BUSINESS CASEWhat’s in there for you

Company key figures

280 9803 670 +

550698740

47

Trains & Stations3 374 km3 002 km

314 km

NetworkOf linesPoweredHST lines

29 2986 941

89,2%

Traffic250 million

800 000 +

Travelers

60 millionFreight

20 76112 749

4 111710

EmployeesSNCB/NMBSInfrabelHoldingOther

FR

NLUK

BE DE

SeatsTrains a dayStations & stopsLocomotorSelf-propelledEurostar (HST)Thalys (HST)

Tons a year

AnnuallyDaily

Traveler trains a weekFreight trains a weekArrived on time or max5 min. delay

Corporate objectives

Past Present Future

Strategic Platform for changeand agile business processes

Legacy DBs, Custom Apps,File servers and Paper

Enriched Business Processes withcontent to enable Enterprise

Information Management

Cost optimisation

Enhanced Customer Services

Punctuality of rail services

Uncompromising safety

New generation of employees

European market demands

Strategic value

Progressive paper cost reduction strategyLower TCO for the content management solution, so a higher ROI

Faster handling of customer case files, faster information lookup

Speed up and avoid breaches in the supply chain by visualizingparts to order/produce

Accuracy of technical drawings and valid working procedures

Secure historical know-how and offer modern working tools

Comply with demands for traceability, conformity and safetycertificatesC

orpo

rate

Obj

ectiv

esSAP

Solutionsby

OpenText

RoadmapHR-LSO, HR-QLF,Enterprise Portal,HST Maintenance,Rolling StockMaintenance,CRM-LTO, CRM-CPM,CRM-CTR

Enterprise Info Mgmt

2009 2010 2011 2012

FI, CO, MM, WM,SD, LE, PS, PMfor 4 Central Workshops

2013

xECMStrategy

xECMVision& Plan

Rolling StockMaintenance,Intelligent DriverAssistant

QM Certificates, PSDocumentation + Solmanintegration, PS-RPM, HR-OM, HR-PA, HR-TIME,HR-REC, HR-TRAVEL,Employee File Mgmt,Information Lifecycle Mgmt

FI, CO, MM, WM,SD, LE, PS, PMfor all entities

HR, CO-PA, BIInvoice Mgmt

CRM ComplaintsHandling,Carve-out B-Cargo,Entity In Charge ofMaintenance

2014 2015

HST Maintenance,HR-LSO, HR-QLF,CRM-LTO, CRM-CPM,CRM-CTR , CRMComplaints Handling,Web Content Mgmt

CRM-MKT, HR-PA,HR-TIME, HR-REC,HR-TRAVELDistribution,Web Content Mgmt,SAP Data Archiving

IS-Real Estate,QM Certificates,PS-RPM, …

ERP

xECM

20.000 users

5.000 users

Enterprise Asset Mgmt

Return on investment & key figures

€30 milPer year from intranet portalnavigation

Expected Savings of

€1,5 mil& productivity gain insupply chain

Expected Savings of

efficiencyPer year from documenthandling

40%

20000Users

5000Train drivers

2500Train conductors

1 millionTechnical drawings producedby 340 engineers

7.5 million2.5 millionAfter five yearsDocuments in the first year

Growing toAdded

+ Receivingdocuments on amobile device

Accounts payable

Bridge the gap between business documents andbusiness process

Enterprise asset management

Real estate management

Employee file management

Vendor Invoice management

Travel receipt management

Intelligent driver assistant

FI/CO, PLM, SRM, EH&S, HR

FI/CO, PS, PM, MM, HR

HCM, Non-SAP

FI-AP, MM

HCM, FI/CO

HR, PM, Non-SAP

Example of solutions

Maintenance

Human resources

Facility management

Driver procedures

Past vendor invoice management

30% PO invoices

No action at the source

Lost invoices

Lost discounts

Late payments

Double payments

No accurate accruals

Difficult closings

No visibility into costs

No traceability

Local purchasing (300 users)Local accountancy (100 users)

Legacysystems

Vendor A

Vendor B

Vendor Z

Vendor C

Purchaser A/P Clerk

Central treasury

Other sites

Site A

Site B

Current vendor invoice management Central Procurement (100 users)Financial Shared Services (20 users)

Vendor A

Vendor B

Vendor Z

Vendor C

.

