2015_06_17_alcatel-lucent going paperless_enforcing global regulations while adding value to the...

COPYRIGHT © 2012 ALCATEL-LUCENT. ALL RIGHTS RESERVED. ALCATEL-LUCENT — INTERNAL PROPRIETARY — USE PURSUANT TO COMPANY INSTRUCTION

Guillaume HattSenior Program Manager, Corporate Business TransformationDate: [Jun 17th, 2015]

Alcatel-LucentGoing paperless_Enforcing global regulations while adding value to the Organisation

SAP Networked Economy ForumJune 17-18


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AGENDA Fiscal & Legal Paperless – A Worldwide Topic1. Alcatel-Lucent

A worldwide presence 2. A paperless company

Internal and external opportunities 3. Fiscal & Legal Paperless

A worldwide concern

4. The Alcatel-Lucent answerA unique worldwide and multi-services platform

5. Leverage this to add value to the organisation6. Alcatel-Lucent Achievements


Alcatel-Lucent: a worldwide presence

4COPYRIGHT © 2015 ALCATEL-LUCENT. TOUS DROITS RÉSERVÉS

« Un chose est sûre : dans un monde ultra-connecté et tourné vers le cloud, les réseaux deviennent la carte de visite qui donne accès au marché, et qui révèle aux clients la rapidité d’une entreprise, sa flexibilité et sa fiabilité. Il est fascinant de travailler dans un secteur où le changement est permanent, et de diriger une entreprise qui invente, développe et déploie les réseaux de demain, créés avec la convergence des technologies IP, de l’accès très haut débit et du cloud.

Ce qu’il faut retenir, c’est qu’Alcatel-Lucent connaît les réseaux mieux que quiconque dans ce secteur. C’est notre raison d’être et le cœur de notre activité.

À chaque succès son réseau. »

Michel Combes, directeur général


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Qui sommes-nous ?

Notre mission

Notre vision

Spécialiste des réseaux IP, de l’accès très haut débit et du cloud, nous inventons et construisons les réseaux innovants de demain.

Nous inventons et construisons des réseaux de confiance, qui libèrent votre valeur.

Les réseaux constituent les fondations d’un monde ultra-connecté. Pour Alcatel-Lucent, ils doivent être flexibles, performants, sécurisés et fiables, afin de contribuer à réaliser le potentiel de croissance de chacun de nos clients.


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53 000salariésfin 2013

16, 6 %du revenu net

2014 dédiés à la R&D

Plus de 250

universitéspartenaires

Plus de 3 000

brevets en201420 000

ingénieurs

DJSI 2012, 2013 et 2014

« Industry group leader » dans la

catégorie Technologie

Dans le classement TR

des 100 entreprises les plus innovantes2011, 2012, 2013, 2014

8Prix Nobel

4,7 %de marge

d’exploitation ajustée en

2014

13,2 Mds €de revenus en 2014

Plus de 33 000

brevets actifs

Alcatel-Lucent en quelques chiffres


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Nos clients à travers le monde

Amérique du Nord Asie-

PacifiqueAISAsia Pacific TelecomAxiata Australia Minister for DefenceBharti BSNLChina MobileChina TelecomChina UnicomChorusCHTFETIndosatKordiaKorea TelecomLG UplusMaxisNBNNextgen GroupNTT

Europe, Moyen-Orient, AfriqueAT&T

Bell CanadaBig RiverBolt Fiber OpticC SpireCenturyLink Comcast Cox CommunicationsCricketCrossnTelosPioneer CellularPVT SaskTel Shaw CommunicationsShentelSprintTELUS Time Warner CableTranstelco UPMCUS CellularVerizonVermont Telephone West Central WirelessWOW! Business

Liberty GlobalLiquid TelecomMaroc TelecomMobilyMTNNumergyOnoOoredooOrangeOsnovoPortugal TelecomProximusPT LuxembourgRATP GroupRostelecomSFRSistemaSkySmileSomtelSTC

STIBSurflineSwisscomTDCTele 2Telecom EgyptTelecom ItaliaTelefonicaTelekom SrbijaTelenorTeliaSoneraTelkom SATurk TelecomUcomVimpelcomVirgin MediaVodafoneWindYooMeeZainZiggo

A1 Telekom AustriaAlgeria TelecomAINMT Airtel-BhartiAveaBelgacomBezeqBhartiBouygues TelecomBTDeutsche TelekomDuEircomEtisalatFastwebGlobacomGo MaltaHotIce.netImmarsatKPN

Amérique centrale et du Sud America MovilAntelAlestraCanTVCNTC&WLazusMillicomOiSetarTelecomTelefonicaTelevisaTim BrazilUNE EPM

OoredooOptusRJILRio TintoSingtelSK GroupSoftbank Symphony CommunicationSparkTATATelekom Malaysia TelkomselTelesisTelkom IndonesiaTelstra ToTTranspowerTrueVNPTXL Axiata


ALU Information SystemIS @ ALU• SAP ECC6

• 65 different countries (represented by local units) are currently deployed & customized

• One instance• One Integration layer

• WebMethod • Connecting huge amount of

applications• Migration ongoing

• Multiple Technologies• Various technologies per business

area• SAP• Primavera• Microsoft• Salesforce.com• ….


