» The project results were right on target. This was due to the fme team’s
expertise, but also because of their flexibility and our very close collaboration. «
Udo Runiello, Project Leader— E.ON IT GmbH
»docspread ensures that a single, standard version of a document is available
within our company, helping us save a lot of time.«
Jens Irmer, Head of International Sales — Vorwerk Carpet
»A big milestone of this project is the migration of our content to D2. fme is an important partner in the field of content migrations for CSL offered as a global service.«
… as made for each other!
fme supports companies from different industry sectors with taylor made software applications. Take advantage of our industry expertise especially in industrial manufacturing and life science industry.
Our consultants are familiar with industry-specific challenges and possess in-depth skills and knowledge, which of course we incorporate to your benefit into the specific solutions we provide to you.
In order to meet the requirements of the ISO certification in quality management, the Bayer AG Group Information Management division describe their hierarchically organised processes in a document management system (DMS). The information, standards and regulations that are filed there are made available to the employees on the intranet.
In a pilot version of the system, the loss of performance resulting from the constant, direct access to the DMS could be observed and was to be eliminated. All descriptions, texts, documents and control elements existed only in German. For the internationally operating Bayer AG, it is, however, indispensable to have them available in other languages as well.
The essential change was the uncoupling of the website logic and the depicted content by using the Documentum products WebPublisher and WebCache. Now it is possible to separately depict and check different levels of the further development of the system before the changes are published for all employees on the intranet. With the redesign of the process data and its filing in XML files, a simplification of the handling and an improvement of the changeability was achieved. The archiving of the new system, which allows for different languages, at a to be determined time can be carried out either as a copy of the entire website or by creating so-called editions within the DMS. In this way, what was once available to the employees can be precisely reproduced.
To convert to a standard electronic workflow, the first step was to simplify administration and coordination processes and set up a new documentation structure with defined hierarchies. The directory structures in SAP and in the central documentation system (EMC Documentum) were also adjusted. In parallel to this, suitable IT support was sought for the administration of testing and procedure documentation. Prior to the introduction of a suitable electronic administration tool, the optimised process flows were tested initially over the course of a year.
“Up until now, the documentation process has been paperbased and thus more time-consuming and less efficient than electronic processes. Furthermore, we have used the opportunity to optimise the processes and bring the internal processes into line with the external ones. This allowed us to implement important efficiency benefits”, says Monika Gartner, Team Leader of Processes and Projects in the Supply Chain section at Heel – which served as the point of origin for the introduction of an electronic workflow.
In the pharmaceutical industry, modifications in operational procedure, business area changes or simply the integration of a new corporate acquisition often lead to massive adaptation costs. In order to simplify matters, many companies therefore move from highly customized Document Management Systems (DMS) to standardized systems like FirstDoc from CSC. This often implies a content migration of extremely large data volumes with complex structures and an extensive version history. A successful project of this kind at Boehringer Ingelheim demonstrates how this can be done with migration-center from fme.
For more than 13 years, Boehringer Ingelheim had been running an EMC Documentum system tailored to its specific needs and containing more than 12 million submission relevant documents. All of these had to be migrated to a Documentum-based FirstDoc system. In the project, three major challenges had to be overcome:
The special migration-center technique for a final disruptionfree changeover to the new system is based on the idea of progressive delta migrations while the old system continues to run fully operational. This means, while major portions of the data are successively migrated into the new systems, the users continue to work with the old system undisturbed and just as before.
»The Delta Migration Concept was the optimal approach for us, and the migration-center definitely the right tool«, says Paul Yuhasz, Boehringer ‘s project leader of the migration. »With this we managed to migrate all documents accurately, in auditable fashion and under observance of all regulatory requirements. During migration we received detailed reports on progress and potential errors. Despite the large data volume and the complexity of the migration, the fme staff tackled all challenges professionally and with high dedication to the project.«
Global control of content with seamless information sharing is an important key factor for innovative and international operating Life Sciences Companies. Therefore, the global Life Science Company CSL Behring decided to introduce the OpenText Life Sciences Solution Suite with its business area-specific modules, which ensures consistent access, compliance and security while improving business productivity and efficiency.