..

.

A/P Clerk

Warehouse

Other

PurchaserAccountant

Solving Issues

PostingPurchasing

Mail room

Scanning

Record management

Data control

Purchaser

Logistic control

Payment

95% PO invoices

Minimal backlog

On-time payments

70% faster process

Provisioning quality

Transparency into costs

Quality closings

Reporting

Task distribution

Traceability

Paper reduction

Accountant

Previous drawing management

Inconsistencies

Duplicates

Obsolescence

Inaccuracy

Qualitydatabase

Publicdatabase

Fileserver

FileserverFileserver

Fileserver

Fileserver

Fileserver

Quality

Purchasing Codification

Centralworkshop D

Centralworkshop C

Centralworkshop B

Centralworkshop A

PlanningFileserver

Company key figures

Fast

Up-to-date

Accurate

Integrated

Traceable

Auditable

Quality

Purchasing

Planning

Central workshop A

Central workshop B

Central workshop C

Central workshop D

Codification

Kiosk with materials catalogue and drawings

Fast

Up-to-date

Accurate

Integrated

To-the-point

Accessible

Previous driver regulations & manuals 12 KG backpack full of paper

Paper-based

Confusing

Duplicates

Inaccuracy

Time consuming

Train drivers

Training

Regulations

Brussels

Liege

Ghent

Planning

Region X

Current driver regulations & manuals

Lightweight

Compact

Fast

Up-to-date

To-the-point

Cost effective

2 KGmobile device

Train Drivers

Training

Regulations

Brussels

Liege

Ghent

Planning

Region X

Integrated customer billing and ticketing

Delivery confirmation

Convergent charging& billing

Marketing

Digital asset

Accurate

Consolidated

Automated

Flexible

Personalized

Comply with European legislation – prescriptionsThe “Entity In Charge of Maintenance” now complies with the following prescriptions

1

2

3

4

5

It manages the maintenance logbooks

It provides traceability of maintenance operations

It analyses the lessons learned

It informs the owner

It contracts a liability insurance

Current customer relations

Unmatched

Inaccuracy

Duplicates

Time consuming

Call center

PT NovaExcel

MIS

Account manager

Compensations10 Fines1 complaint

Counter

Internet promotion

Customer service

TravellerInvoice

VRF

Complaints Fines?

?

Current intranet portals

CW Mechelen - HR CW Cuesmes

Technics traction

Mobility train supervision

Technics material

Sharepoint Shared drives DatabasesFileservers Portals Paper

Holding HR

Inconsistencies

Duplicates

Aging

Inaccuracy

Definition

http://www.gartner.com/it-glossary/enterprise-information-management-eim/

Framework

Communication Channels

Information Architecture

Information QualityManagement

Reference & MasterData Management

Data Warehousing& BusinessIntelligence

Structured DataManagement

Unstructured DataManagement

InformationGovernance

Information Security

Portal Mobile Devices+ others

ERPCRM

+ Reporting

DocumentManagement

System

EIMServices

Dat

aSt

ewar

dshi

p

Process

Content

Model

Role

StructuredERP/CRM/Legacy

Semistructured

Web Content

UnstructuredDocuments

ReportsBusiness Intelligence

Others

Portal

Others

Kiosk

Input OutputProcess

MobileDevice

Dimensions (assessment)

Independence Collaboration

Culture

IndividualProjects

Informationstrategy

Maturity

Mystery Informationinventory

Data domains & process

IT, adhoc Business

Sponsoring

Inventory (assessment)Discipline Process

modelOrganisation Maturity Technology

Information Governance N/A

Information Architecture SAP Sybase PowerBuilderSAP Information Lifecycle ManagementSAP Netweaver Process IntegrationSAP Netweav. Process Orchestration

