BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

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HAMILTON DECISION SOLUTIONS

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

15 YEARS OF EXPERIENCE PROVIDING BUSINESS APPLICATIONS AND DATA SERVICES

Headquarters in France, Offices in Russia, UK, Bulgaria

100+ employees Highly skilled staff: project

managers, IT engineers, R&D Servicing over 100 large

international organizations Certified ISO 9001 & ISO 27001

Company Overview

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

A few of our customers…

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

Clients in 15 countries

Western Europe : UK, France, Germany

Eastern Europe

Service Centers

Headquarters in France Regional Service Center in UK

(Opening Q1 2014) Regional Service Center in

Russia Regional Service Center in

Bulgaria

Users worldwide Europe, US, Asia, Latin

America

International Presence

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

Flexible, business applications designed to: Improve and accelerate decision making Reduce costs Increase operational efficiency Meet compliancy requirements

HDS specializes in

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

TRAVEL & EXPENSE Travel booking &

Authorization Travel Agency billing

approval Expense Report Approval Marketing Events and

Congress management

SALES & AFTER SALES Sales Contracts

preparation & Approval

Credit Control Sales Bonus &

Discount After Sales

PURCHASING & INVOICE Purchase Contract

preparation & Approval Purchase Requisition Purchase Invoice Mobile Phone Invoices

RECEPTION & MAIL DESK Visitor access

management Courrier and package

tracking Meeting Room and

Shared Resource Reservations

ONE PORTAL

Large SaaS Application Offering

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

Sales Offices

Procurement Dept.

Accounting Dept.

Legal Dept.

Other Dept.

CLIENT

Third

par

ties

Vendors

Travel Agencies

BpoProviders

CRM Other

ONE PORTAL

ERP

SCAN

Business Process Hub Open Architecture

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

– Completely, customizable travel policies: • Variable reimbursement rates by country:

hotel, restaurants, taxis, airfare, kilometers• Per diem reimbursement rates• Other parameters: traveler statutes,

guests/employees– Policies can be adapted by department– Manage alerts for expenses outside of policy

• Warnings or freezing accounts• Modifications• Unlimited process validation structures possible• Reporting of anomalies

HDS Hub - Customized compliance

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

- Easy process modification• simple configuration, no need to re-

develop a new application- Extensive customization possibilities

• screens, category types, approval structures

- Manage multiple processes and sub-processes

• Variable for different entities (ie. Country, department..)

- Set a process for each type of trip, destination, local regulations, type of traveler (employee, client…)

HDS Hub - Simple put powerful customization

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

- Automated document and form productions– Easily adapt documents for each department, country

or other entity– Automatically generates required legal and tax

documents• Example: Russia requires 15 separate documents per trip

– Create documents for internal controls

- Electronically sign and archive legal documents– Allows complete dematerialization of documents– Multiple electronic signature formats supported

• Example: RGS (France) and GOST (Russia)– Partnership with national certification authorities

• ChamberSign (France et EU), Taxcom (Russia)

HDS Hub - Document Automation

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

- Automatic accounting entries- Credit card interface(ex American Express,…)- 3rd party software integration (via file

transfer or web service):– HR Systems(HR Access), Single Sign-On…– ERP: Oracle, SAP, 1C (Russia)…

- Experience integrating with travel agencies– With large international agencies: American

Express, Carlson Wagon-lit, BCD– With local agencies: ex. Russia : Tsar Voyage,

Aéroclub, Vip Service

HDS Hub - Integration

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

- Adapted to local regulations!- Customized screens per

location/language- Extensive language support

– English, French, German, Spanish, Portuguese, Italian, Russian, Hungarian, Romanian, Bulgarian and Greek

– Possibility to add other languages- Alphabet support

– Latin, Cyrillic, Greek, Arabic, Chinese, Japanese– Possibility to display text from right to left

HDS Hub - Ultimate Localization

εντοπισμού

локализация

本土化التعريب

localization

ローカライゼーション

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

HDS DECISION SOLUTIONS

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

•SaaS APP, accessible from anywhere - including mobile!•Adapted to your company approval workflows•Manage multiple currencies and VAT rates•Receipt and invoice scanning•Extensive compliancy features and complete traceability•Automated reminders and escalations•ERP and storage integration

