"I had a dream...Some 20 years ago already we had the ... - d.velop AG

The Company
Viterra Energy Services
GmbH & Co. KG
Viterra Energy Services (VES) is the
world's leading specialist for the
source-related recording of energy
and water consumption and utilities
invoicing. The services available for
facility managers, house owners or
utilities companies extend from the
delivery and installation of meters,
recording the consumption and the
consumption-related invoicing
through to payment management for
operating costs.
One name, one claim - one commitment
…
To meet the demand for growing
quality, stronger customer orientation
and greater innovation VES has
100 years of experience to fall back
onto: The history of the company
"I had a dream...Some 20 years ago already we had the
idea to fiche lists, film and jacket incoming mail in order
to downsize the filing system so that our branch offices
no longer had to be planned to meet the inventory of
files. This dream is now coming true: Central caches and
jukeboxes can be used globally and in parallel from any
location".
dates back to the foundation of CLO-
RIUS and ISTA, the Danish and
German pioneers for source-related
invoicing of energy and water.
Rooted in this tradition is also the
know-how which is responsible for
the success of VES: high-quality and
long-life products, a diverse offer of
services, a dense network of branches,
reliable delivery and competent
and friendly consultation from trained
staff members.
Projektbericht – Success Story
Duties to be Mastered
Locational independence of the
system. No more file relocation: Up
until now, transporting the files by
truck to the clearing centres and back
again took two weeks, resulting in
annual forwarding fees of Euro
350,000. No more (wrong) manual
filing – in Germany alone some
400,000 files. No manual search for
documents. Building planning: The
dimensions of the branch buildings
used to be planned on the grounds of
the file inventory of the paper archive.
Projektteam
Horst Laske, Managing Director Operations,
The project's patron and client
Detlev Bruns, Head of Customer Support and
member of the project's steering committee
Michael Friggemann, the Group's Data Protection Representative
and Project Manager as well as Process Owner for Archiving
Rainer Dartmann, Deputy Project Manager and
Programme Developer d.3
Heiko Voigt, Programme Developer d.3
Peter Lakmann, Customer Support Germany
Norbert De Jong, Customer Support Operations
Matthias Schween, Customer Support SAP

And why d.velop?
d.velop AG realises holistic digital tamperproof
business processes based on
the integrated d.3 system and the competence
of d.velop employees and partners.
As the creator of the digital d.3
archive, document and workflow
management system the Company has
by now successfully realised more than
350 server installations world-wide.
d.velop has a "Westphalian team at its
doorstep", highly motivated employees
who enable planning at short notice –
while offering good value for money.
Technical decision-making criteria
AFP know-how, mass scanning, individual
scanning, SAP link as well as a
sophisticated authorisation concept.
Project
The concise statement by the project
manager and data protection representative
Michael Friggemann says
more than a 1,000 words: "On
9.12.2002 – that is when the friendship
started. The managing director of
d.velop AG Christoph Pliete promised
us castles in the air with his
Westphalian team – and kept every
one of his promises".
Project Status and Outlook
In conjunction with the self-pro-
Viterra – d.velop
Facts&Stats
Viterra Energy Services – internationally
successful.
In addition to the strong domestic
market in Germany (19 branches, two
clearing centres) VES is represented in
a further 27 countries, including USA,
China and Scandinavia.
At more than 65 locations our employees
globally support more than
300,000 clients with some 600,000
objects. Every year VES reads some 38
million meters. With around 3700
employees VES generated sales of
around Euro 463 million in 2002.
grammed clearing system d.3 uses the
modules d.cold, d.scan, d.view (with
AFP Viewer), d.office and d.explorer.
CI documents are filed in AFP format
and converted into TIFF for viewing.
NCI (incoming mail) or mail flows
are submitted to the person in charge
in line with the process via Workflow,
tracing the escalation; this then consistently
controls the processes in
preparing the heating cost accounts
from the documents of the electronic
property files. Since December 2003
the electronic file has been extended
to that the electronic meter data can
be integrated automatically. The data
is synchronised with the SAP system,
inclusive of a branch-wide attribution
of the indices followed by the
delivery of flows to be processed to
SAP. Once in SAP, archiving and flagging
in the production system can be
triggered via a button; researching
can be done at any time from either
system. The project piloted as of
18.11.2003 at the Münster and
Duisburg branches, and went into
productive operation Germany-wide
on 17.12.2003. 2004 will see the consolidation
of all types of documents
and the international roll-out process
(start in Luxembourg and
Switzerland). Internet access for
customers is also planned. The
expansion of the electronic filing
medium from the operative to the
administrative segments will equally
Project figures
• Project term: August – March 2004
• Number of users around 1,800
• Total number of archived
documents around 70 million
• Daily inflow of documents: 1,500 via
mail and eMail, 50,000 via AFP
output, 20,000 via process
automation (reading)
• DB structure was taken over – as a
result the old documents could
continue to be used
• Search times: research access within
two-three seconds
• The one-off project costs are amortised
by a double annual benefit
be a task, as will be the expansion of
the document management environment
by the automation of the processes
via Workflow Management.
Benefits –in archiving and entry:
• Improvement in reaching the
service goals: faster access to
documents in the event of queries
• No more wrong filing due to
barcode indexing
• Every user has the same filing
medium for all archive documents
• No mail dispatch for special invoicing
cases, customer notes (30 %)
• Provides information on all
documents from any location
• Marketing aspect of customer
access to the archive via the
Internet portal
• Central recording of mass documents
produces seasonal invoices within
24 hours