Presented by: Donald T. Miller, Senior Director

A Modern Productivity Platform for the EnterpriseLower Cost. Higher Adoption. Secure Content.Gimmal Briefing

Information Management for Everyone

Full Lifecycle Compliance Transparent to the End User

Gimmal & Records Center

File Plan, Classification

Taxonomy, Unified Policy applied to

Record Categories, and Citation Management

All sites provisioned with compliant Content Types, policy applied in-place

All Records Centers apply

compliant classification and

policy

SAP Integration

automatically

moves content

into SharePoint

Drag to folder or drop zone

Mark as

Final,

routes

autom

atica

lly

Long-term preservation, with Immutability and

automated processes,

including in bulk

Reports

User works in familiar UI’s

using standard methods, familiar

taxonomiesContent Types are mapped to Record

Classifications

Convenience Copies

destroyed with

records

• Blue Text indicates Gimmal value-add

• Green Box – Easy ROI Cost Savings• Orange Box – Value TBD• Red Box – Company Risk – Potential

Large ROI Cost Savings

Standardized reports

Item level audit history

built into the ribbon

Certificates

DestructionCertificates

OCR Integrations

automatically

move content into

SAP/SharePoint

(AP, PMO, Work

Orders, Paper, etc)

Auto generated metadata from

SAP, SharePoint

and CS improves Search

Improve branding and personalization for Mar-Com

Information Management for Everyone

1. Users work in their preferred applications2. Gimmal Provisioning ROI

1. Gimmal transparently creates sites/site collections and manages all policy

2. Improves personalization for MarCom3. Gimmal SAP ROI

1. Auto uploads OCR content into SAP via SharePoint or best practice mechanism

2. Content managed as a document of record3. Easy for end users to upload and interact

with SAP content via Drop Zones4. Gimmal RM ROI

1. Record Center applies records policy, why have 2 ECM, when you do not get extra value but you do pay extra cost

2. Meet and exceed legal requirements for immutability

Gimmal ROI and Savings 5. Gimmal Reporting ROI

1. Build Custom reports in alignment with KPIs and audit history requirements

6. Gimmal End of Life of Content ROI1. Destruction Certificates2. Removal of Convenience Copies3. End of Life of Content, Sites and Site

Collections in alignment with Governance and Compliance Requirements

7. Gimmal Auto Metadata for Search and Applications ROI1. Automatically trigger business processes2. Improve search

SharePoint Unified Information & Records ManagementGimmal Case Story

Information Management for Everyone

The Situation

What they do: Government Sponsored

Bank Delivers low-cost

funding to member institutions

What they struggled to do: Comply with specific

regulations from the Federal Housing Finance Agency (FHFA)

Enable timely identification and preservation of documents for legal discovery

Manage Email, File Systems, and legacy content repositories

Information Management for Everyone

The Requirements

Implement a unified

SharePoint Document and

Records platform

Consolidate and decommission

legacy ECM Systems

Reduce content storage costs

through consistent disposition

Implement a legal hold process to

support court ordered

discoveries

What they needed to do:

Information Management for Everyone

The Solution

What they achieved:

Microsoft SharePoint-Based Document and Records Repository De-commissioned Legacy ECM System saving both License and

specialized IT employee costs Increased employee satisfaction in working in SharePoint over

Legacy Systems Reduced Physical and Electronic Storage Costs through consistent

disposition of content Implemented a rich retention schedule with over 400 classifications Met their DoD 5015.2 Records Processing Mandate Compliance with FHFA 12 CRF 1235 Regulations Timely identification and preservation of relevant documents for

Legal Discovery

What they used:

“Gimmal was able to eliminate our expensive legacy ECM solution for SharePoint.”

