Capstone helps Supply Department consolidate its document storage and maintenance

The Need
Business Services Company(BSC) manages the Supply Chain procurement process centrally for the Client. In doing so, the BSC Supply organizations utilize three Enterprise Asset Management Systems (Passport) and various unrelated storage mechanisms for supporting documents. As such, there was a lack of a consistent and centralized repository common to all environments. This situation presented several challenges as follows:

• Signed agreements governing transactions were not easy to locate
• Agreements were not stored in a consistent manner enterprise-wide
• Supply personnel cannot easily determine whether a Services or Materials Agreement has been established with a prospective supplier
• Paper agreements and related documents were not consistently protected from loss or degradation by fire, flood and other hazards
• There was no mechanism for determining which transactions were governed by a specific agreement

The Solution
Implement a document management solution to address the various issues by enabling supply chain personnel to carry out existing methods, process and procedures around a central repository.

• Establish, maintain and administer a central, consistent, secure electronic repository for supporting documents.
• Enable Search and View capability of documents indexed by supplier.
• Access for authorized Supply personnel across the enterprise.

Technologies
EMC Documentum Product Suite, FAST Indexing, UNIX, JAVA, JSP, J2EE, DB2, Apache Tomcat, WebSphere, VBA, VSS, Subversion.

The Result

• A consolidated Electronic storage of Supply Documents.
• Faster Meta data, FullText search and retrieval of the stored electronic documents
• Strong Security and version control for the stored electronic documents.
• Passport integration.
• Back up and disaster recovery of the electronic documents.