Letter Gen White Paper

LetterGen April 8, 2010 Page 2 of 27

It allows users to produce dynamically generated documents that are created using multiple data

sources. Users can receive their documents in different formats: PDF, Word, ODF, RTF, HTML, Fax,

Email, and Printing.

Table of Contents

General....................................................................................................................... 3

History ........................................................................................................................ 6

Module overview ....................................................................................................... 8

The LetterSigner ....................................................................................................... 16

Technology ............................................................................................................... 18

Development Strategy .............................................................................................. 20

Market...................................................................................................................... 23

References ................................................................................................................ 24

Business Cases.......................................................................................................... 24

Partnerships ............................................................................................................. 27


General

� Document creation interface based on the well-known Eclipse framework and Open Office

interface, allowing the creation of easy-to-use models

� Open interfaces for all well-known databases and ERP/CRM applications, covering nearly all

information systems

� Integrated WYSIWYG design and content management interface, including versioning, for

document authors

� Secure, location independent, web-based access for document users, authors and

administration

� User-based or full automatic batch creation of highly variable documents with the right

data, based on defined workflow settings

� One architecture and one document creation process for all communication channels

(print, web, fax, e-mail, and data export) and third party information systems

� Meeting your requirements for Compliance and Audit control of your printed documents


In a study of Forrester Research of June 25, 2009 “Document Output for Customer

Communications Management” the following reasons where listed for implementing a solution like

LetterGen.

� Moving structured applications to on-demand transactions and e-transactions

� Eliminating a big headache – aging structured output systems

� Targeting extensive Microsoft Word and mail merge systems

� Empowering the business to move DOCCM out of the IT infrastructure

� Linking ECM and Business Process Management

� Configuring authoring environments that reduce behavioural change

� Creating starting points to kick-start interactive applications

� Building process-specific templates with scalable controls

� Design output infrastructures and efficient processes

� Developing authoring approaches that work for the user

They identify three types of categories and applications

Source: Forrester Research, Inc


� Structured output runs in batches, often in large volumes

� Interactive output marries custom content or data with preset structure

� On-demand output is triggered by multichannel requests

Drivers for the DOCCM market are:

� Multichannel output

� On-demand output

� DOCCM convergence with ECM


History

The LetterGen product was initially developed in 1997 by Real Software as part of a project at

Generale Bank for the automation of professional loans.

They were searching for a better way to manage the content of their credit contracts, 'National

Library of Credit Contracts'. It was based on the Windows DNA standards (VB, IIS, MS Word), using

XML as the transport language and IBM MQSeries for the communication between NT and the

Mainframe.

The requirements of the Generale Bank were the following:

� A central and unique library of templates

� Fast time-to-market of changes in the templates

� Correctness and audit of the credit contracts

� Less manpower for the contract generation

� Multilingual

� Independent of legacy systems

� Non computer scientist template designers

� Batch, Semi-Interactive and Pure Interactive generation

� Available both central as well as in the branches.

A first version of the software went live in 1998, followed by many new releases with additional

functionalities. Thanks to the system they were able to save 25% on the contract creation. Today

375 credit officers are using our system on a daily basis to create the Commercial Credits. At ASR

verzekeringen, previously called Fortis Insurance Netherlands, more than 1800 insurance officers

use our system to create insurance contracts. It is also used within the Leasing Division, the

Payments Division and the Securities Division for the communication on corporate actions.

In 1999, Océ Headquarters in Venlo decided to found a joint venture with Real Software, named

Océ Real Business Solutions. The objective of this new company was to enhance the developments

at the Generale Bank and to make it a commercial product with the name VarE-Docs. In the years

that followed, Océ Nederland sold the product to SNS Bank, ABN Amro Hypotheken Groep, AON,

Allianz and some other companies. It was mainly sold in the Banking and Insurance Sector, but also

in the industrial sector, and to some hospitals and governmental organizations.

In 2005, Real Software got a new majority shareholder, Gores Technology group. The new

management decided that VarE-Docs were to be discontinued as a product, since it was not any

longer the strategy of the company to develop products.

At that time, BTR Services was founded, and a part of the VarE-Docs team joined the new

company. The strategy of BTR was to become the ICT services partner of the Belgian Banks and to

develop service oriented solutions. The first solution created was LetterGen. After Fortis Bank

committed itself to acquire the product, we started developing. With the past experience of what

went good and what went wrong with VarE-Docs, we created a new architecture to cope with the

performance issue of VarE-Docs (no high volume capability) and the instability of the Microsoft

standards, but at the same time, we kept all the functionalities of VarE-Docs.