Information Management for Everyone

SharePoint Unified Information & Records Management

  Consolidated Email, File Server and Legacy ECM Repositories to Microsoft SharePoint

SharePoint-base DoD 5015.2 repository and legal hold environment complying with all relevant content mandates including FHFA 12 CFR 1235

Reduced physical and electronic storage costs through consolidation and consistent disposition of content

Retired expensive legacy ECM saving maintenance and specialized IT costs

“Gimmal was able to eliminate our expensive legacy ECM solution and consolidate our document and records systems in SharePoint.”Problem

The Government Sponsored Enterprise needed to consolidate their legacy ECM, File Servers and Email repositories for compliance purposes

SolutionNew SharePoint-based Document and Records Management Platform

BenefitsAllowed the organization to lower their costs while increasing their compliance abilities

ComponentsMicrosoft: Microsoft SharePoint as a document management, records and legal discovery platformGimmal: Gimmal iGs to Manage SharePoint Sites and Gimmal Cs to implement a DoD 5012.2 certified records system

500 Employees | Financial Services

Project Management in SAP And SharePointGimmal Case Story

About Wilmar InternationalOrganization One of the worlds largest Agribusinesses 450 Manufacturing Plants Distribution networks in over 50 Countries Workforce of over 92,000 people Established in 1991 – listed on the

Singapore stock exchange Grown to over $43B USD revenue

Business Interests include Oil palm cultivation Oilseed crushing Edible oil refining Sugar milling and refining Specialty fat Oleochemical Biodiesel Fertiliser manufacturing Grain processing Shipping

Wilmar Global Reach

Wilmar Sugar Australia Australia’s second oldest publicly listed company Approaching 160 years old Largest raw sugar miller and refiner in Australia Top 10 producers in the world Operates

• Mills• Distillery (Bioethanol)• Cane Transport system• Co-generation 171 MW (surplus 105MW)• Farms• Refineries (2 Aus – 1 NZ)

Employees >2500 during crush season

SAP Document Centric Processes

Solu

tion

1 Replace legacy IXOS system

Support new installation of ReadSoft Accounts Payable solution

Minimize existing “documents” stored in the SAP database

Use SharePoint as the repository for Controlled Documents

Chal

leng

es 2

3

4

Approach – Break Project into Smaller Chunks

Support new installation of ReadSoft Accounts Payable solution

• Install ERP-Link platform on Singapore SharePoint server

• Provide SAP attached Invoice storage and retrieval (transactional)

Install ERP-Link enterprise edition in Australia

• Including full iNet.dm suite

• Retire existing IXOS server

• Move all AP invoices to Singapore

ERP-Link Australia

Minimize existing “documents” stored in the SAP database

• Move all SAP attachments/documents to SharePoint

• Total Database reduction of 80Gb (>25% of Prod DB)

Minimize SAP DB

• Introduce Plant Maintenance (PM) Work Order Scanning

• EzeScan for document scanning/metadata creation

• Intellidocx DocSet for PM for SharePoint integration of documents

Introduce PMReadSoft AP

Each project while linked was treated as a separate deliverable (and justification)

AP Invoices

• Image attached directly to PO via ERP-link• Stored in Singapore – fully automated

SAP Database Size Reduction of ~30%

• SAP Attachments all moved• Store in Aus SharePoint• Sizeable reduction in PR2 DB• Single copy of Documents

Work Order Process

Papers Scanned at MFD in batch (or single)Barcode as Separator

Extracts Barcode Metadata and creates file with Work Order number as title

DropzoneiNet.dm interrogates Metadata and moves to Work Order Library and connects to SAP Work Order

Work Order LibraryDocument now stored with defined metadata and searchable directly in SharePoint

Plant Floor

SAP Plant MaintenanceDocument attached to Work order in SAP Viewable via DocSet

Work Order

Barcode printed by SAP

Plant Maintenance Process

• Metadata/Document passed thru Dropzone

• Stored in Work Order library• Attached to SAP

Many Separate Documents Make up a Work Order

View from Where you Work

Inside SharePoint

Inside SAP Transaction

Outside SAP Transaction

Future

HR Onboarding– 600 employees in 2 weeks

Employee File Management– Qualifications– Medicals– Disciplinary actions

Linking to DMS records InfoPath forms replacement with Interactive Forms (with SAP) in

