Effective document portal via the Internet • Joan Ottosen, IT Manager at Ford Motor Company • ”The restructuring of a complicated paper flow to an electronic workflow via a document portal on the Internet gave large administrative savings and less external costs” • Common IT Organization for: • Mazda Motor Denmark • Ford companies in Europe – primarily i Scandinavia
WEB ADMIN DEALER DOCUMENT PORTAL (DK + S) VEHICLE CERTIFICATES & PRE-REGISTRATIONS (SCANDINAVIA) PRINT & ARCHIVE DOCUMENTS (EUROPE) LAN & TELECOM OFFICE AUTOMATION HELPDESK (DK + S) PROJ. MANAGEMENT POLICY COMPLIANCE (EUROPE) PRODUCTION SUPPORT (EUROPE) The IT Organization European Marketing and Sales Systems
Certificate Type certificate Two important documents when selling a new car …
The complicated paper flow … Mazda Europe Mazda Motor Denmark Mazda dealer Manual submission Certificates Manual archiving FTP text-file Type certificates Corrected when modifications Urgent pick up Filled in manually Sun Unix Windows 2000 Borland Database Archiving on InfoCD Manual archiving • The certificates are received via FTP and are saved. Users at NSC have access to data • The certificates is printed via FordNet at NSC • The Type certificates is filled in manually based on the certificates • The 2 documents are saved on paper until delivery to the dealer • The documents are send via Post Danmark or picked up by the dealer • The certificates is transferred externally to CDROM for archiving for the users at NSC
The electronic Workflow … Mazda Europe Mazda Motor Denmark Mazda dealer Document portal on the Internet Certificates FTP text-file Sun Unix IBM iSeries OS/400 & DB2 Type certificates Online control and access to archive Online realization and access to archive • Certificates are received via FTP and are saved as PDF documents • The users at NSC release those cars, which the dealers need access to realize • Type certificates is created as PDF documents, once the dealer realize the car • All documents is printed locally at the dealer
The business solution The Solution • Common, uniform business solution across car brands • Importer and dealer can utilize IT technology to become the preferred supplier • Obtain continuous savings Savings • Continuous savings on postage, work hours and bank deposit fees • Number of working hours saved per year: Ford Motor 900 hours and Ford Credit 800 hours at the present workload of 15.000 sets of documents Advantages • Simple and user friendly handling of certificates and type certificates • Greater data security and lower error rate through automation • More effective and dependable delivery of documents • Independence from Post Danmark • Uniform working process for several car bands Satisfaction • Improved service towards the dealers • Instant error handling
Our experience … • The restructuring of a complicated traditional paper workflow to an ”Electronic Workflow” via a document portal on the Internet gave Mazda Motor Danmark great savings in the form of less administration and less external costs. • In addition to a rate of return on less than 12 months, the solution resulted in better service towards the dealers with a faster and more flexible case handling. • The IT-department involved the users by delegating the choice of solution and creation of a requirement specification. The portal was delivered as a "Turn-Key“ solution, complete with hardware and software. • The IT-department soon became confident with their new iSeries platform – and experienced that the menu based operating system was simple and user friendly – and that it contained an wealth of predefined configuration possibilities.