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ECM
www.ecm.comarch.comwww.streamlineprocesses.com
Comarch ECMComplex enterprise content and business
processes management
Paper documents take up, on average, 15.3 percent of office space.Document digitalization makes it possible to reduce this space by half. source: AIIM
Around 77% of company invoices are issued in paper form.source: Paystream Advisors
ECM
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Enterprise Content Management
Enterprise Content Management (ECM) is a set of tools
for managing company documents and information and
for creating and monitoring related business processes.
ECM systems enhance organization efficiency thanks to
built-in data capturing tools (i.e. for obtaining information
from different sources: files, e-mails, scans), document
management (efficient organization, control, quick searching),
business process management (planning them, processing
supervision, comprehensive reporting).
Comarch ECM
Comarch ECM is a system that supports organizations within
the scopes of payment procurement, processing of invoices,
managing agreements, customer service, correspondence
and management of HR administration. The solution makes it
possible to simplify and automate document flow processes
and maintain compliance with legal requirements. The main
business benefits of using Comarch ECM include: lower costs,
increased level of control over documents, processes and
employees, key data security, faster access to information
and work acceleration.
ERP
PROCUREMENT
CRM BSS/OSS HR
E-mail | Fax
EDI | File
SCAN
MS OFFICE
CONTRACTTRACKING
INVOICEAUTOMATION
OCR
invoice
CUSTOMERSERVICE
MAILROOM
HRADMINISTRATION
Law Compliance
Security
Cost Reduction
Knowledge Sharing
BUSINESS APPLICATION
CA
PTU
RE B
US
INES
SIN
TELIGEN
CE
PROCESSMANAGEMENT
CONTENTMANAGEMENT
Enterprise Content Management
ECM
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Archiving
Scalable and effective archiving of all kinds of documents.
High security level and compliance with legal requirements
thanks to encrypting, an extended authorization model and
data life cycle supporting mechanisms.
Document management system (DMS)
An extended set of library features - document versioning,
check-out and control: creation, acceptance, publishing and
retention. Using metadata and folders to create arranged
document structures.
Rendition
Converting various file formats – automatic or on request.
Basic rendering for PDF, DOC, PPT, XLS files, converting to
HTML, PDF or TXT formats and advanced rendering used for
converting images i.e. JPG, PNG, TIFF files into DOC, HTML, PDF,
PPT or TXT formats by using the OCR technique.
Full text search
Provides an opportunity to search all documents containing
a selected phrase. Thanks to the implemented rendering and
OCR mechanisms it is also possible to search images, e.g.
scanned documents.
MS Office Integration
Integration with the popular document office editor package.
Automatic launch of the appropriate application while editing
stored documents, the opportunity to save new document
versions directly from the native application level.
Optical Character Recognition (OCR)
This automatic document indexing engine uses OCR
mechanisms. Data recognition, particularly from invoice
scans, uses self-learning mechanisms without the need to
create predefined templates.
Annotations
A feature making it possible to add additional layers to
documents including graphical (underlining, marking) and
text comments, with no damage to the original document
layout.
e-Files
Arranging related documents in logical structures with an
opportunity to define hierarchy and indices. Easier archiving
and searching for e.g. customers, HR and project documents.
Selected functions of Comarch ECM
ECM
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Business process designer
Graphical creation of processes, tasks, operator and logic
paths. A flexible tool for defining document workflow,
milestones, decisions, notifications and project deadlines.
Active Directory Intergation / LDAP
Integration with catalog services for automatic system log-
in and illustrating organization hierarchy (also possible to
use it for defining processes).
MS SharePoint Integration
It provides an opportunity to access, preview and search
documents archived in Comarch ECM from an MS SharePoint
level. BPM engine integration is also possible, using the CMIS
standard. A dedicated Website is used.
