“DocuWare’s price-to-performance ratio and their simple license agreement really made them stand out,” states Christian Grochtman, explaining his choice. Additional benefits were DocuWare’s intuitive user interface with the possibility to connect a Navision ERP system and a work-flow model.
Although a real business need existed there was no acute pressure on Pro-phete. Grochtmann therefore decided to implement a gradual integration and substitution of the central document storage for the previously paper-based business processes. During a three-day workshop with DocuWare the key aspects of the document management project were defined. After the installation of the DocuWare server followed a two-month pilot phase in which all data structures and fields were clearly defined and properly adjusted before.
An implementation of a workflow system was started as a second phase in the spring of 2008, with the goal of transferring over Prophete’s business processes into an exact electronic copy. First, the entire course in the processing of over 150 invoices was defined electronically. In contrast to the previous method of advanced stage scanning whereby a human would spend extra time inspecting the paper, the documents were immediately placed in the beginning of the process chain to allow for early capture and digitalization. An expert in the Purchasing Department completes the incoming documents by adding company specific data. Then he or she carries out a pre-sorting and finally forwards the invoice for review and approval to someone who approves the payment. During the invoice examination stage further information like the account number or payment terms are completed. If the submitted document is approved, then the status is subsequently changed to “factually and numerically correct” and then released and forwarded to the Accounting Department. Accounting will then proceed to enter the details in the ERP system and see to it that the payment is transferred accordingly.
Prophete also took into account the appropriate laws and guidelines in relation to the archiving of business-relevant email. „For reasons of data protection we carried out no general email archiving, but selectively stored relevant email,” explained Christian Grochtmann. The responsible person decided which of the preceding and related would be stored in the electronic archive. To serve this purpose a corresponding button was added to the email program in use, MS Outlook.
As a first step, different departments of Prophete’s business were equipped with scanners and asked to digitalise a wide range of documents. “Today we have over ten document scanners available as well as four Kyocera MFD KM-4050s for example,” explained Grochtmann. The spectrum of documents ranged from price lists to packing lists with warehouse employees’ signatures and also included exhaustive customer and personnel files. The entire way of placing orders was also reproduced in the electronic archive. According to Grochtmann, some 25 different types of papers, including digitally produced documents, outgoing delivery notes and invoices, were archived.