»A big milestone of this project is the migration of our content to D2. fme is an important partner in the field of content migrations for CSL offered as a global service. We used the fme migration product when we moved to D2.« (Johannes Lichtenfels, Senior Manager Business Solutions Document Management of CSL)
Annual Product Quality Reviews (APQRs) stipulated by approval authorities are obligatory for pharmaceutical and medical technology companies. The effort involved is considerable and they must be completed within a tight timeframe. Several company departments are burdened by manual, error-prone research. The Manufacturing Intelligence approach used by pharmaceutical company CSL Behring shows that there is another way.
CSL Behring has an extensive, diverse range of products for the treatment of coagulation disorders, immune de ciencies, tissue repair, and for use in intensive care situations. The company must create 29 different APQRs of up to 500 pages every year. As part of the research process, data from various different source systems in different departments is compiled, output, formatted, and presented in a uniform layout. The variety of processes, products, and areas means that in parts there are only a few similarities.
»We have to create APQRs for every product once a year. We are under tremendous pressure to complete time-consuming research across several company departments. The employees involved are always challenged anew to take account of the special features of the product in question. This is another potential source of error that we have to eliminate using additional test methods. All in all, the effort involved is very high,« says Helmut Rector, Quality Assurance Manager eSystems at CSL Behring, describing the requirements.
With Manufacturing Intelligence, fme AG a specialist for information management– developed a new solution. »The innovative Manufacturing Intelligence solution enables cross-department big data analyses while avoiding the need to implement costly data warehouse concepts. We are transferring the analytical function away from the IT of ce and putting it back to the individual departments,« says Dirk Bode, CEO of fme AG.
Manufacturers of pharmaceuticals are legally obligated to report any side effects that occur directly and in due time to the relevant European authorities and, as part of clinical studies, to ethics commissions, participating doctors and institutes and to provide evidence of this via a notice of receipt. The Drug Safety/Risk Management area is responsible for handling such occurrences. Since this kind of report on side effects often needs to be sent to a large number of recipients, fax is usually chosen as the method in order to meet the tight deadlines of a few calendar days. In the worst case, breaching this deadline may mean that market approval for the medicine concerned is withdrawn. This would mean huge financial losses for the manufacturer.
The solution used up until now at Daiichi Sankyo based on a serial letter function of a word processing program led to significantly longer sending times. There was therefore an urgent need for improvement.
fme AG was able to provide Daiichi Sankyo with a solution which achieves the set objectives using fax software, hardware and support through a document management system.
Documents on side effects which occur will be created and managed by employees in Risk Management in the document management system (DMS). Recipient lists, attached documents and the fax template for the cover sheet will be stored and controlled centrally right from the beginning. Before actually sending faxes, sample faxes will be automatically generated as a means of quality control. Customisation of the letter and the management and control of the dispatch of faxes takes place automatically in the DMS. The current dispatch status can be followed by the responsible employee at any time.
stated goal of Daiichi Sankyo Europe is to carefully design and document important business processes. The European headquarter in Munich took the SAP implementation as an opportunity to transform the approval process of mandatory validation documentation of the »System Development Life Cycles« (SDLC) from a mainly paper-based and time-consuming activity to one managed electronically. Thanks to the fme AG designed document management solution Daiichi Sankyo Europe has now been able to improve the average throughput speed by an impressive five to one ratio.
At Daiichi Sankyo Europe, so-called GxP-relevant documentation of development projects, such as user requirement specifications or risk analyses, were created and processed electronically to start with, but then printed and provided with a cover sheet to be manually signed and approved in a time consuming process by every required person, starting from the person in charge of documentation up to the system owner. This voluminous documentation, sometimes composed of thousands of pages, was then fi led in fi ling cabinets of the respective system owners. The main goal of the project was therefore to shorten and simplify the approval process and frequent document searches by replacing the old paper archive, while at the same time facilitating the work of the validation agents. Important issues were central accessibility as well as location-independent approval through electronic signature, all in observance of legal regulations.