Business Intelligence Reports
Data warehouse and generating periodical or on-request
graphical reports, based on stored documents and processing
data, to monitor the efficiency of processes and to eliminate
bottlenecks (verifying the duration of tasks, meeting of
deadlines, employee load, etc.)
Fax/e-mail server integration
Automatic archiving of incoming and outgoing e-mail and fax
messages in accordance with a company’s own predefined
rules.
Integration with external and internal company
systems
Two-way data exchange with ERP F/K systems. Pre-
established connection with Comarch ERP or SAP, and/or
other predefined integration mechanisms (Webservice) for
connecting to other systems. Integration with EDI platforms
for managing electronic documents.
Ad-hoc processes
This feature provides an opportunity to create tasks for other
system users based on saved documents without the need
to pre-plan workflow. A sequential, or parallel, mode with
the need to confirm, or in the form of information transfer, is
implemented. This provides the opportunity to model ad-hoc
process steps from initiation level.
Business Process Management / Workflow
Managing business processes - process participants
carry out tasks, approvals, consultations, all according to
pre-defined paths. Access to own tasks or specific roles or
business queues. Automatic process initialization based on
various business milestones or events.
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Benefits: Enhancing process efficiency: reducing labor
consumption, accelerating document processing and
reducing the costs of manual operations by:
• eliminating the manual input of documents into IT
systems
• quick access to data thanks to using an ergonomic
WWW interface (prompts, browser, wizards, business
logic) independent of physical document location
• electronic and automatic data exchange between
IT systems (importing and exporting from ERP, F/K
systems, logistics, EDI platform and others)
Improving the control of:
• company costs (both before, as well as after incurring
the cost)
• document workflow within the company (data
access, document operation history) and their
versions (in group work where a document is
modified by many employees)
• employee work (meeting tasks deadlines, durations)
Increase the transparency of processes thanks to clear
procedures in various business situations
Reducing errors by using business logic (including:
validations, lists of business partners, items, pro-
cedure automation) when inputting documents and
implementing business processes, higher data quality
and its consistency within the company and in business
relations
Quick and secure business decision-making thanks to
quick access to information, its correctness and based
on BI reporting
Maintaining compliance with legal requirements thanks
to using verified tools and data security
Competitive edge thanks to using innovative solutions
for increasing work efficiency
Improving co-operation with customers and partners
thanks to procedures used to manage relationships with
customers
Why ECM
ECM
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Thanks to data capturing process automation and OCR mechanisms, companies can process 25-60% more invoices compared to companies where these operations are performed manually.source: IOMA
On average, investment in electronic methods of data capturing pays off within 12 months.
source: IDC
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Procure-to-pay
Procure-to-Pay field automation: recording the requirements
of employees, managing suppliers and products, acceptance
of workflows, confirming order execution and managing
cost documents. Exporting data aimed at sending orders to
suppliers and initializing the payment process.
Purchase invoices
Managing incoming cost documents, including scanning,
data-based document identification within the system
(indexing), invoice assignment (e.g. according to cost
center), the process of document acceptance and archiving
them in accordance with legal requirements.
Sales
Managing sales-related processes and documents,
including: agreements, invoices, stock issue confirmations
(CI), complaints and their archiving, as well as launching
related tasks.
Debt collection
Supporting debt collection from customers. The automatic
distribution of reminders based on sales invoices and
payment due dates as well as generating appropriate
tasks for customer service and debt collection department
personnel.
Legal documentation
Effective and lawful employee archiving thanks to e-files.
Quick and secure access to documentation in compliance
with retention policy.
Logistics
Managing logistics documentation: (forwarding agent
invoices, national waybills, CMR waybills, stock issue
confirmations (CIs), goods received notes (GRNs), pallet
receipts), automatic document assembly (e.g invoices from
carriers with waybills (shipping lists) and other documents
using, for example, bar codes or QR codes, support for
document scanning and recording in different locations and
making them available to employees on-line.