Information Quality Management SAP Master Data GovernanceSAP Data ServicesSAP Information StuardSAP BO

Reference & Master Data Management SAP Master Data Management

Data Warehousing & Business Intelligence SAP Business WaherouseSAP Business IntelligenceSAP Business Objects

Structured Data Management SAP Enterprise Resource PlanningSAP Customer Relationship ManagementLegacy Systems

Unstructured Data Management SAP Extended Enterprise Content Mgt. by OTSAP Document Presentment by OT

Metadata Management SAP Information StewardSAP Sybase PowerDesigner

Information Security AssignerSAP Identity Management

Communication Channels SAP PortalSAP GuiSAP Portal Site Management by OTSAP Afaria

Data Stewardship SAP Information Stuard

EIM Services SAP Data ServicesSAP HanaSAP Sybase IQ

Governance contextNMBS Business strategy, policies & rules, IT constraints & policies

EIM

Func

tiona

litie

s

Legal

Privacy

ISO certification

Process optimizationProject requirementsand/or

and/or

and/or

Intellectual propertyand/or

Drawing managementMaintenanceIDA (Intelligent Driver Assistance)HRCRM complaints handlingPurchasingCorporate communicationArchiving…

EIM Governance

Information architecture – aligned to the value chainC

ore

Proc

esse

sSu

ppor

tPr

oces

ses

Salesservicesand customermanagement

Salesservicesand customermanagementPlanning and execution freight transport

and related servicesPlanning and execution freight transportand related services

Planning and execution passengertransport and related servicesPlanning and execution passengertransport and related services

Designmaintenancerolling stock

Designmaintenancerolling stock

Forecastrollingstock

Forecastrollingstock

IT servicesIT services

Human ResourcesHuman Resources

Finance & ControllingFinance & Controlling

Bevoorrading & AankoopBevoorrading & Aankoop

Buildings and installationsBuildings and installations

Business Intelligence & Enterprise Information ManagementBusiness Intelligence & Enterprise Information Management

Sustainability & Governance, Risk & ComplianceSustainability & Governance, Risk & Compliance

IT servicesIT services

Human Capital ManagementHuman Capital Management

Finance & ControlFinance & Control

Supply and PurchasingSupply and Purchasing

Sustainability & Governance, Risk & ComplianceSustainability & Governance, Risk & Compliance

Salesservicesand customermanagementPlanning and execution freight transport

and related services

Planning and execution passengertransport and related services

Designmaintenancerolling stock

Forecastrollingstock

IT services

Human Resources

Finance & Controlling

Bevoorrading & Aankoop

Buildings and installations

Business Intelligence & Enterprise Information Management

Sustainability & Governance, Risk & Compliance

IT services

Human Capital Management

Finance & Control

Supply and Purchasing

Sustainability & Governance, Risk & Compliance

Information architecture – organisation vs value chain

Based on Organisation

12.264 foldersdistributed over 4 levels distributed over 3 levels

130 folders

Based on Value Chain

IntelligentDriverAssistant

Information architecture – practical useL-1

L-2.1 L-2.2

L-3.1

L-3.2

L-2.3Portal

Organization

PortalLocation

PortalRole

Other MediaFunction

Information ManagementValue Chain

ClassificationOrganizationLocationRoleDocument Type

Information architecture – benefits

Robust and flexible for organisational changes

Shallow and user-friendly structure

Relation between structure and homogeneous user groups

Homogeneous use of metadata and classification(s)

Inline structure Portal – SAP – xECM

Matched to performance (process / people / system)

Summary

• Reference library• Management processes• Information security

ONE global information reference model

Management model

Recognition

SAP integration

Trust & compliance

Standardisation

Collaboration

Communication• House style &

Branding• Identification

• Intern/Extern portals• Mobile devices

• Transparency• Traceability• One version of

the truth

• Management of data /documents

• Publication• Communication

• On master data• On business processes

• Data / Document(s) & -types• Identification & codification• Metadata model• Folder structure

