Professional Documents
Culture Documents
DEMATERIALISATION
CUSTOMERS
RETHINK WORK*
**
2 DIGI Pack – DÉMATÉRIALISATION CLIENTS SOMMAIRE
The solution 8
The content (Scope, Services, Software) / 9
The possible options / 9
The proposed support 9
DIGI Pack :
THE "TURNKEY"
OFFER - ACCELERATE
YOUR DIGITAL
TRANSFORMATION
The way we work will never be the same. Change is constant and exponential. Agility,
speed, economy and customer experience are the terms that are defining the contours
of our business models today and transforming them. Companies must become more a
gile, connected, innovative and efficient by being able to manage, analyze and process
information in real time.
Konica Minolta, a recognized player in the The way we work will never be the same. Change is
digital transformation market, understands constant and exponential. Agility, speed, economy and
this and has been developing solutions and customer experience are the terms that are defining the
services for many years that enable its contours of our business models today and transforming
customers to accelerate the transformation of them. Companies must become more agile, connected,
their business processes and adapt to market innovative and efficient by being able to manage,
changes. analyze and process information in real time.
Windows filing
Dematerialisation of forms
indexing search
validation
administrative customers
management
general
services Suppliers
sales customer
department accounting
supplier
accounting
HR
department
METHODOLOGY
FOR THE REALISATION OF YOUR
DIGI PACK PROJECT
The implementation of a DIGI Pack project begins with the commercial phase during which Konica
Minolta's sales and delivery teams work together to "Analyze and Qualify" your needs, "Frame
and Plan" the projects and propose offers that meet our customers' expectations.
The service continues with the delivery phases to "Build and Deploy" the solution and "Train and
Close" the production with the training of the users and the transfer of skills to the administrators.
4 1
Form Analyze
and Close Qualify
3 2
Building Frame and
and plan
deploying
A COMPLETE AND
INTEGRATED
RANGE OF SERVICES
AND SUPPORT
RETHINK WORK*
Project Management: A Konica Minolta Project Manager is responsible for monitoring the progress of the project,
ensuring the implementation of a solution that meets the customer's needs, the cross-functional work of all
stakeholders, and the communication between the delivery team, the sales team and the customer
8 DIGI Pack – DÉMATÉRIALISATION CLIENTS
DIGI Pack
Customer
dematerialisation
Communicate your sales invoices to your
customers in digital format, in a simple and
automated way, while respecting the legislation in
force.
THE SOLUTION
1. Send invoices to your customers directly from your
BENEFITS business management software (Sage, Cegid, EBP,
Divalto, SAP, ...).
- Eliminate time wasted printing,
distributing and archiving your sales in 2. Centralize and exchange your documents in a
secure cloud portal customized to your company's
voices charter.
- Reduce the cost of managing your
customer invoices by 70% 3. Automate the distribution of invoices to your public
- Generate automatic reminders to sector customers thanks to the Chorus Pro portal
connector.
your customers who have not yet paid
their invoices Ensure your compliance with current French legislati
- Solution certified NF Digital Safe on by implementing an electronic signature,
Component Software by AFNOR (NF time-stamping and storage of your documents within
a Digital Safe component certified NF Software (AFN
Z42-020 standard)
OR).
LES AVANTAGES Consolidate your Reliable Audit Trail by setting up
controls to ensure the chronology and evidential
value of documents linked to the act of sale (from the
order form to the proof of payment).
Save of Réduce Follow-up Solution
time Costs customers Certified
automatic NF
9 DIGI Pack – DÉMATÉRIALISATION CLIENTS
The CONTENT
THE FUNCTIONAL PERIMETER INCLUDED
- 2 document flows
- 2 days of "technical-functional" workshops to refine the details of the solution
- 10 classification rules* to classify documents corresponding to the 2 document flows in the EDM portal
- 3 Workflows (linear or conditional) corresponding to the 2 document flows
- 5 templates* for packages with ERP Manager *at most
Possible options
(See details of options on page 13)
Options Description
Functional Options Options available to adapt your DIGI Pack to different business processes.
Service Options Options are available to adapt the functional scope of your DIGI Pack to your particular
needs such as adding validation circuits or ranking rules.
Accesories Options Options are available to expand the scope of use of your DIGI Pack to meet your specific
needs, such as adding more users or additional storage space.
*The days can be used during the year and can be planned according to the client's availability and with a number of parti
cipants to be defined.
10 DIGI Pack – DÉMATÉRIALISATION CLIENTS
The document flow is the flow by which a document A classification rule is a set of data composed of fixed
transits between different departments or different values and variables whose purpose is to set up the
people through the predefined stages for a transaction, parameters that will allow a document to be indexed
sub-process or activity. It is the basis for defining the and classified by itself in the DMS.
functional scope included in the DIGI Pack. We find for example the type of document concerned,
> A document flow is often associated with a type of the tree structure in which it will be assified, the
document (Case 1) name it will have to bear, the indexes (or metadata)
> Several types of documents can have the same which will accompany the document and which will
document flow (Case 2) allow to facilitate its classification but also its research,
> A type of document can have several document flows etc.