The new product was based on the new SOA standards, Open standards like Open Office and Java a more portable language than VB.

At the end of 1997, BTR Services acquired the IP rights of VarE-Docs from Real Software, acquiring

as such 10 years of development and an adult interface for interactive document generations. With

the acquisition, we also took over the support of the existing customers.

In 2008, we signed an OEM agreement with IBM, stating that we could integrate LetterGen with

Websphere Process Server and sell the combination on a worldwide basis.

In October 2008, we ran performance benchmarks at the Innovation Centre of IBM in Amsterdam;

resulting in a generation of 36 million documents of on average 60 pages in 24 hours. This was

better than expected and outclassed the VarE-Docs product (10.000 documents in 24 hours) by

large.

At CeBIT 2009 in March, a new module, the LetterSigner was launched. At the same event we

entered into a strategic partnership with VASCO Data Security International Inc to integrate the

Digipass in the LetterSigner.

On October the 1st

2009, LetterGen NV was found as a subsidiary of BTR Services holding the IP

rights of the product suite.

At CeBIT 2010 in March, the LetterWriting Application was launched. It is a plug-in for Microsoft

Word enabling the creation of documents using predefined fragments that can be added while the

user is writing his letter.

Today, LetterGen is available in a stable version, running live at some of our customers, integrated

with the old VarE-Docs interactive document generation environment, named LetterData. We are

now starting the development of a new version of LetterData based on the architecture of

LetterGen.


Module overview


Modelstore

The modelstore is the repository of the LetterGen system. It holds the templates and the business

logic associated with these templates.

The different functionalities are:

� Unique, central library of models

� Unlimited organisation hierarchy

� Role based security

A standard interface to LDAP authorization systems

� Staging

At implementation time, as many stages as needed can be defined. Eg. Test, Acceptance,

Marketing, Legal, Production, etc

� Versioning

Versions are based on timestamps. This enables regenerating documents with the

templates that were in production at a given moment in time

� Web Service Interface

� Multiple database vendor support

Support for DB2, MS SQL Server, Oracle, MySQL or a ECM system like Documentum

� Multiple application server support

IBM WebSphere, JBoss

Generator

The generator generates the documents based on the XML message, the templates and the

business logic in the modelstore.

Main features are:

� Focus on document production

� Service-enabled

� High-availability (ad hoc/batch)

� Multiplatform

� In-memory ModelCache

The generator uses a compiled version of the models, which it receives from the

modelstore and stores it in a local, in-memory cache.

� Easy Load-Balancing


LetterSketch

The Lettersketch tool is developed for non-IT business users to manage the templates and business

logic.

Main features are:

� Multilingual

Both user interface and model exist in multiple languages. Today we support Dutch, French,

German, English, Italian, Spanish and Portuguese for the user interface. For the models we

support all common languages.

� WYSIWYG

Interface based on the ISO Open Document Format using the standard OpenOffice

interface

� Preview functionality

A generator is included in the tool for generation of the model with test XML data

� Reusable fragments

Fragments of documents can be used as building blocks in other models

� Conditional fragments

Fragments based on easy to implement logic, combination of data-elements and

conditions, fragments are set visible or not

� Data formatting (dates, numbers, …)

� Support for tables

� Headers and footers

� Signatures, bar codes, logo’s, pictures


LetterTools

With LetterTools we bring a series of services that work with the source XML and the generated

ODT file. The following are typical services, but additional services can be ordered or developed

using the LetterTools development toolkit.

� Printing and faxing

� Conversion to PDF, DOC,TIF, JPG, etc

� Email

� Interface with ECM Solutions

� Interface with back-office applications

� Interface with database systems

LetterData

LetterData is an interactive environment for document generation. It allows an end user to select a

template, enter the required data for the template and start generating the document. Once the

document is generated, it can be edited using Microsoft Word or Open Office and enhanced with

additional available text blocks. After it is saved, the document can be transferred to a manager for

validation. Finally, the document can be transferred to post-processing services like emailing,

printing or faxing.


The following picture is a sample of such a work flow:

1. The officer selects a template in LetterData

2. All mandatory data is entered using LetterData

3. An XML message is generated

4. LetterGen generates the requested documents

5. The documents are validated by the officer and transferred to his manager

6. The manager validates and signs the documents

7. The documents are processed by the distribution engine.

XML


Functionalities of LetterData include:

� End-user interface for interactive document generation

� Management of document requests

Can be used for reprinting documents that were destroyed in the mailing machine

� Management of workflow

� Dynamic data editor

Based on the data-definition in LetterXSD. Fill-in forms are generated and used to create

the XML data input for LetterGen

� eForms

� Archive

Generated documents are stored in LetterData until a cleanup mechanism removes them.

