Building More Efficient Workplace

1Company Confidential. Copyright 2011

Building Efficient Workplace

Manojit Majumdar, Vice President – Channels - WW


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


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


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


Some of Our Customers

Banking & Finance

Insurance

BPO & Shared Services

Others

Telecom

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http://www.ftindia.com/index.htm


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


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



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





Scanned images will be queued in OmniScan for Indexing



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.


OmniDocs

Ser

ver

Secured Storage

OmniScan

Scanned Documents along with Indexed Data is Uploaded to OmniDocs (Document Management System)



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


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.


OmniDocs - Search

Also Search on Document Properties like modified date, created date, accessed date,

document name, author, keywords and owner and size etc.


OmniDocs Document - Viewer

View Document’s generic

properties, data class

indexes.

Apply Annotations & Notes


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


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


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.

Application Server Database Server

Databas

Employees from different Departments access SAP

System for various Transactions


Databas

These Documents generally move Physically between

various Employees.


various EmployeesDepartmentsPurchase

Quality

Finance & Accounts

Production

HQ


various EmployeesDepartments& Locations

Unit -1

Unit -2

Unit -3


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


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.


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


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.


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


Databas

DocumentA

rchival S

ystem

Thus Leveraging Faster and Leaner Database

SAP Certified

ConnectorDatabaseHealth Check

Processor Speed

System Load

Database Size

156.9 GB


Databas

DocumentA

rchival S

ystemAlso Newgen’s Scan & Post

engine facilitates Centralized Bulk Scanning & Indexing of

documents.

SAP Certified

Connector


Databas

DocumentA

rchival S

ystemBased on the indexed Data, the

documents get directly linked to designated SAP Business

Objects

SAP Certified

Connector


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


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.

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

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.


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


SAP Image Enablement & Enterprise Document Archival

Newgen Partner Portal

Visit http://partner.newgensoft.com

Click on Register Now


THANK YOU

www.newgensoft.com/partnersPh: +91 11 407 73 791

http://www.newgensoft.com/partners