• Distribution lists• Role assignment

Future information management

“Single Source of the Truth"

Accountant

IDA

Manager

Central workshop

Supplier

Train driver

Designers

Personal administration

Travellers

Call center

Purchaser

+ ONE PORTAL

Business solutions

SAP Extended Enterprise Content Mgt. by OpenText

SAP Vendor Invoice Mgt. by OpenText

SAP Document Presentment by OpenText

SAP Portal Site Mgt. by OpenText

SAP Portal Content Mgt. by OpenText

OpenText BPM Assure ITSM

OpenText Tempobox

OpenText AppWorks

OPE

NTE

XT

Key points to take home

If you plan to manage documents, think enterprise-wide,

think SAP xECM by OpenText

Set up an enterprise-wide governance model for your xECM platform

Manage your xECM projects roadmap based on processes with the highest

amount of users and documents

Make use of SAP xECM for non-SAP related documents

All processes require ACCESS to HIGH QUALITY DATA

Resource + Contact

Why SAP xECM by OpenTex

Infrastructure and Architecture

Architecture simplicity

Number of servers

Interoperability

Scalability

Support and Maintenance

Longterm ERP integration roadmap

Quality of support

Functionalities

Intelligent document recognition

Paper scan and electronic documentindexation

Full-text indexation with OCR

Automatic classification

Content and storage space management

Thesaurus management

Offline access to documents

Collaboration

Workflow

SAP ERP integration

Out-of-the-box integration

360° view on content linked to processes

Easy access to documents via businessworkspaces

Virtual folders based on SAP datastructures

SAP data and documents archiving

Autocad / Inventor

Interoperability an semantic level

User interface

Web wokspace

MS Windows Explorer

MS Outlook

SAP Enterprise Portal

SAP Gui

Why SAP xECM by OpenText

All processes require ACCESS to HIGH QUALITY DATAAll processes require ACCESS to HIGH QUALITY DATA

360° View360° View Process IntegrationProcess IntegrationRig

htTi

me

RightP

lace

Quick SearchQuick Search360° View Process IntegrationRig

htTi

me

RightP

lace

Quick Search

Central RepositoryCentral RepositoryStructured / Unstructured DataStructured / Unstructured DataStandardizationof procedures

Standardizationof procedures

GOVERNANCE of the information lifecycle TracabilityAuditabilty

Central RepositoryStructured / Unstructured DataStandardizationof procedures

GOVERNANCE of the information lifecycle TracabilityAuditabilty

Introduction to SAP xECM by OpenText

Automate filing and indexing

Define, control and accelerate decision processesEmpower teams with internal and external users to collaborate efficientlyEnable consistent document handling and Microsoft Office Integration

Provide secure native access to SAP and non-SAP users.Enable 360° view on documents.

Consolidate repositories and storage management

Control the content and reduce compliance costs

Introduction to SAP xECM by OpenText

-Scanning-Indexing-Forms Management-Intelligent Classification-Batch Processes-Imaging-Viewers-Shared Workspace-Barcode recognition-Capture of various inbound types(paper, fax, mail…)

-Eliminate paper and free up officespace-Reduce printing, copying and paperstorage costs-Ensure consistent and cost effectivefiling and audits-Eliminate manual entry errors-Decrease cost of filing content fromnon-SAP processes

Solution Enablers Value Drivers

Introduction to SAP xECM by OpenText

-Version Control-Check In/Out-Categorization-Audit Trail-User/Group Access-Content Type Agnostic-Comprehensive Search-Notifications-Ad hoc document workflow-Work item lists / Task Lists-Content associated to businessprocesses-Team and project rooms-Shared Workspace-SAP data access from collaborationspace-Forums / Discussions-News Channels-Polls

