificates and other documents in paper form. Processes should be optimized in these institutions in the scope of digitization. The aim is to process and store both the outgoing correspondence with citizens and the incoming documents from them in digital form. As a result, all necessary work, due to the best possible availability of information, should be feasible over time, without time delays.
Various departments of the authority use the dataglobal CS archiving solution in digital workspace. All arising documents are stored here. A far-reaching integration with different specialist applications was realized in order to achieve a high degree of automation, and therefore a low error probability. Citizens who go to the authority with their own documents to submit, have this returned to them without any special waiting time, because they are scanned directly on the spot and stored in the archive of he dataglobal CS.
The central storage does not lose any information and reduces the time required to access this information to a minimum. Documents no longer have to be found in paper form - this benefits both the employees and the citizens. Due to the fact that the immediate scanning of documents means that no copies have to be made for storage, costs are saved, the environment is protected and the respective concerns re met promptly.
Approval office, driver's licensing office, waste management
The customer wanted to establish a B2B shop solution, in which the ordering process is digitized, and the suppliers can be managed easily via a web-based solution.
The ordering process and supplier management is completely represented by a workflow solution under dataglobal CS. Various departments are included here. On the one hand, there are departments which have a need for materials - they can make autonomous orders. The purchasing department can also place orders directly with the associated suppliers. The company was able to implement this application independently on its Intranet. Only the basic training was required.
Simplified processes, transparent ordering, quick implementation and easy integration into existing systems.
Order processing, accounting, purchasing
Themen: Archivierung, Compliance
A large volume of data accrues in media companies. This data has to be stored for a long time and must be permanently accessible. Historic and old databases are significantly less common than current data. The task now is to outsource historical data transparently and automatically from the online data to a more favorable long-term storage.
60 TB of data is currently hosted on the central file server in the media company. Dataglobal CS file management solution now moves historical files, i.e. files that have not been accessed for over a year automatically from the central, highly available online file server to cheaper long-term storage systems. Existing processes are not impaired and the working methods of the employee are not influenced. The relocation is completely transparent - for all employees and applications. All data are still virtually available in the online area, but do not occupy storage space here.
In order to ensure the high demands on the data security and the availability of the data, these are simultaneously relocated to two different locations.
The infrastructure is relieved of burden, backup times are minimized, and in the event of a disaster the systems can be re-deployed in a very short time. In addition, the infrastructure costs can be noticeably decreased.
A solution is required for the long-term storage of patient data. This system must integrate seamlessly with the existing Hospital Information System (HIS) and be easily integrated into existing processes.
Using the archiving solution of dataglobal CS, the requirements were implemented perfectly and efficiently. The technical solution is based on an interface based on HL7 messages. This interface receives the information from the leading HIS and fills in or updates the patient record in the dataglobal CS archiving system. In the meantime, all information such as patient data, transfers, discharges or findings are automatically forwarded directly to the digital patient record. The data is filed in the patient file in the dataglobal CS. The patient records can be researched, retrieved and processed by the digital workplace on a case-by-case basis.
The hospital staff have access to a comprehensive information system with the dataglobal CS solution. Medical records can be accessed directly from the usual environment, the leading system KIS. The staff have direct access to all patient documents and are therefore always able to provide information. This increases the satisfaction of patients and employees and shortens processing times considerably.
Doctors and nursing staff
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