Dr. R. Pfleger GmbH has been using a document management system (DMS) since 2005 to support various business processes. Subsequent expansions of the area of application proved to be problematic and cost-intensive. The low level of market penetration of the previous vendor also had a negative effect on the cost of the system and created an unwanted dependency. The old system had to be replaced by a new DMS that would fulfill the original criteria but be more flexible to adapt and guarantee a greater degree of independence from suppliers through a larger market presence.
»Thanks to fme’s support, we now benefit from many advantages of a homogenous IT landscape with an established document management system (DMS). As we wanted, the areas of application for the new DMS are more varied and expandable, we have been able to uphold our proven, fundamental ‘single platform’ strategy, and we continue
to stay in line with legal requirements. fme convinced us with their in-depth Documentum and Life Sciences expertise – a highly valuable combination.« (Sebastian Rauh, Director of IT, Dr. R. Pfleger GmbH)
In collaboration with fme AG, a large internationally working life sciences company set up a compliant Global Records Management System. Purpose of this project was to implement a solution to help the company to assure global and local compliance with the increasingly complex legal, regulatory, business and security requirements in the field of records management.
The globally used EMC Documentum Webtop application was identified as target for the official document structure as well as for administration functions that were built to manage the retention periods according to the business tasks. The new global Records Retention structure with its supporting functionalities allows employees globally to store their retention relevant emails and documents more easily and efficiently based on their specific business tasks. Automatic retention policies will assure the compliant storage of the data according to the specific retention periods that are required.
»The Global Records Management System is helping us to comply with the global and local legal requirements while saving time by its predefined retention rules and its independence from organizational restructuring. The fme staff faced all challenges with professionalism and profound know-how in the area of life sciences« (Project Manager, Legal Department)
The initial project of the Global Records Management System, which was carried out by fme AG on time and on budget:
In the course of an eDiscovery project an international pharmaceutical company was facing the challenge to have to provide important documents, which had previously been managed in eRooms, in a file system to comply with rules and regulations in case of an audit. The corporate IT subsidiary was assigned to find a solution to migrate the documents reliably, according to legal requirements and enriched with additional information (attributes) from eRoom to the file system.
“Both the product migration-center as well as the associated services of fme helped us to comply with the legal requirements for our eDiscovery project. The migration from eRoom along with the data enrichment with further attributes is one of migration-center’s unique features on the market. The product has proven to be very reliable. Paired with fme’s profound know-how especially in the area of life science and data migration this was extremely valuable in the project.”
(Project Manager, Legal Department)
For a large life science corporation, fme was able to optimize the auditability, the process efficiency and the performance of its email archiving, and this for all worldwide locations. An intuitive, browser based and multilingual solution was developed for the archiving of all business relevant emails within a central document management system.
In the words of the project leader responsible for the archiving project the initial position was as follows: »Our mail and data volume had been rising significantly in recent years. Yet all local units still need to access our central IT systems with acceptable performance at any given time. This is of course also true for countries with limited network bandwidth. With rising email volumes and ever larger attachments we had to fi nd new approaches regarding email archiving.«
The solution: simple and effective
Emails, or even complete mail folders, are simply dragged per Drag & Drop from MS Outlook to a specific area on the WebTop, the so-called mail drop zone. This causes initially only the pertinent metadata attributes to be transferred, allowing distinct identification of the email at a later stage. The actual archiving, including attachments, is then carried out via a dedicated server, thus minimizing the data exchange volume between distant work stations and the central server infrastructure. This way the application remains largely unaffected by bandwidth problems as they may occur between Europe based servers (MS Exchange, EMC² Documentum,archive server) and the many users located around the world, for example in Asia.
An intuitive webtop application
fme AG integrated the archiving application as a browser based solution within the WebTop. The main benefits as seen by the project leader: »We were able to find an elegant and easy to use solution, requiring no additional email archiving client. Emails are simply dragged and dropped into the email drop zone and attached to the right archive folder, which automatically then initiates transfer and several other related services. We are pleased to have found this efficient, intuitive and reliable solution which also fully satisfies our legal and auditing requirements.«
4flow’s client teams work in various functional teams and office locations around the world. As the organization grew, this made cross-functional, cross-location communication and information sharing difficult. For the management team it was becoming increasingly challenging to get to know one another, to fully leverage expertise and locate specific subject-matter experts within the company. To serve their clients in the best possible way, 4flow needed to find a new solution to coordinate its own workforce and to keep each team member constantly updated.