HDS Expense – Main Features

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

Merck – Expense Reporting Benefits

– Full compliance with Sarbanes Oxley– Entire expense note process accelerated– 60% savings in back office costs

• Automation of accounting transactions• Automation of compliance verification

– 20% reduction in expense costs• Budget known at approval stage• Travel pre-approved• Unit prices controlled by purchasing

department– Monthly payments low risk, no CAPEX

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

HDS Travel – Main Features

Online accessible , users can be anywhere : France, UK, US, Russia …

Pre-authorization by managers Final approval according to

internal rules Interface with travel agency for

ticket reservation Compliancy features and

complete traceability Adapted to your company

approval workflows

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

Integrated Travel and Expense

• Better Together!• Thanks to the integration of travel with

expense reporting, all itineraries and credit card charges are automatically imported.

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

UTC – Travel and Expense Management

• Many languages, +1000 users, +10,000 trips per year

• Pre-approved Travel orders (similar to PO request)

• Integration with Amex for reconciliation of credit card payments

• Meeting Sarbanes Oxley and local tax compliance needs

• Archiving, reports and analytics

• Also using data center services for reception and control of expense receipts

• Scanned and archived with report

SCREEN SHOT

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

HDS Payslip – Main features

Reduce costs by eliminating paper from the payroll process

• Integrates with payroll platforms • Meets country-specific regulatory

requirements, • Includes ISO27001 security encryption

and communication protocols for compliant exchange of electronic payslips

• Mass import and distribution of all payslips in one click

• Receipt confirmation ensures delivery• Secure channel for employee exchanges • Automated archiving

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

HDS HelpDesk

Automate your Help Desk ticket management process

Automates the registration and handling of incoming help requests

Offers traceability of opened and closed tickets

Reminder and priorities ensure efficient handling

Online access to ticket status Automated archiving Reports and statistics

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

HDS Contract Management

Ensures obligatory contract review and approval as per company policies

All contracts use the same approved and legally compliant format

Flexible for non-standard and variances in contracts

Management approval for any non-compliant contracts

• Contract expiration reminders• Easy online access of contracts

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

HDS Purchasing

Manages procurement cycle from end to end

Reduces lengthy manual, paper-based operations

• No spending committed without pre-approval

• Automated process moves purchasing process along smoothly

• Establish catalogue of pre-negotiated products and services, imbedded tender process, obligatory approval

• Multiple-level authorizations

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

HDS Invoice

Automated character recognition automates accounting data entry.

Purchase order matching Notification for new invoices Status tracking for on-going

invoices Customized approval processes Automatically archives all

scanned invoices

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

HDS Event Management

Event preparation with project definition

Complete event overview Budget management from definition,

approvals and tracking Online declaration of costs and

expenses Upload of event related documents Cost reports per attendee Compliant with global regulations (ie.

Pharmaceutical events) Customized approval workflows

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

HDS Personnel Files

Centralize personnel data in secure online location

Easily update employee information Customize access rights for HR and

Line Managers Archive uploaded documents such

as contracts with employee files Track all changes for clear

traceability Provide up-to-date company

directory including organizational charts

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

HDS TimeOff

Automate the vacation request and approval process

Customize approval workflows for company organisation.

Consult real-time calendar view of vacation requests and approved time-off

Generate reports with comprehensive reporting tool

Ensure compliance with company vacation entitlement policies with automated rules

Manage multiple vacation types Collect and provide pay information for

payroll department automatically

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

HDS Product Return

Create a streamlined product return process

Track and analyze product return issues

Automate work distribution Ensure all the return materials

are reviewed and approved Reduce the time spent on

communication regarding returns Gain full traceability of the

approval process Help optimize gross margin

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

GUARANTEE HELP DESK

Mail and telephone support

Multiple languages handled

English, French, German, Russian…

Extended service possible

7j/7 et 24h/24

Quality Service

CERTIFICATION

HDS products are certified by Bureau Veritas

Security : ISO 27001 Quality: ISO 9001

SLAs for all customers KPIs (Availability levels,

response time…) Clear, fixed objectives Monthly reporting Regular performance

reviews

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

Contact Details

Viktoria LaptevaManaging director - Russia and CIS• Cell : +7 910 427 70 90 • Email : viktoria.lapteva@hds-group.com

Pascal GilaberGeneral Manager – HDS Group• Cell : +33 6 14 47 13 10 • Email : pascal.gilaber@hds-group.com