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

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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

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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

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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

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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@comarch.com

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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