A paperless company Internal and external opportunities


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Going paperlessExternal opportunitiesAn increasing pressure• From our Customers

• Several Legal & Fiscal archives of our Paperless Fiscal Billing Documents

• Pressure from Procure to Pay Business processes of Our Customers

• From governments• Implement electronic

communication flows through several Fiscal and Financial regulations.

• Brazil SPED• Mexico• Argentina• Uruguay• Turkey

• Directive 2010/45/EU which makes the electronic invoice equal to the paper invoice

2014• Ecuador• Venezuela• Peru• Chile


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Going paperlessInternal opportunitiesAn increasing demand• From Alcatel-Lucent Procurement to

implement Fiscal Paperless Invoices on top of electronic exchanges with our Suppliers

• IS Urbanization and Green IT • Data archiving• comply with local Fiscal & legal

regulation• Convergence toward Green IT

• New needs• Fiscal documents (Tax declarations,

Customs declarations, Transport, …)• eDocuments management along the

internal Business Process

• Willingness to consolidate and rationalize the different solutions implemented throughout Europe and worldwide.


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Going paperless On the Cloud ?

SaaS & Cloud based solution vs. ALU Requirements• Verticals

• Simple documents archiving

• Certification & Service Level Agreement requirements

• Data protection capacities

• Data store location capacities

• SaaS & Cloud based solution Operation footprint

• End-to-end Business Process oriented

• Record Management Oriented

• Certification & Service Level Agreement requirements.

• ALU Legal & Contractual responsibilities.

• Data store location capacities in regard of the local regulations.

• Alcatel-Lucent Operations and presence in over 130 countries, 4 main regions in the world.

NEW Study tbd


Fiscal & Legal paperless,A worldwide concern


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Fiscal & legal requirementsHeterogeneity4 Main Regions, 4 main Orientations• Europe (ECC & Europe)

• Council directive 2010/45/EU into force on Jan 1st 2013

• EU member states alignment on-going

• North America SOX regulation• Enforcing through its mandatory

processes the equivalent requirements as the Paperless European regulation

• Digital Original Proof stamp NOT required

• South America• High level requirements closed to

European ones with strong local specificities

• Invoices real time transmission to government

• Asie Pacifique• Anglo-saxon inspiration or none

Economic

Efficiency

Control

Control

Taxes &

Corruption

Taxes &

Corruption


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Fiscal & legal requirements Common aspects4 Main Regions, 4 main Orientations

You must be able at any time to manage the followings:

Flow• To prove you have sent or received the document

Content• To be compliant with the Countries Legal & Fiscal requirements• To be compliant with the Company Record Management Rules

Document• To provide the original content of the document• To provide it in a human readable format

Safe Archiving & Storage• To store safely the document during a legal period• To provide access to this document during the legal period

You must PROVE you have achieved each of these conditions, over the period of time.


The Alcatel-Lucent answer A unique worldwide and multi-services platform


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Heterogeneity based on type of documents

Criteria \ Type of Documents

Financial & legal docs

Commercial & Technical docs

Operational Finance & Supply Chain docs

Integrity management YES YES YES

Proof of Integrity YES NO YESAuthenticity Mngt YES YES YES

Proof of Authenticity YES NO YES

Confidentiality YES YES NOLegal Archiving YES NO YESThese entries are the results of the Fiscal & Legal regulation AND Company Record Management Rules


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A strategic orientation for Alcatel-LucentAn internal versatile Platform• Decision:

• An internal platform• Benchmark numerous market key actors

• Requirements: reliable, efficient, robust, maintainable

• A Service Oriented Architecture • Bringing an abstract layer to work with

several Record Management Platforms • Allowing to re-use generic services with

complex implementation• Allowing to customize specificity per

Country, per Customer

• Business Process Manager• Allowing to orchestrate properly the

activities between the different layers, services and the users

• A 2 in 1 platform• A Document Management Platform with

Archiving features• Electronic Safe

Innovation

Best in

Class

Define &

Adopt a

NEW

Strategy


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Fiscal paperless documents platform

