Best Practice Raffinerie Heide GmbH

Sujet	Document and business process management
Secteur	Power generation, oil refinery
Employés	500
Chiffre d'affaire	2.7bn euros (2014)
Siège de l'entreprise	Hemmingstedt, Germany
Intégration	SAP
Portée du projet	Germany

To make things easier for[nbsp]our colleagues, the new ECM solution[nbsp]was supposed to be user-friendly and[nbsp]to enable easy access to the available[nbsp]CAD drawings and their versions.[nbsp]Doxis4 fulfilled these demands in[nbsp]every regard.

Klaus Behrens, Head of IT at Raffinerie Heide GmbH

Défi

Re- starting Raffinerie Heide as an independent company in the Klesch Group after the merger required it to have its own IT system landscape with an SAP system and ECM solution
The existing electronic drawing archive needed to be replaced; the entire data portfolio (ca. 100k drawings) needed to be migrated quickly

Objectifs

Create a uniform, joint DMS platform that fulfills the demandsCreate uniform and secure document management and archiving
Build platform to manage documentsupported business processes
Introduce electronic records to simplify work with documents and create greater transparency in existing documents

Solutions

High performing and easy- to- operate electronic archive for technical drawings
SAP archive
Electronic records
Electronic contract management
Invoice auditing workflow
Project authorization workflow

Fiche signalétique du projet

Starting point

After leaving Shell, Raffinerie Heide GmbH changed from being a pure production location for diesel,
heating oil and airplane fuel to being an independently operating company. Re- starting Raffinerie Heide as an independent company in the Klesch Group after the merger required it to have its own IT system landscape with an SAP system and ECM solution. The new ECM solution was supposed to be more user- friendly than the old system and enable easy access to the available CAD drawings and their versions. Raffinerie Heide decided in favor of the iECM suite Doxis4, which was also supposed to create a platform to handle document-supported business processes.

Why SER

Doxis4 fulfilled the need for user- friendliness in every regard
Already before the project assignment, SER proved that it was able to quickly and easily migrate
legacy documents to Doxis4
Doxis4 allows users to take the “design-by- doing” approach to achieve solutions

Solutions

The Doxis4 iECM suite, integrated into SAP with modules for archiving, DMS, workflows and eRecords

Integration

SAP via the ArchiveLink interface and RFC, interface for the project budget planning system

Document volume

Legacy data migration: 100,000 drawings; invoices received, ca. 15,000 processes per year, approx.
500 eRecords

Users

300

Implementation

2013: over 100,000 technical drawings migrated in just 2.5 months
The drawing archive was used first in the departments for technical projects, maintenance and
production with approximately 60 users. With further solutions in use, Doxis4 is now deployed in
all organizational units
Q1/2014: workflow-managed invoice auditing and SAP integration with ArchiveLink
Q2/2014: eRecord for contract management
Q3/2014: three further record solutions, e.g. for shipping documents and contract management
Q1/2015: Doxis4 as a document repository for SAP with automatic follow-up indexing
Q2/2015: project approval workflow

Benefit

The documents are not only archived, but also actively used in daily work because Doxis4 finds
them easily and organizes them in eRecords
Shorter lead times for documents with Doxis4-supported workflows
No more private archives: The users realize that documents are much easier and faster to find
with search assistance such as the quick search function, e.g. directly in emails or other
applications or with the full- text search function
Users have been asking for further record and workflow solutions with Doxis4