SharePoint– Master Data– SAP Access– HR Changes– Need Workflow tool

Procurement optimization through Sharepoint Sugar Contract Management Storage

Massive SharePoint Portal for SAPGimmal Case Story

The Situation

What they do: Major Oil Company Large proven reserves for oil and gas

What they struggle to do: Maintain their aging SAP Portal Find content in a complex and outdated user experience Access mission-critical applications used by all employee and contractors

The Requirements

Make their portal user friendly &

inviting to use

Make it easy for users to

find the content they need

Interface to over 140 SAP applications in use at the firm

Extend their collaboration & customer

facing platform to be their intranet

What they need to do:

The Solution

What they achieved:

Short turn-around delivery of an internet portal for over 8000 users and contractors that far exceeded the capabilities of the old SAP portal

Input from over 400 users via focus groups, one on one sessions and surveys

Award winning portal design Daily average of 80,000 page hits, 450 content searches and 2000

people searches Content migrated from the old SAP Portal Integrated to 140 SAP applications Departmental “Storefronts” to access important content from HR, IT

…

What they used:

“Gimmal was able to quickly deliver a new portal that makes it easy for everyone to find the content they need.”

Accelerated Deliver of Massive SharePoint Portal

  User friendly Portal that experiences nearly 100,000 page hits a day

Award winning design

Single place for employees to access their work with integration to over 140 SAP applications

Short turn-around delivery of an internet portal for over 8000 users and contractors

“Gimmal was able to engage our users to gain insight into our processes and then quickly deliver a new portal that makes it easy for everyone to find the content they need.”

ProblemThe Major Oil Company wanted to migrate off of a unsupportable SAP portal to a modern User Experience

SolutionNew SharePoint-based Intranet with rich SAP Integration

BenefitsSingle place for all employees get their work done

ComponentsMicrosoft: SharePoint as an enterprise portalGimmal: Gimmal iGs and Cs for SharePoint to control and manage SharePoint sites and Integrate to SAPThird Party: SAP as an Applications platform

6,000 Employees | Oil Company

Lowering Accounts Payable Costs in SAP with SharePointGimmal Case Story

Information Management for Everyone

The Situation

What they do: International Asset

Management Business In excess of €1.8 Tr

under management

What they struggled to do: Manage the costs of their

paper based invoicing system

Gain visibility into the Accounts Payable process

Predict staffing needs and work volumes

Manage cash with a strategic approach to vendor discounts

Information Management for Everyone

The Requirements

Eliminate the handling costs associated with paper invoices

Tie Invoices stored in

SharePoint with SAP AP

Gain full visibility into the invoice

process

Manage cash strategically

including vendor early payment

discounts

What they needed to do:

Information Management for Everyone

The Solution

What they achieved:

Improved efficiency and lowered costs with the elimination of paper invoices

Automated process streamlining the payment of over 50,000 invoices per year

Visibility into every step of the invoice process Workforce can be levelled based on workloads Entire AP process is auditable and accountable

Better cash management and the ability to easily take advantage of vendor early payment discounts

AP Documents available for use in SharePoint for non SAP Users

What they used:“With Gimmal, we were able to manage our complex Accounts Payable requirements with SharePoint.”

Information Management for Everyone

Lowering Accounts Payable Costs in SAP with SharePoint

  Improved efficiency and lowered costs with the elimination of 50, 000 paper invoices per year

Better cash management and the ability to easily take advantage of vendor early payment discounts

Visibility into every step of the invoice process allowing workforce leveling based on workloads

Elimination of lost invoices and Improved vendor relationships

“With Gimmal, we were able to manage our complex Accounts Payable requirements with SharePoint.”Problem

The International Asset Management Organization needed to better manage their SAP-based accounts payable operation

SolutionNew SAP-based Accounts Payable System leveraging SharePoint as the invoice repository

BenefitsThe organization to lower their costs, improved visibility and services levels

ComponentsMicrosoft: Microsoft SharePoint as a document management, records and legal discovery platformGimmal: Gimmal ERP-Link to integrate SharePoint with SAP

147,000 Employees | Financial Services