eDocumentus (Document Management System) for IBM Maximo

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Information about eDocumentus (Document Management System) for IBM Maximo
Business & Mgmt

Published on February 21, 2014

Author: JKamatovic

Source: slideshare.net

Description

EAM solutions based on IBM Maximo – all about assets
Requires large amount of different document types: drawings, photos, plans, project documentation, manuals, etc.
Documents are associated to different Maximo objects
Large number of important documents need controlled environment and management
Restrictions of current solution in Maximo
Documents are stored on local file system without enforcing any security
Documents get served as static resources via not verified/authorized URLs
There is no proper relationship management between records and corresponding documents (for example relating record statuses to document operations)
There is no support for standard document management operations like versioning, archiving, electronic signature, copying, editing etc.
There is no support for batch operations (multiple files upload/download, moving, etc.)
Folder structures are static disallowing the users/developers to use fine grained ‘record related’ folder structures
Search by document names, types and their metadata is not supported
There is no support for permissions per document/folder

Cost effective solution for document management in Maximo
Organizes documents in logical folders
Allows storing additional information about documents using attributes and document types
Easy access to documents via content, folders and attributes search
Tracking changes with versioning and events auditing
Complies to Maximo guidelines and components architecture.
Enables document approval processes, scanning, digital signature, notifications.
Flexible and extendable solution which can be modified to meet the customer demands.
Due to its flexibility, this solution can be ported to some other document management platforms like EMC Documentum or IBM FileNet.

Prozone is a software development company which offers development and implementation of information technologies.
Established in 2002. Offices: Novi Sad, Serbia (headquarter) and Kuwait (The Middle East office). Employee Count: 50
Specializes in: financial industry, eGovernment, Oil&Gas and Utilities software services and solutions.

Certifications: ISO 9001:2008, ISO 27001:2005, ISO 20000-1:2011.
Partners: IBM Advanced Business Partner. EMC Business Partner. Microsoft Partner
Certified technology professionals: IBM Maximo, EMC Documentum, Microsoft SharePoint, eDocumentus
Completed many high profile projects in Europe and Middle East

eDocumentus Solutions | IBM maximo DMS for MAXIMO

Prozone IT solutions Documents in Maximo  Restrictions of current solution in Maximo  Requires large amount of different document types: drawings, photos, plans, project documentation, manuals, etc. Documents are stored on local file system without enforcing any security  Documents get served as static resources via not verified/authorized URLs  Documents are associated to different Maximo objects   Large number of important documents need controlled environment and management There is no proper relationship management between records and corresponding documents (for example relating record statuses to document operations)  There is no support for standard document management operations like versioning, archiving, electronic signature, copying, editing etc.  There is no support for batch operations (multiple files upload/download, moving, etc.)  Folder structures are static disallowing the users/developers to use fine grained ‘record related’ folder structures  Search by document names, types and their metadata is not supported  There is no support for permissions per document/folder   EAM solutions based on IBM Maximo – all about assets MAXIMO ASSET MANAGEMENT

Prozone IT solutions DMS for Maximo  Full integration between Document management and EAM systems – DMS for Maximo  Secure storage for all documents in DMS with all DMS benefits  DMS operations (check-in, check-out, versioning, archiving, etc.)  document permissions applied  centralized document storage  Searching documents using names, organization hierarchy, metadata, actual context (full text search). • Maintain folder organization per Maximo object  assets, locations, work orders, service management, materials management, contracts management, procurement management, EAM processes. • Direct access from Maximo applications to documents stored in DMS.  View all asset data and all documents related to asset in one page  View all work order data and all documents related to location, assets and work order  etc.

Prozone IT solutions DMS for Maximo  Integration of eDocumentus into Maximo  New Maximo application designer component – adding document management features to new or existing application like any other component.  Single sign on - Usage of the existing Maximo user/group model in both applications Services / Actions Security/Administra tion eDocumentus DMS UI Control web services HTML 4 4

Prozone IT solutions eDocumentus eDocumentus EDRMS Integrated Document, Records & Workflow Management system.      Development - since 2004 Web based system (browser independent) Java technologies (database and OS independent solution) Dedicated to the standards (WebDAV, XPDL, WfMC, OMG) Framework for BPM software solutions development eDoc WebOffice eDocumentus web client (full end user client). eDoc Process Editor Graphical editor for process modeling. eArchive Document capture client for scanning, document imaging, indexing and OCR. eDoc Signature Client for signing electronic documents (digital signature).