»For us, as a provider of supply chain consulting, software and fourth-party logistics services, smooth communication and organization is essential. Jive fully meets our requirements and functions as a collaboration platform. fme executed the project professionally and efficiently to meet our expectations.«
(Julian Schulcz, Executive Vice President, 4flow management)
Commissioned by ESA within the ISS project (International Space Station), Astrium Space Transportation implements and operates the “Exploitation Management Information System”, in short EMIS. Its goal is to provide ESA and the Integrated Team a common platform for accessing and using non-public information about the ISS program. The team members already work with a variety of applications (collaboration, support tools, task, time and document management) while project coordination is handled mainly via email. With the aim of facilitating innovation and improving cost efficiency and adherence to delivery dates, a portal was implemented with the assistance of fme AG, which integrates all applications, simplifies project coordination through the use of workflows and task lists and facilitates internal knowhow transfer. The resulting MOSS (Microsoft Office SharePoint Server) based portal application fully satisfies Astrium’s requirements and has proved to be very user friendly.
During a prior prototyping phase it could be demonstrated that it was possible, within the EMIS network, to integrate the Microsoft Office SharePoint Server (MOSS) with EMC Documentum, the document management system employed at Astrium. A pilot project covered a prototype deployment, data preparation, the design and development of needed web parts in order to integrate the external systems such as Documentum and eRoom, and to develop further knowhow for the final implementation. During this phase a fully productive portal platform was set up within the production network to serve for an initial pilot operation. The test phase started initially with 100 users.
“In future all of our staff will benefit from using a central platform”, says Heinz-Martin Behrmann, team leader at Astrium Space Transportation, “and project coordination will be facilitated through the use of workfl ows and task lists.” Accessing and storing data, access to external systems and the capability of publishing information in order to facilitate the exchange of know-how, were all implemented using the user friendly MOSS Interface.
»Alexa, please open OpenText Documentum.« With simple oral commands like these, users of OpenText Documentum can now have the digital voice assistant Amazon Alexa open their documents and have her read them aloud. This is possible thanks to a showcase, which the digitalisation experts at fme used to connect a newly written Alexa skill through serverless services such as AWS Lambda and an interface with OpenText Documentum.
The versatility of AWS & Amazon Alexa has enabled fme to develop a service that can be easily adapted to the specific tasks and expectations of user companies. The developers intentionally only used basic functions so that they could design the usage to be as simple as possible. In this way, users can control OpenText Documentum by voice command, navigate through it, display content, or have content read to them. »Alexa could just as easily explain simple tasks in OpenText Documentum to users. We have already thought about an interactive tutorial as well, in which Alexa could walk users through the complex ECB platform,« says Oponczewski. This would not only simplify the onboarding of new employees, but make it cheaper too.
Luxembourg’s governmental departments and public administration offices decided to introduce the consistent and standardized ‘SIDOC’ ECM solution. This required all existing, highly heterogeneous and distributed databases to be combined in a single system. Among the numerous tools used for previous document migration projects, migrationcenter from fme has proven the most powerful and fl exible instrument.
Over the years, the different public administration offices of Luxembourg have been implementing a great number of document management products, ranging from Documentum, SharePoint, and Lotus Notes through to file server solutions. Data processing and exchange had become very difficult due to this heterogeneous landscape, as had the administration of the associated IT systems. The consistent and standardized SIDOC ECM solution introduces a centralized and thus much more effi cient and cost-effective platform.
Out-of-the-box migration-center software for handling complex document Portfolios
CTIE, the nation’s official IT center, successfully rolled out the new ECM standard solution at several of the public administration offi ces. One of the key challenges was to fi nd the best way to migrate the data stored in the legacy solutions. The answer to this problem was the out-of-thebox migration-center solution. »We carefully evaluated the tools available in the market and finally chose migrationcenter, which we believe is best suited for the task at hand,« explains Jean-Claude Olivier, ECM Program Manager at CTIE.