When no cleanup is carried out, the documents will remain in the system as an archive of

the generated documents

LetterXSD

Many tools exist on the market to create XSD's. However, a tool that offers a combination of

definition of the data structure, translations of the tags and maintenance of selection tables in

multiple languages, did not yet exist. Because our goal is to deliver a user-friendly solution for non-

IT professionals, we developed LetterXSD.

� Management of data structures

� Management of translations

� Management of selection tables

� Generation of XSD for usage in LetterSketch


LetterWriter

The LetterWriter is a plug-in for Microsoft Word enabling end users to select predefined fragments

they can add in their document. These fragments can contain variable data and business logic

defined in LetterSketch.


With the plug-in the following features are available:

� Select/deselect fragments

� Mutually exclusive fragments

� Modifiable fragments

� Pop-up to enter variable data

� Selection of attachments

� Preview of fragments

� Features made available according to user-rights


LetterSigner

The Lettersigner application offers all the necessary features to sign documents. To serve a

broadest possible market, the Portable Document Format (PDF) was chosen as the document

format to use with the LetterSigner. Both the “classical” manual handwritten signature and digital

signature may be used to sign documents. It is also possible to add other fields in a document to

enter a date, or a text like “read and approved”.

Signing with an electronic pen

When using the LetterSigner on a Tablet PC or using a specific signing device connected to the PC,

documents can be signed by hand using the stylus. The look and feel of this manual signing process

equals the ceremonial aspect of signing a paper version. Drawing the signature is only allowed on

predefined fields, the rest of the document remains unchanged. These fields are indicated by

standard PDF form fields, which can be added by LetterGen during the document creation. When

saving the document, the handwritten fields (signatures and text) are embedded into the PDF

document, the electronic signature is represented as a stamp and secures the document.

Digital signing with the eID or VASCO DIGIPASS CertiID

An electronic signature is a legally recognized electronic tool that indicates that a person accepts

the content of an electronic message or document.

Digital signing of documents is based on Public Key Infrastructure. By means of PKI based

smartcards, such as the Belgian eID, or DIGIPASS CertiID from VASCO, the document is signed using

a 1024 bit RSA key, resulting in a digital signature. Along with this signature, a certificate (X509) is

added to the document to provide the identity of the signer. The combination of the signature and

the certificate delivers irrefutable proof of both the identity of the signer as well as the

authenticity of the signed document. Since the signed document is fully PDF compliant, both the

document and the signatures can be displayed and validated by a viewer using Acrobat Reader.

Any user that modifies and saves the document after it has been electronically signed will

invalidate the electronic signature(s).


Main advantages of the LetterSigner are:

� Green IT

� Fast time-to-signature

� Classic & digital signature

� Visible signature on the displayed or printed document

� Revision lock

� Digital timestamp needed for electronic archiving following European regulations


Technology

LetterGen is developed based on open standards using Java, XML and JMS. It runs on a Java

runtime environment and easily interfaces with standard off-the-shelf BPM solutions.

In annex you can find the ‘LetterGen Requirements Checklist.doc’, which mentions the hard and

software requirements for LetterGen.

Process controller based architecture

In this implementation, a process controller like Websphere Process Server or Oracle BPEL controls

the environment where LetterGen and LetterTools are orchestrated services. The main advantage

of this implementation is that the business rules are defined in a tool and can be easily customized.

The Queue-based implementation is rather static compared to this architecture, and can only be

maintained by the infrastructure department.


Queue-Based Architecture

This implementation is based on Queuing mechanisms using JBoss, IBM Websphere MQ or

Microsoft MSMQ.

Benchmarks

� Dell power Edge SC 1420, dual µCPU 3.4 GHz, 2 Gb internal memory, Windows 2003 Server

: more than 10.000.000 documents a day

� Sun T2000, Solaris, 8 CPU : more than 10.000.000 documents a day

� AIX – test in IBM Innovation centre – Oct 08 : more than 36.000.000 documents a day of

on average 60 pages


Development Strategy

Open Source

The LetterSketch module is a combination of Eclipse, Open Office and self-developed code. We

have taken strong measures to avoid Open Source contamination. DLA Piper performed an audit

on the code to validate this contamination.

Scrum

LetterGen is developed using the Scrum methodology. The advantage of this methodology is the

usage of sprints. Thanks to these sprints, we can divide the development work in manageable

parts, avoiding big bang releases.