Prozone IT solutions eDocumentus DMS functionalities Documents  Flexible document structure  Indexing & classification  Metadata Folders  Flexible folder structure  Folder types  Metadata Document Templates  Automatic document creation (pattern based naming convention)  Automatic data filling  Search and permissions according to types  User defined document attributes Types Actions  Document creation (import, drag & drop, mass upload, scanning)  Document actions (read, edit, check in/out, send as a attachment)  Versioning, audit trail  Document flows (drafting, transmittal, approval)

Prozone IT solutions Document creation Document created in eDocumentus is visible in Maximo  Importing existing e-documents (single or mass import)  Scaning (eArchive application – mass scanning, OCR, document classification)  Creation based on templates  Offline client – Microsoft Outlook – document synchronization  Emails import  Documents in attachments  WebDAV – Windows Explorer – drag & drop import  Mass import of existing e-documents Document creation actions are available for Maximo users

Prozone IT solutions eDocumentus in Maximo Two Systems (EAM & DMS) – Unique View

Prozone IT solutions eDocumentus in Maximo Document actions         Document upload/download (single/bulk operations) Rename/Delete/Move documents Cut/Copy/Paste support (works in both directions – local computer and server) Editing Office documents directly on server (WebDAV protocol) Check-in / Check-out functionality Versioning (automatic, manual) Archiving Document details view

Prozone IT solutions eDocumentus in Maximo Document actions Document / folder references for parent objects  Work order object/documents contains reference to Locations/assets documents Document Preview  preview of document content in web browser (without client application usage) Tracking changes (event audit and history view)

Prozone IT solutions eDocumentus in Maximo Document Signature  Digital signature – standard formats  PDF as a format for signed documents  Signature validation (available also through other applications, e. g. Acrobat reader)  Support for multiple signatures – document approvals

Prozone IT solutions DMS for Maximo Objects  Enables access to all documents related to Maximo objects through Maximo application  Documents can be associated to any Maximo object type  Supports dynamic folder organization using values from MBOs, relationships or variables  Configurable folder and document organization per Maximo object (location, asset, work order, contract)  Automatic document structure creation (folders and document templates) in eDocumentus when Maximo object is created  Provides actions for folder and library administration  Enables document flows processes (document approval, transmittal, notifications, collaboration)

Prozone IT solutions Maximo Attachments eDocumentus component for Maximo enables storing standard Maximo attachments into eDocumentus as a documents. Attached documents are normal eDocumentus documents. All permissions defined for existing Maximo object is applied in eDocumentus. Document management actions are available through eDocumenus interface or through document management tab in Maximo.

Prozone IT solutions Searching for Maximo documents Search through eDocumentus interface  Quick search  Advanced search  By types  By custom attribute values  Predefined search  Full text search Search through Maximo application interface  DMS component  Search documents by Maximo objects eDocumentus processes  Delivering documents when needed

Prozone IT solutions eDocumentus for Maximo Security  eDocumentus has fine grained security model which includes folder permissions and document permissions  Documents are stored encrypted so that even the server administrators can not access documents without proper permission.  Each action on document needs to come from authenticated user and needs to be authorized.  Permissions can:  be set on folders, documents, document types, templates, etc.  use permission hierarchy  be defined for users & groups, organizational units, roles in organizational unit, etc.  Temporary permissions  Time limited permissions: tickets

overview eDocumentus DMS for Maximo customer benefits  Organizes documents in logical folders  Allows storing additional information about documents using attributes and document types Easy access to documents via content, folders and attributes search  Tracking changes with versioning and events auditing  Complies to Maximo guidelines and components architecture.  Ph: +381 21 47 20 200 Fax: +381 21 45 12 16 office@prozone.rs www.prozone.rs Cost effective solution for document management in Maximo  Prozone IT Solution Novi Sad 21000 Serbia Puskinova 26  Enables document approval processes, scanning, digital signature, notifications.  Flexible and extendable solution which can be modified to meet the customer demands.  Due to its flexibility, this solution can be ported to some other document management platforms like EMC Documentum or IBM FileNet.

Who We Are? Consultants, systems implementers, developers, integrators & project managers Prozone is a software development company which offers development and implementation of information technologies. Established in 2002. Offices: Novi Sad, Serbia (headquarter) and Kuwait (The Middle East office). Employee Count: 50 Specializes in: financial industry, eGovernment, Oil&Gas and Utilities software services and solutions. Certifications: ISO 9001:2008, ISO 27001:2005, ISO 20000-1:2011. Partners: IBM Advanced Business Partner. EMC Business Partner. Microsoft Partner Certified technology professionals: IBM Maximo, EMC Documentum, Microsoft SharePoint, eDocumentus Completed many high profile projects in Europe and Middle East

Markets: Using various software solutions and new technologies Prozone operates in: Europe (United Kingdom, Netherlands, Greece, Austria, Slovenia, Serbia, Bosnia & Herzegovina, Montenegro). Middle East (Kuwait, Qatar, United Arab Emirates, Lebanon) References:

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