The MRSC carries out around 250 market research studies a year with international and local partner companies in 70 countries worldwide on topics such as market/market development, brand performance/development, customer satisfaction, advertising effects and product development. In addition to the reports created in the MRSC, third party studies on various topics are also purchased. In this way, a large number of documents are produced each year. In the past, these documents were managed via a Lotus Notes platform. The previous application no longer met the increasing requirements as regards authorisation concept, user administration, data quantities and searches.
The objective was, therefore, to develop a system which considers the various user groups with the corresponding authorisations, provides efficient search strategies and bundles information into categories according to specific topics. In addition, the range of information on the platform should be rounded off by the option of searching in external sources (InfoGate).
Since the group archive is already based on technology by EMC Documentum, as part of this platform the new market research portal MafoNet+ was also created in Documentum. The documents already in the previous version of MafoNet were automatically transferred to the new system. MRSC staff now access them via an editorial system which they also use for archiving the information collected using this System.
Deutsche Post set itself the objective of systematically accepting, developing and making accessible for use relevant documents on the company’s history. In so doing, vast quantities of the primarily analogue, but also digital data had to be viewed, recorded and retained for long periods of time. Due to its expertise in the area of information management, the MRSC was commissioned to design a solution which efficiently provides information and thus supports the work processes with added value. Braumschweig-based fme AG supported the Centre here as an experienced IT service provider.
In collaboration with the MRSC, fme first determined which hardware capacities were to be created. After installing the appropriate hardware, the Group Archive software was adapted to requirements and implemented. In the “Digital Archive”, the individual documents are captured via a web client interface. In so doing, the documents are described using various attributes such that a detailed and extensive search option is possible later.
E.ON IT GmbH needed to upgrade the repository of a Document Management System (DMS) to the most recent release level and to migrate all documents contained within the system as safely and with as little effort as possible, while at the same time extending and modernizing the existing DMS application. To best meet these goals, fme’s migration-center was chosen.
The Modernization of a DMS Application
For the E.ON Netz GmbH as customer, E.ON IT operates the “Digital Information and Archiving System” (DIAS), handling the archiving, editing, search and display of technical documentation. DIAS manages more than 700.000 documents inside 160.000 folders with over 2 million relations. 1.500 users access 30 different document formats such as TIFF, Excel, Word or AutoCAD, some of them quite complex, as f.e. the AutoCAD constructs of many interconnected files.
The project was motivated by the desire of DIAS users to work with an improved and modernized version of this historically grown application. Three challenges presented themselves in this undertaking:
E.ON Ruhrgas AG’s core business is the purchase and sale of natural gas. Both directly affected departments create and administer contracts and supplementary documents. For processing and fulfi lment of these contracts, other departments require knowledge of certain, preselected contract content in the form required by deregulation (unbundling of business areas in the energy industry). Until recently distribution was paper based, leading to considerable delays and lack of transparency. In addition, retention periods needed to be respected. This led to the project “Contract Data Management” as the implementation of an integrated, user friendly and audit proof administration and distribution of contract data on the basis of EMC Documentum and setupSmart of fme. The standardized method and consistent architecture of setupSmart facilitated the implementation of all internal enterprise WebTop applications.
In order to create a central storage structure for all contract related documents based on EMC Documentum as the consistent, user friendly platform, the main focus lay in the elimination of a cumbersome, paper based distribution with all its drawbacks. Data capture, distribution and administration should henceforth be in digital form. »It was very important for us not only to optimise the transparency of document administration, but also to improve and accelerate the entire process«, says Frank Schülke, manager portal systems and DM of the Ruhrgas AG.
A global insurance company was in need to upgrade their Documentum 6.5 SP2 system to Documentum 7 to get to a supported version and have access to the new client technologies and functionalities for their more than 3,000 Documentum users. Furthermore, a legacy database application had to be decommissioned and integrated into the existing Documentum platform. To provide better performance and availability with Documentum 7 the whole infrastructure of the complex environment had to be redesigned and rebuilt. The company partnered with fme US, LLC to carry out the project together with the client’s team. As a result the insurance company now regulates a supported environment which results in saved costs for extended support.
