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Hameln-Pyrmont administrative district
Stop searching. Start finding.Optimal processing and searchof invoices
Requirements:
• Correlation to the statuto-ry requirements
• Increasing the order pro-cessing efficiency
• Introduction of digital invoice processing
• Scalable and flexible sys-tem
Solution:
• nscale as a centralised archiving and document management system
Successes:
• More time spent focusing on the core business and less time trying to find data
• Audit-proof archiving• Reduction of the paper
archives
ABOUT HAMELN-PYRMONT ADMINISTRATIVE DISTRICT
With an area covering 796 km² and a population of close to 160,000, the
administrative district of Hameln-Pyrmont belongs to one of the more densely
populated regions in Lower Saxony. Since the administration and regional reform of
the early 1970s, eight cities and communities make up the administrative district:
Aside from Hameln, the time-honoured state-run spa Bad Pyrmont, the cities of
Hessisch Oldendorf and Bad Münder, the hamlets of Aerzen, Salzhemmendorf,
Coppenbrügge, and the Emmerthal community. The economic region Hameln-
Pyrmont is marked by an ideal balance between commerce, handicraft, tourism,
health and recreation.
www.hameln-pyrmont.de
ABOUT KDO
The municipal union of communal data processing in Oldenburg (Zweckverband
Kommunale Datenverarbeitgung Oldenburg, KDO) is the municipal IT service provider
for the development, maintenance and consulting of municipally used specialised
software. KDO assumes centralised services (ASP) and represents all municipal IT
services such as software implementation projects and comprehensive training. KDO
headquarters are located in Oldenburg; KDO also has an office in Bremervörde and
today is mainly active for 66 union members and for about 300 contract customers,
most of them located in the Lower Saxony region. The core business is the
development, provisioning and support of specialist applications for municipal
administrations.
www.kdo.de
"In order to meet the regulatory requirements as well as to increase the processing efficiency, we decided to enter the world of digital invoice processing in the most uncomplicated fashion possible.
A scalable and, in particular, a reliable system was indispensable for our requirements. nscale was the right choice, since as a standard product it was in a position to completely cover our architectural and functional requirements. The electronic research allows us to focus on our core business and not spend inordinate amounts of time looking for our data."
Rainer Thielke, Head of HR/IT/Media Relations of Hameln-Pyrmont administrative district.
OPTIMAL COLLABORATION
Hameln-Pyrmont administrative district
processes a monthly volume of over
2,500 invoices. That equals at least
90,000 pages of legally relevant
documents. In less than three months,
SAP and nscale were simultaneously
implemented within the scope of a
mutual project.The introduction of SAP
was managed by KDO.
DIGITAL INVOICE PROCESSING
In the filing of incoming invoices, the administrative district of Hameln uses the
scenario "Delayed filing with barcode". In the recording of the invoices, a
corresponding instruction is printed out including a barcode. Storing the invoice in
SAP means that manually recording the barcode becomes redundant. The invoice is
fed through the posting process and is subsequently scanned and archived. The
barcode is thereby automatically recognised, sent to SAP, and a connection is created
between the posted invoice and the original document. Afterwards, the documents
can be searched for and then displayed in SAP. Only the file names and the authorised
persons must be registered. The application does the rest.
QUICK REACTION – HIGH LEVEL OF CUSTOMER USE
Therefore, DSW21 is now in the position of
quickly reacting to the in-house
requirements without having to take any
development times into consideration.
Within a short period of time, the
authorised departments receive
electronic access to their data. The
process cost savings are so evident that a
return on investment (ROI) can be
expected within a very short period of
time. Beyond this, the customers are
provided with an instrument that gives
them the ability to flexibly manage the use
of the system without going through a
complex system rollout process.
PERFECT INFORMATION MANAGEMENT
The administrative district's document
management and archiving solution
consists of the nscale platform including
the nscale Server, nscale Desktop and
nscale for SAP components as well as
the corresponding hardware
components. Beyond the storage of the
company-relevant documents, nscale
also offers the audit-proof archiving of
these as well as company-wide access to
the archived data via nscale Desktop,
which is installed on every employee's
workstation.
PREPPED FOR THE FUTURE
The next project step calls for the
implementation of the requirements in
terms of workflow with an integrated
digital signature. The planning is based
on the new EC Service Provision
Regulations. Based on these regulations,
the public sector is required to
electronically serve every "customer" in
predetermined periods of time. From the
initial point of contact through to the
approval of an order, the goal is to lead
the customer through the process. This
regulation is applicable throughout
Europe and requires that the appropriate
agencies are prepared. In addition, the
standard archiving area will be limited.
By 31 December 2010, the paper-based
archives must be permanently "frozen".
The prerequisite for this is the installation
of a functioning extensive digital
alternative. In addition, the project offers
the opportunity to validate and verify the
existing processes for their optimisation
potential.
INTELLIGENT RESEARCH WITH NSCALE DESKTOP
In addition, the employees can search for
all SAP-stored documents. The user has
access to the SAP attributes, even in the
search windows of nscale Desktop. The
replication of these attributes occurs
automatically through the nscale for SAP
Replication Service.
Ceyoniq Technology GmbH Boulevard 9 33613 Bielefeld
Phone: +49 521 9318-1000 Fax: +49 521 9318-1111 E-mail: [email protected]
www.ceyoniq.com
About Ceyoniq Technology GmbH
Ceyoniq Technology GmbH is the premium manufacturer of the nscale 7 vecto information platform.nscale 7vecto. This platform includes software solutions and industry-independent
industry-independent document management systems and enterprise content management through to
intelligent systems for processing complex business and communication
processes (e-mail management, incoming invoice processing, etc.).
Over 100 employees work at the Bielefeld headquarters and offices in Berlin, Hamburg, Munich, Leipzig
and Vienna. Ceyoniq Technology GmbH is part of the Ceyoniq Corporate Group; this Group also includes Ceyoniq Media
GmbH in Bielefeld and Ceyoniq Consulting GmbH located in Bielefeld und Leipzig.