CASE STUDY: Document Management System & Outsource Service
Finance
Banking, Development
The Client
Eastern and Southern African Development Bank
(PTA Bank)
THE CHALLENGE:
PTA Bank is a regional development bank. It had
the ability to maintain the reasons for employee’s
acquired SAP ERP several years prior to Verve’s
access of different documents on the system
engagement and was looking to activate both the
through an audit trail.
SAP
Document
Management
System
and
Workflow Modules for purposes of recalling
The DMS would further reduce the costs of
needed documents expeditiously, providing a
storage both on and off site. PTA Bank was also
secure method for access of documents by
looking to outsource the role of imaging and
authorized staff and the reduction of the costs of
indexing the documents into the system.
having to print documents (usually many copies
of the same).
Verve
was
engaged
to
provide
consulting
services on how best to implement the SAP DMS
The system was also expected to ease the
module and subsequently the Workflow module.
sharing of documents from desktops as well as
THE SOLUTION:
creation of database, folder and directory
Verve, having taken up the role of DMS and
with document types, relationships and
Imaging consultant midstream of the roll-out at
associations. Verve was to advise on the
PTA Bank was keen to ensure that best practices
best methods for version control, query
were
development as well as search parameters.
exercised
in
the
remainder
structures as well as the analysis to come up
of
the
implementation exercise.
PTA Bank needed systems for monitoring
audit trails as well as routine maintenance
•
Document Management Strategy:
and security for the entire system.
This process involved in the high level
general design standards for the system, the
VERVE.K.O.Ltd. CASE STUDY
PO Box 11444-00100 Nairobi KENYA Tel: +254 (0) 20 2722642 Email: info@verveko.com URL: www.verveko.com
CASE STUDY: Document Management System & Outsource Service
•
•
Implementation:
Training:
PTA Bank decided to develop its internal
Our training was geared towards getting buy-
capacity in order to implement the DMS
in of the system from the users within the
Module
organization.
in
SAP
with
minimal
external
support. This ensured that costs of the
exercise were kept at a minimum, at the
a) Imaging Training:
same time support issues would be handled
The Verve team provided training to the
within the organization. Verve’s Partner in
imaging team at PTA Bank. The Verve team
South Africa (Engineering Informatics) was
shared with the bank’s staff the expertise
used to provide the training.
and inference knowledge gathered from
Verve was to aid in the realization of a
actual in the field practice. Knowledge on
seamless DMS implementation and the
quality assurance was also shared.
adoption of best practices.
PTA Bank was looking to deploy a Disaster
b) Users’ Manual Preparation:
Recovery Management System
The Verve team was used in coming up with
and testing the effectiveness of the DMS
•
Imaging:
PTA
Bank
user manuals.
backlog
documents
were
estimated at about 2 million. Verve set up
c) Policy Manual Development:
two imaging
stations, made up of scanning
Verve aided PTA Bank in creating a policy
and indexing crew to move from department
document/manual to be utilized within the
to department within the company. The crew
organization in all its DMS procedures. This
members were familiarized with Document
document would be utilized in scenarios
types
outside of the specific DMS system. The
and
index
fields
used
in
each
department.
The following tasks were carried out;
policy was thus generic enough to operate
outside the SAP system as well as for other
a.
Pre-scan document preparation.
information and knowledge management
b.
Scanning of documents.
needs.
c.
Image indexing.
d.
Posting indexed data and images
onto SAP DMS.
VERVE.K.O.Ltd. CASE STUDY
PO Box 11444-00100 Nairobi KENYA Tel: +254 (0) 20 2722642 Email: info@verveko.com URL: www.verveko.com
CASE STUDY: Document Management System & Outsource Service
BENEFITS DELIVERED:
•
•
Increased efficiency and productivity by
•
Readiness for compliance with the
cutting time spent looking for physical
upcoming financial sector regulatory
documents.
framework.
Eliminated problems associated with
•
Increased
collaboration
and
missing or misplaced files
communication
•
Faster response to customer queries
employees across departments.
•
Improved
•
document
control
and
•
Reduced
labor,
between
space
different
related
security.
supplies costs associated with filing and
Ease of access to documents by
storage.
employees outside the banks’ offices in
Nairobi.
•
and
better
Utilization
of
internal
resources
to
deploy the SAP DMS in a cost effective
manner. The costs were cut down by
nearly 75%
VERVE.K.O.Ltd. CASE STUDY
PO Box 11444-00100 Nairobi KENYA Tel: +254 (0) 20 2722642 Email: info@verveko.com URL: www.verveko.com