Offshore development

For the development, we work with two offshore partners. ValueSource is a KBC subsidiary

company in Chennai, India. They are specialized in developing both Java and .NET using the Scrum

methodology.

Quality Software in Rio, Brazil is a well-known offshore testing specialist. The manager of the

testing division, Ricardo Cristalli, is vice-president of the Latin American Testing Association and

therefore a reference for testing organizations.

By using the Scrum methodology, we manage requirement process until delivery and al this on

time and within budget.

The following picture shows the workflow of the development process. At ValueSource, we

currently have one team leader and four active developers. At Quality Software, we have one

senior test consultant to write the test scenarios and two testers to carry out the scenarios and to

perform regression tests.


At BTR, we have one project leader and one functional analyst writing the requirements and

coordinating the test results. Another person manages the sources and various environments. One

architect develops new evolutions and prototypes for new functionalities. We have one team

leader and two junior developers responsible for customer support.

Development efforts

Since 1998, a team of at least 6 developers has been writing and enhancing the codebase. For the

period before the launch of BTR Services, this corresponds to 48 man-years.

Since the start of BTR , we made the following efforts:

Project Management 700 man-days

Analysis 700 man-days

Development in house 2400 man-days

Offshore Development 2800 man-days

Testing 1000 man-days

Documentation, translations, etc. 400 man-days

Roadmap

We constantly improve the product by considering prospect and customer feedback. We also look

at the evolutions at the competition to make sure that our product remains competitive. A detailed

roadmap can be found in annex.

The LetterData product (previously known as the interactive environment of VarE-Docs) will be

totally rewritten based on the standards used in the LetterGen product. For this major


development, we asked for financial support from the IWT. One of the challenges will be the

virtualisation of BPM solutions like IBM Websphere Process Server, Oracle BPEL and Cordys, so that

the workflow definition can be done in LetterData, without any knowledge of these environments.

In the same development effort a module will be added in LetterSketch to generate eForms.

LetterGen

Market

LetterGen can be implemented in many business segments. LetterGen can bring a real

whenever documents/letters have to be

A few samples of sectors and documents that can be automated

April 8, 2010

LetterGen can be implemented in many business segments. LetterGen can bring a real

whenever documents/letters have to be generated with variable content.

few samples of sectors and documents that can be automated:

Page 23 of 27

LetterGen can be implemented in many business segments. LetterGen can bring a real added value


References

Business Cases

Business segment: industry

This enterprise produces several kinds of industrial exhaust systems. Every exhaust system needs a

separate instructions guide, as every installation consists of different (tailor-made) components.

In the past, this enterprise delivered the complete instruction guide by taking copies of the

instruction guides of the different components. Since the different components also came from

different suppliers, this resulted in a bundling of copies, all with a different lay-out, a different

content or an overlapping content, etc.

The enterprise was never sure that all the instructions of the different components were delivered

with the system and they could only hope that they provided the right copies and delivered the

right content with the exhaust system.

Thanks to our product, the enterprise could establish product cards for each installation. The

company was also able to consult the content management system to find out which components

were needed for which exhaust system. In this way, they were able to procure matching

instructions for every component of the exhaust system (in a uniform lay-out).

With the number of the machine, they can request the matching product cards. This results in

Belgium The Netherlands Others

Waterschap

Aa en Maas

Banking

Insurance

Lease

Public

Others


great satisfaction: on the one hand for the technician who needs to repair the machines in case of

breakdown and consequently needs to know which product it is and which components it consists

of (it is thus also possible to deliver technical cards and exploded views per device.) On the other

hand, the costumers are extremely satisfied, because the enterprise is able to guarantee a perfect

after-sales service.

Thanks to these individual product cards, it was easier for the enterprise to compose a catalogue

with all the different kinds of exhaust systems. Moreover they can easily adjust the content of the

catalogue, the product cards and the instruction guides if one of the components is changed.

Business segment: public transport

Dispatching notes

A bus/tramway driver has to know at the beginning of his shift which route to follow. Sometimes a

stop can be temporarily out of service; there can be works in progress, or a change in the traffic

situation, etc…

Thanks to our product, the driver can log on to the system and insert the number of his

bus/tramway and generate all the necessary information about his/her route.

Business segment: the local communities

The municipality started developing a new book of standards. They wanted to insert a new house

style management in their organization with a fixed lay-out (font types, paragraphs, logos, spacing,

etc.)

Due to the specific management structures, they had to cope with documents with a fixed lay-out,

but with content that changes constantly.