Intégrité Original certification

Stockage

MessagesLog

Disponibilité longue durée

Safe storage & Archive

Flow

Document

Content

Fiscal Legal

Mul

tipl

e fo

rmat

s

Historiquelog

PartnersLog

Non – Litigation List

Cycle de vieCompagnie

Formatlisible

Accès

Integration &

Inte

grat

ion

of t

he F

unct

iona

l Mod

ules

Integrity

Stockage Long termAvailability

History/log

Enterprise Life Cycle

ReadableFormat

Access


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Adding Value to the internal OrganisationInternal opportunitiesA consequence of Alcatel-Lucent transformation : PrOM• Close to Customer

• Documents are in the countries, with huge geographical disparity

• Principal : a Central function

• Local units (Fronting) buy to Principal

• Principal in France = Legal & Fiscal protection

• Shared Services Centers Strategy

• The need for an End-to-End vision for Customers Orders management


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Going paperlessInternal opportunities

ORIGIN

ALS

ORIGIN

ALS

ORIGIN

ALSORIG

INALS

ORIGIN

ALS

ORIGIN

ALSORIG

INALS

ORIGIN

ALS

ORIGIN

ALS

ALU-I

Auditors

eDMS

Electronicsafe

22 | Operational Model Deployment | March 2011

ALLIANCE

B2B MessagingModule

AllianceFE

CommercialProjectManagement

Customer

OM

CPO

BOQ

CPO change

CDR

eDMSMeta data links & flow management

Document Management

TO-BE implementation : Customer ordering & Execution documents example

Blue Planet

case B2B/EDI CPO & CPO change

Contract

Frame agreement

Contractchange

Letter of Intention (LoI)

Down paymentinvoice

Progressinvoice

CSOCSO

URLs

URLsURLs

OM

OD

EDC

Shippinginvoice

FreightForwarder

Shipmentto Customer

Certificateof Origin (CoO)

Bank

Bonds

Letter of Credit

Bank

OM

Certificateof receipt

1,2,3

1

Acceptanceforms

Customerdeliverynote

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URLs

OM

CustomsTranslator

Customs duties

All documents translatedinto Customer language

Salesinvoice

Retentionrequest(cash request)

URLs

Meta data definition :• Unique identification of a document• Data Base of requests (keywords) for search needs• Description of functional links between documents

Electronicsafe

IHSinvoices

IUCRinvoices

Sourcing PO

Supplier

SupplierInvoice


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Adding Value to the internal Organisationuse of xECM to integrate with SAP O2C the Doc managementInclude the electronic document management in the operational Process• Respect of the operational process

• Wherever is the physical document• Wherever / Whenever is the team

member (SSC, others)

• Complete integration with other NON SAP tools

• Alliance (.Net)• Manual upload

• Automated Record Management

• Allow an End-to-End vision for Customers Orders documents


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Expected benefitsAn internal versatile Platform• Business

• Scalability• Pro-active behavior toward our Partners• Additional Competitive Advantages for

Contracts negotiations• Improved Cash Flow and Credit

Management situation• Complete inbound and outbound flow

visibility• Reinforce Business Responsibilities on

Documents Management (Ownership of the Business Processes, Error handling, …)

• Legal & Fiscal• Enforced alignment with Legal & Fiscal

regulations• Worldwide / Local

• IT• One Platform ensures to collect the

benefits from the Economies of scale • Easier and more efficient deployment• Additional features are easily deployed


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Risks mitigation and Risks reduction

An internal versatile Platform• Business

• Litigation with partners, (customers or suppliers) even based on current contracts

• Legal & fiscal• Non respect of local Commercial &

Fiscal laws• Penalties in case of altered content

• IT• Multiplicity of Paperless platform

driven by Partners requirements, local legislation, local initiatives, …


Alcatel-Lucent : Our Results


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Return on InvestmentEfficiency• Business

• Fiscal regulation & rules compliance

• A capacity to serve our Customers• Over SIX million documents / yrs

• Financial• A Turn around of 7 to 9 months for

the Customer projects• Costs of Invoices and Litigation

management reduced by 3 to 6 €uros per Invoice

• Overdues reduction by 25 to 50 %• Paper archiving costs reduction by

an average 25 %

• Operational• 300 people regain 8% of their time


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Alcatel-Lucent services

The implemented Services enable the Platform to answers several mix of Requirements Service 1 Document Management Service 2 Doc Management for Legal purposes Service 3 Electronic signatures (Generic or particular) Service 4 Multiple Business protocol support (EDI, AS2, # XML, …) Service 5 Complex Business Modeling Service 6 Monitoring Service 7 Printing Service 8 Email distribution