The major driver to upgrade from Documentum 6.5 SP2 to D7 was to save costs for extended support and provide a longterm document management solution with a fully supported environment. Furthermore, the intention was to leverage the new functionalities and technologies of D7 like xCP 2.x or D2 4.x to provide the highest amount of usability for its employees and to fulfil the new client requirements.
fme and their customer were working closely together to complete this initiative within given time constraints. As part of this initiative fme and the insurance company also jointly participated in the D7 Rapid Success Program (RSP) from EMC which greatly helped to resolve issues and answer questions within a short timeframe.
A major German electronics enterprise has been managing its highly sensitive contract documents with the Documentum document management solution from EMC² for several years. However, the old system no longer met the requirements of the employees over time. Now fme AG has developed a contract management solution based on the current EMC client Documentum D2. This has successfully replaced a solution based on the EMC Webtop which has existed for many years. A preceding Proof of Concept (PoC) ensured that the configurative approach of the D2 client also meets the requirements of the specialist departments, thus providing investment security for the company. For the customer, the results of the PoC served as an important decision-making basis for the implementation of Documentum D2 with the support of fme AG. In addition to migrating the application to a new client technology, the existing data was corrected and migrated using the fme migration center.
For the major German electronics enterprise, EMC Documentum has been the system of choice for the management of its contract documents for many years. A customized Webtop client has been used so far. However, the application has grown a lot over time, becoming very complex in several areas. For example, it was often no longer possible to find contracts in a reasonable time due to the deep folder structures and the lack of a flexible search function.
The optimum implementation of changes and adaptations was often not possible with the old client, or only with increased technical effort and high costs as well as time delays. Changes required editing the source code of the client and therefore always had to be coordinated with the IT department.
Since up to 1,000 users will be working with contract management at distributed sites in the medium term and the customer did not intend to change platforms as such, EMC D2 appeared to be the optimum solution for a new client. EMC developed this client with a particular emphasis on a modern, user-friendly interface. Thanks to the widget and workspace concept, each user is able to put together their own personalized views very easily – optimized for the assigned tasks.
Hess Corporation needed to migrate engineering operational documents from several file shares globally which requires retention times to be acquired per compliance. As the home-grown tool was very cumbersome, used up too much resource time and also created issues with performance on the Documentum system, Hess was looking for an alternative out of the box content migration product to effectively and efficiently migrate the file shares to their ECM system OpenText Documentum D2.
Open Grid Europe has introduced a streamlined and efficient DMS for 1.800 users with the help of fme AG. Six million documents, along with all their attributes, were cleanly imported, and the document archives extensively automated and migrated without any errors using migration center.
Need for a Company-Wide Document Management System
When the company was founded, Open Grid Europe required its own IT infrastructure and document management system (DMS). The existing documents from the predecessor company needed to be imported into the new DMS. Its document management system had been tailored to the needs of selected departments and expanded and customized over time. As such it was unable to meet the needs of the entire company; moreover, its structure had become relatively complicated.
The new DMS needed to provide a simple, clear and straightforward structure for the 1.800 users with minimum maintenance and support requirements for future versions. To achieve this, the standard system from EMC Documentum was tailored to the needs of the company with only a few select changes. Plans also called for a new standard folder structure to be created. As the second key task, the migration of approximately six million existing documents, distributed across approximately 2.5 million folders, needed to be automated as much and as efficiently as possible. The objective for migration was to not just to carry out a straight metadata transformation, but also to unify the file structure.
Successful Migration of Mass Data
As part of transferring the relevant legacy documents to the new system, the out-of-the-box migration center software was successfully implemented for the migration of mass data.
RWE Dea AG was looking for a software solution to transfer 165.000 documents from a local system into an EMC Documentum repository. Moreover, there was a continuous need for scanning paper documents and making them available within Documentum in the form of PDF files.
Requirements for the Mass Import of Documents
Regarding the selection of a software tool for document migration, three criteria needed to be satisfi ed: file attributes for import had to be accurately defined; the document migration had to be run largely automatically; a secure verification was needed to prove that indeed all documents were being transferred free of error.
Bert Köhler, project leader at RWE Dea AG, says: “After comparing a range of products, we were impressed by the functional richness of migration-center. The product has proven to be very flexible and we shall therefore use it on a permanent basis for the consolidation of large document pools.”