Their documents also needed different kinds of logic, such as the hierarchy of the signatures.

The document must first of all be signed by the mayor. When the mayor is out of the office, it has

to be signed by the deputy mayor, if he is not available, the document has to be signed by

somebody else, etc..

Thanks to our product the municipality was able to guarantee a fixed house style for all their

documents, they also could add all the necessary logic and moreover they could complete, modify,

delete or correct the fixed text after generation. (According to the document, and secured zones).

Business segment: insurance broker

This company bought our product to manage the administrative side of the acquired fleets at one

hand and their own customers on the other hand. The company is particularly specialized in lease

transactions and the management of the insurance contracts of the lease transactions.

They cover all the insurance certificates and claims. With our product, they generate all the

necessary documents that contain a great diversity of logics and variables. They generate for

instance the green cards, which must contain the correct data.

The lay-out of the documents is in this case more important, because the company provides his


clients with adhesive stickers. These stickers need to be placed on the right spot on the European

accident statement.

The emplacement of the data is therefore more than significant. All this is possible thanks to

LetterGen.

With LetterGen, they also generate the damage statistics and they take care of the communication

towards the companies or directly towards the driver. They dispose of their own fleet management

system that we have integrated with our system.

Business Segment: banking

Mortgage loans files are complex and contain various subfiles such as deposit fees, the amount of

the loan, the people that agree with the loan, the mortgage insurance, notary public’s letter, etc.

These files have not been created by a credit expert. He only wrote down what should be done.

Several typists then typed out the necessary documents and completed the files.

This made the lead-time very long, given that all these files had to be sent for approval to the

credit experts. Only when that was done, the typists could finish the files (1st version, approval,

2nd version, approval, etc.). The costumer had to wait a very long time after handing in his loan

application.

Thanks to our solution, they are able to generate in 3 ways and match all the bank’s requirements.

Examples of our solutions are:

� A multilingual solution

� A central and unique database that can also be consulted locally

� Central requests for central generations, as well as central requests for local generations, as

local requests for local generations were possible

� Authors without specific IT knowledge

Various generation methods:

Batch generation: the system decides autonomously when to generate and print. A transfer form is

for example automatically printed when a customer receives the instruction to pay for his

mortgage insurance.

Interactive/ manual generation: all data are filled in ad hoc through LetterData User Interface. (For

example when a new costumer applies for a loan and a new file has to be made.)

Semi-automatic generation: Only some of the data is provided automatically. Not all information

necessary to complete the contract is available. The data that is not provided can be filled in

through the LetterData User Interface. (Afterwards, it is possible to link these data back to the

mainframe).

Fully active file management system (altering, reprinting, putting on hold and deleting of files).


Partnerships

IBM

Since the start of the development of LetterGen, we receive support and guidance from IBM. As

we have chosen for open standards like open Office, Java and Eclipse, the link with IBM products

like Websphere Process Server and Lotus Symphony is quite obvious. Last year, we signed an

international OEM agreement for the Websphere products together with the LetterGen product.

Our product was also added in the product Catalogue of IBM.

Thanks to the partnership with IBM we have access to the engineers that developed the

Websphere product. We can use the Innovation Centres of IBM for product benchmarking free of

charge .

VASCO Data Security International

With the launch of the LetterSigner we announced a strategic partnership with VASCO. Through

VASCO, we get access to a worldwide network of branches and customers. The objective of VASCO

is to sell more tokens to their customers using our signing module. The advantage for us is quite

clear. We make ourselves known to the VASCO customers, have access to the engineering force of

VASCO in the security area and integrate our product with the number one solution in the market

concerning internet security.

Signovo

Signovo is an Israel-based company specializing in electronic signatures. It is a leading provider of

paper-free signature solutions, specializing in electronic and digital signature solutions. They offer

a unique and comprehensive product line that incorporates digital handwritten signature

capabilities into commonly used applications and business processes. Signovo is going to resell the

LetterSigner module together with their hardware.

Thanks to this partnership, our product will be exposed to the Signovo customers. Signovo is

recognized as one of the world leaders in the signature area and gives us a high potential in selling

the product.

Keynectis

Keynectis, the leading European provider of trust-based technologies and services, has been

empowering governments, corporations and financial institutions around the world for over ten

years, with comprehensive solutions to manage digital ID’s and to secure electronic

communications and transactions. Today, over 25 million electronic identities have been created

and more than 10 million documents certified thanks to Keynectis technologies.

With K.Sign®

we have a good alternative for the Belgian eID, if companies want to use an electronic

signature which combines the company registration with the employee name.