(Case 3)
Workflow
Document flow Type of document Document template
he workflow describes the validation circuit, the tasks to
Case 1 Customer invoicing Customer invoice Customer invoice
be accomplished between the different actors of a
Training Registration Customer invoicing
Case 2 Training certificate
process, the deadlines, the validation modes, and
Training invoice Training invoice provides each actor with the necessary information to
Supplier invoive perform his task.
Case 3 Supplier invoicing Training invoice
Training Supplier invoice
A linear workflow is a workflow in which access to each
A document flow can be confused with a workflow, but a task depends only on the validation of the previous task.
workflow is a validation circuit, whereas a document flow
can encompass this notion of validation and associate it A conditional workflow is a workflow in which access to
with distribution, for example. The document flow is a certain tasks is conditioned by one or more parameters
more macroscopic vision than the workflow, but can in
specific cases be reduced to a simple workflow.
"Types" and "Models" of documents
Examples of Ducumentary Flows for "Customer Dematerialisation"
ACTIVITY OR PROCESS : CUSTOMER RELATIONSHIP The document type is a set of data grouped in a
Customer Invoice flow with
document type :
Flow Managmeent of functional notion (example: invoice). It can be in different
deliveries including document
> Customer invoice type : formats, for example: PDF file. The document model is a
> Customer credit note > Delivery note
> Mail
template formalized to receive data entered either by a
> Return slip
Customer order management
flow with document type : > Pro forma invoice user or automatically (example 1: a form to be
> Internally validated purchase order > Single customs authorization completed, or example 2: EDF or Orange invoices).
issued by the customer
> Administrative document
> Purchase order issued by the
supplier
> Quotation issued by the supplier
The setting of "2 The setting of "10 filing The configuration of The setting of
document flows" is rules" is included in this "3 workflows (linear or "5 document templates"
included in this DIGI DIGI Pack (at most) conditional)" is included is included in this DIGI Pa
Pack in included in this DIGI ck (maximum)
Pack (at most)
11 DIGI Pack – DÉMATÉRIALISATION CLIENTS
Study stage which will produce the functional and technical The Konica Minolta Consultant will install and configure the
specifications of the project. The functional specifications document management solution as described in the
will consist of transforming the specifications into a detailed specifications produced in the previous phase.
description.
Functional" workshops
The Functional Consultant will organise workshops,
Technical and functional acceptance,
meetings that aim to collect the client's needs and define the Training and production start-up
solution's operating mode. The workshops will be organised
by document flow.
Technical acceptance
This is the stage during which the Konica Minolta MCS
Ideally, a few key users (or future key users) of the new
Solution Consultant validates with the customer that the
solution should be brought together. They describe the
solution works as defined in the specification
current and ideal functioning. The Functional Consultant will
always start from the current operation in order to be as
Skills transfer
close as possible to the business needs and to have a
Following the technical and functional acceptance, the
better adhesion of the users. The ideal operation will allow
Konica Minolta Consultant will transfer the skills or training
to put forward the functionalities of the solution, as well as
to the concerned users. This is an essential step and an
the simplification and the working methods that it brings.
optimal training guarantees a daily use that takes
The Functional Consultant will put forward the best practices
advantage of all the potentialities of the new solution.
to ensure the sustainability of the new solution.
Production start-up
At the end of this workshop, the information required to draw
Following the customer's approval of the user training and
up the detailed specifications must be obtained, such as the
the proper functioning of the solution, Konica Minolta will
document typology, the associated metadata, the
commission the solution, opening access to all relevant
classification rules, the workflows and their detailed
users.
operation, the management of rights, etc.
Project Management
The project is monitored and progressed by a Konica Minolta Project Manager whose main objectives
are to :
- To ensure the smooth running of the project from start to finish.
- To ensure the implementation of a solution in accordance with the customer's needs
- Ensuring the cross-functional work of all stakeholders
- Ensure communication between the delivery team, the business and the customer
eMail management Enables the automatic retrieval and filing of emails and attachments in the EDM online works
pace.
Dematerialisation of Allows to define and add 5 dematerialised forms to be completed on PC or tablet. Forms allow
forms users to interact with a document through questions. When a form is completed by a user, a
document is created, filed and archived in the EDM.
Document Life Cycle Allows users to benefit from document lifecycle management. Note: the "Document Life Cycle
Management Management" module is available from version 6.11.12 of KOMI Doc or Open Bee Portal.
Additional Storage Space Allows you to add additional space in GB to the DIGI Pack (KOMI Doc).
Guest Pack Allows you to add guest users to the DIGI Pack (KOMI Doc or Open Bee Portal).
Installation of an EPSON Allows scanning with an EPSON scanner supplied and installed by Konica Minolta.
Scanner
14 DIGI Pack – DÉMATÉRIALISATION CLIENTS
SUMMARY OF THE
DIFFERENT VERSIONS OF
YOUR DIGI PACK
The DIGI Pack "Customer Dematerialisation" is a solution from the DIGI Pack offer that
allows you to centralise customer documents in an EDM portal with a validation process
and the automatic integration of documents from the ERP.
It is available according to 3 criteria:
* In this version, the DIGI Pack EDM Portal and ERP Manager are installed in your infrastructure / on your servers and under your responsibility.
** In this version, the DIGI Pack EDM Portal is accessible via the Internet with the connection at the customer's expense. The ERP Manager is installed in your
infrastructure / on your servers and under your responsibility.