-Reduce time spent finding the “oneversion of the truth” document-Shrink file server and legacy documentmanagement application costs-Decrease printing and copying todesktops/file shares and betweenapplications-Reduce review and approval processcosts-Decrease time spent on document-intensive processes-Improve processes and compliance byusing electronic signatures-Boost productivity and acceleratebusiness decisions-Push business decisions to theappropriate individuals-Reduce risk by providing secureaccess

Solution Enablers Value Drivers

Introduction to SAP xECM by OpenText

-Role-based user interface-MS-Office, Web and SAP-Guiintegration-Comprehensive search-Content browsing and navigation-Virtual folders-Personalization-Permission and role management withuser access rights inherited from SAP

-Reduce search costs-Easily find content associated with SAPobjects-Increase content accessibility-Reduce deployment time-Eliminate need for end-user training

Solution Enablers Value Drivers

Introduction to SAP xECM by OpenText

-Data and Document Archiving-Agnostic storage management-Content Move between differentstorage devices-SAP ILM integration-Advanced Security-Single Instance Archiving

-Cut costs by consolidating-Archive platform-Decrease response times whenmanaging large volumes of data anddocuments-Reduce risk by protecting content withreplication and-Tamper-proof storage-Significantly improve contentaccessibility-Archived content available in SAP at alltimes-Can archive any SAP information(DMS docs, ILM exports, print lists,...)-Content automatically assignedretention rules (based on type, process,folder, user, role, …)

Solution Enablers Value Drivers

Introduction to SAP xECM by OpenText

-File Plan and Administration-Metadata Management-Retention Schedules and Legal Holds-Physical Records Management-Advanced Circulation-Automatic Classification-Disposition-Audit Trails

-Ensure holistic enterprise program-Provide defensible disposition of allcorporate content-Improve ability to mitigate risks-Diminish exposure to discovery costs-Reduce cost of storage throughproactive destruction-Facilitate easier decommission oflegacy content-Content automatically inherits retentionrules if present within designated SAPfolder structure-SAP data retention rules can beimported to manage data lifecycle

Solution Enablers Value Drivers

Access to unstructured content – Frontends

Generic Object Services (SAPGUI) Tab Integration (SAPGUI) DocuLink for SAP (SAPGUI)

MS Windows ExplorerMS Outlook

Extended ECM UI (Case)

Access to unstructured contentBusiness Workspace for Functional Location (Extended ECM UI)

Easy Access of Related Func.Locations and Equipment

Access to unstructured contentBusiness Workspace for Functional Location (SAPGUI – TA IL03)

SAP users can accessALL documents.

SAP users can add,reserve and editdocuments.

SAP users can createfolders.

SAP users can addFollow Ups

SAP users can see alldocument properties.

SAP users can …

Access to unstructured contentBusiness Workspace for Functional Location (SAPGUI – TA IL03)

Immediate Access toPhoto of RELATEDEquipment

Maintenance Work Order allows to access all documents of related functionallocations and equipment (better than inheritance)

Access to unstructured contentBusiness Workspace Hierarchy (SAPGUI and MS Windows Explorer)

The SAP structure of TechnicalObjects and their SAPdocuments are also available inMS Windows Explorer

Maintenance – Business Workspace for Project

Maintenance – Business Workspace for FunctionalLocation

Technical Documents of the functional location aremanaged in the xECM Business Workspace, whichbelongs to a SAP Functional Location

Non-SAP users can access SAP documents like drawings,manuals, etc. and they can add documents.

Non-SAP Users can access attributes of SAP TechnicalObjects and Process Information.

DMS Features to complement SAP PM processes:Versioning, reservation, revision workflow, red lining, physical documents rendition, audit tracking,authorizations, etc.

Maintenance – 360° Full Text Search for SAPand Non-SAP Info

SAP equipment attributesSAP equipment attributes

SAP information on failure notificationSAP information on failure notification

SAP PM order printlistSAP PM order printlist

ECM user can full text search in meta data,notifications, orders and documents of SAPTechnical Objects

Maintenance – Search for Functional Location(Extended ECM UI)

Search for Functional Location byFull Text and Attributes