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: info@ceyoniq.com

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.