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Addressed needs by Alcatel-LucentThe implemented Services enable the Platform to answer several mix of Requirements Scenario 1 Sending the signed original document, non-structured (PDF-A

…) Scenario 2 Traditional Business-to-Business with our Customers Scenario 3 Sending the signed original document as a structured

message (XML, ..) Scenario 4 Parallel sending of the signed original document non-

structured & sending the structured message to allow the data integration (Agreement on a Customer basis)

Scenario 5 Sending the original document , structured message (EDI, XML,…)

Scenario 6 Legalize documents with Governments Scenario 7 Archive automatically documents into specified Workspaces

and link with the operational users’ tool Scenario 8 Apply Automatically the proper Record Management Rules to

the archived document


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Alcatel-Lucent achievementsSeveral different achievementsItaly2009

Substitutive Conservation = replace paper archives by digital ones. Customer invoices, fiscal declarations, Accounting. Signed PDF in the Electronic safe.

Brazil2009-11-12-14

eNota Fiscal, complex messaging choreography . Specific Governmental format signed (XML, structured) in the Electronic safe. (400 000 documents a year)

Poland2010

Fiscal paperless Billing documents with Customer. Signed XML (structured) in the Electronic safe. (60 M€ revenues)

France2010-11

Fiscal paperless Billing documents with Customer. Signed XML (structured) in the Electronic safe ; signed PDF (non-structured) in the Electronic safe along with Audit Trail.

Argentina2011-12

Billing documents legalization. Specific Governmental format signed (XML, structured) in the Electronic safe. (1500 invoices/month)

Supplier Invoices2011

Supplier invoices in PDF along with attachments. Link with the Supplier Invoice Management solution based upon Readsoft Cockpit, integrated with the ERP. Compliant with the EMEA Business Controls & EDI Fiscal Paperless.

Mexico2009-2013

Billing documents legalization. Specific Governmental format signed (XML, structured) in the Electronic safe. (75 M€ revenues per year, 3500 invoices/month)

Inter Units invoices2013

Fiscal paperless Billing documents between ALU units21 Legal units in 15 countries on 6th May (around 400 000 Invoices / year). Signed PDF (non-structured) in the Electronic safe along with Audit Trail

https://www.cia.gov/library/publications/the-world-factbook/flags/flagtemplate_fr.html

https://www.cia.gov/library/publications/the-world-factbook/flags/flagtemplate_it.html

https://www.cia.gov/library/publications/the-world-factbook/flags/flagtemplate_pl.html

https://www.cia.gov/library/publications/the-world-factbook/flags/flagtemplate_mx.html

https://www.cia.gov/library/publications/the-world-factbook/flags/flagtemplate_ar.html

https://www.cia.gov/library/publications/the-world-factbook/flags/flagtemplate_br.html


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Alcatel-Lucent achievements & Next StepsNext stepsOrder to Cash documents management2013-2014

The order to Cash documents are managed into an electronic Document Management solution, integrated with the Orders to Cash collection tools.

Electronic Safe = Signed PDF (5 millions documents/year)

Uruguay2014

Billing documents legalization. Specific Governmental format signed (XML, structured) in the Electronic safe.(27 M€ revenues, 2000 invoices / year)

Turkey2014-2015

Billing documents legalization. Specific Governmental format signed (XML, structured) in the Electronic safe (180 M€ revenues, 2000 invoices / year)

Ecuador2014-2015

Billing, Tax & Logistic documents legalization. Customers & Vendors. Specific Governmental format signed (XML, structured) in the Electronic safe.(45 M€ revenues, 4000 docs/ year)

Chili2014-2015

Billing documents legalization. Customers & Vendors. Specific Governmental format signed (XML, structured) in the Electronic safe (55 M€ revenues, 5000 docs / year)

Peru2014-2015

Billing documents legalization. Customers & Vendors. Specific Governmental format signed (XML, structured) in the Electronic safe

Europe Public AdministrationCALA


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A new orientation to Adapt at Cost and In Time

1. Rely on a Partner which already operates and participates with Countries.

2. Rely on a Partner which manages the specifities and ALU the generic ones.

3. Make sure we are ON Time with controlled costs.

Project objectivesCurrent situation

• Internal Solution

• Increased number of countries and obligations

• Loss of • knowledge • Increased /

uncontrolled costs• Delays


Guillaume Hatt• Function

• Senior Program Manager• Team

• Business Transformation • Company

• Alcatel-Lucent• email

• [email protected]• tel

• +33615270306