Agreements
Managing sales and purchase agreements. Supporting co-
operation at the stage of creating an agreement, versioning,
submission for review and acceptance, data verification
based on customer system integration, managing concluded
(signed) agreements, archiving.
Correspondence
The automation of incoming and outgoing correspondence
(paper and electronic), proper distribution of documents
based on defined processes and responsibilities, the
automatic identification of basic document data when
entering documents into the ECM system and the archiving
of documents.
Customer service
Supporting customer service through the automation of pro-
cedures and communication (conventional correspondence,
e-mail, fax). Archiving customer documentation, dedicated
customer files.
Quality management
Supporting quality management and the implementation
of proper standards within the company. Managing audits,
repair operations, the preparation and publication of
documents. Archiving projects, warranties and technical
documentation (including process tests).
Knowledge base
The central repository of organization documents. Access
to customer and employee information and documentation,
internal rules and regulations depending on the authorization
model. Quick access to current documents thanks to
extensive search mechanisms.
Business modules
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Comarch ECM is a continuation of the ECM class product line (almost 1,000 installations) known for over 20 years on the German,
Austrian and Swiss markets, enriched with 16 years of expertise in implementing such systems in Poland.
Over 1,000 customers already use Comarch ECM in Poland and abroad.
A map showing countries where Comarch ECM has been implemented in Europe
Our customers
FranceSwitzerland
Italy
Austria
Germany Poland
ECM
Comarch ECM is used by Accounting Plaza, Carrefour, Dallmayr, Hermes, Motorex, Puma, Röhlig Suus, Rungis Express, Suzuki, LeasePlan (Schweiz),
ARBÖ and many other companies.
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Key functions:
Document Management System (DMS)
OCR | Automatic indexing
Business Intelligence reports
Business Process Management comprehensive module
E-mail server integration
Integration with leading ERP, F/K solutions and EDI
systems
Active Directory/LDAP integration
Quick, full text and multiple criteria search
MS Office integration
Graphical Process Designer
Multi-language user interface
Access management and high security level
Ad-hoc workflow
MS SharePoint integration
If you have any questions please do not hesitate to contact our consultants at:
ECM
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The cost of invoice processing in a low level automation environment is twenty times higher than in a high level automation environment. source: IOMA
www.ecm.comarch.comwww.streamlineprocesses.com
Worldwide offices Offices in PolandAlbania Austria BelgiumCanadaChina Finland France GermanyLuxembourg Netherlands Panama
Russia SlovakiaSwitzerland UkraineUnited Arab EmiratesUnited Kingdom United States of America Vietnam
Krakow – Headqurter| Bielsko-Biała | Gdańsk | Katowice | Lublin | Łódź | Poznań | Warszawa | Wrocław
Comarch is a leading Central European IT business solutions provider specializing in forging business relationships that maximize customer profitability while optimizing business and operational processes. Comarch’s primary advantage lies in the vast domain of knowledge accumulated in and applied to our software products. These products incorporate highly sophisticated IT solutions for businesses in all vertical sectors. Comarch has a multinational network of offices employing over 3500 highly-experienced IT specialists in Europe, the Middle East and the Americas.
Comarch Społka Akcyjna with its registered seat in Krakow at Aleja Jana Pawła II 39A, entered in the National Court Register kept by the District Court for Krakow-Środmieście in Krakow,
the 11th Commercial Division of the National Court Register under no. KRS 000057567. The share capital amounts to 8.051.637,00 PLN. The share capital was fully paid. NIP 677-00-65-406
Copyright © Comarch 2012. All Rights Reserved. No part of this document may be reproduced in any form without the prior written consent of Comarch. Comarch reserves the right to revise
this document and to make changes in the content from time to time without notice. Comarch may make improvements and/or changes to the product(s) and/or programs described in this
document any time. The trademarks and service marks of Comarch are the exclusive property of Comarch, and may not be used without permission. All other marks are the property of their
respective owners.
EN-2012.10