Case studies :

Banks

Major international banking group:

Decision-makers: HRD

Project: Processing of career development and distribution of shares of a major banking group (22,000 employees in more than 23 countries)

3

Before:

  • Sensitivity of the subject generating stress for the collaborators in charge of the project each year.

  • 2 full-time computer specialists mobilized all year round

  • Campaign duration 6 months

  • Lack of flexibility for the evolution of career development documents and distribution of shares, both in terms of graphic charter and changes in business rules.

  • Validation with multiple prints before transmission

  • Recurring errors generating numerous “reprocessing” and escalation of errors to the Group CEO, …

  • Reprocessing in different third-party application environments: EDM, career management system, payroll, … 

After:

  • No more stress for the employees in charge of the project

  • More computer scientist

  • Campaigns processed in less than a month

  • Immediately takes into account changes of any type: change of business rules, change of document presentation, etc.

  • Validation by business rules

  • No more intermediate printing

  • No more errors and no more reporting back to the DG

  • No more paper: automated emailing, employee safety deposit box

  • Automatic powering of third-party systems

Documents: Documents: career development, action distribution, emails, 5 Osidoc users
Multilingual operation of the solution

Exploitation mode: Exploitation of Osidoc in interactive and batch mode

Project: Drafting of any document related to the collaborator

3

Before:

  • Assisted processes developed by IT and integrated to the HRIS
  • Cost of an assisted process: 6 to 12 months of computer assistance (example: reduction of working time, teleworking, paternity leave, …).
  • Centralization of all the drafting and validation of documents at the head office in Paris.
  • Lack of flexibility for the evolutions of the graphic charter as well as for the evolutions of the business rules: V cycle with corresponding IT costs.
  • No customization
  • Use of Word templates in the face of shortcomings, speed of update and IT costs
  • Sensitivity of the subject generating stress for the employees concerned
  • Validation with multiple prints before transmission
  • Process slowness with the central tools being out of phase with the reality in the field
  • Recurring errors generating numerous “restatements” and reporting of errors to the Group General Management, …
  • Reprocessing in different third-party application environments: EDM, payroll, … 

After:

  • No more stress for collaborators
  • Offshoring of editing functions to operational sites with automatic or centralized validation at headquarters
  • Processing speed and overall consistency HRIS
  • Immediately takes into consideration changes of any type: change of business rules, change of document layout, etc.
  • Customization of product documents
  • Business rule validation: automation
  • No more intermediate printing
  • No more errors
  • – No more paper: automated e-mailing, employee safe, e-signature, automatic registered letters
  • Automatic powering of third party systems, HRIS, EDM, …

Documents: Contracts, amendments, requests of all types (telework amendment, request for paternity leave, absence authorizations, …)➔gestion of the relationship with the employee.

Several hundred Osidoc users in France only.

Exploitation mode: Operation of Osidoc in batch mode (mass generation of seasonal contracts), transactional and interactive mode.

Crédit Mutuel / Groupe ARKEA:

Decision makers: CIO and Desktop Publishing

Project: Industrialization of the document workstation in backoffice: 370 agencies and more than 20 companies

3

Before:

  • Use of Word models because the tools set up by the IT department did not correspond to the needs.
  • Management of the letterhead paper of the entities processed by the agencies with the corresponding storage space.
  • Customization of Word templates by almost every user: no real graphic charter, spelling mistakes, document without conformity, …
  • Validation circuits with multiple intermediate prints
  • User specialization by process
  • Slow response time
  • Use of local printing facilities, mail service
  • Loss of information in many cases at the customer file level
  • Reprocessing in different third party application environments: business applications, EDM, BI, …
  • Excel entry of back-office mail processing statistics by branch managers: BI

After:

  • Unique exploitation of the Osidoc tool with removal of Microsoft Word from workstations
  • Centralized update of models
  • Traceability of all mail
  • Removal of letterhead paper
  • All users can use the same process without any training in Osidoc.
  • Content and presentation compliance with customization of responses
  • Automated validation circuits without any intermediate printing
  • Immediate responses to customers
  • Optimization of the publication of documents: Use of central printing facilities for customers without e-mail addresses 0 Sending emails with documents attached or in the body of the email Suppression des imprimantes locales des agences
  • Removal of agency mail services
  • Automated reprocessing in different third party application environments: EDM, BI, business applications, …
  • IS integrates and coherent in real time without retyping
  • Automated statistical data for BI

Documents: Letters of all types (response to complaints, requests for information, commercial requests, … up to commercial credit offers, … (simple and complex documents), e-mails

5.000 Osidoc users in interactive (mode).

Natixis et Crédit Agricole CIB – Legal Affairs Corporate:

Decision makers: Legal Department

Project: Outsourcing of the drafting of contractual documents at the level of operational entities worldwide: hedge fund, asset manager, final term, FBF, …

3

Before:

  • Use of Word models because the tools set up by the IT department did not correspond to the needs.
  • Publication of templates and completion instructions at the operational level with Excel spreadsheets for liaison with the centralized legal department
  • Reprocessing by the legal department of all contractual documents with round-trips
  • Validation circuits with multiple intermediate prints
  • User specialization by process
  • Slow response time
  • Use of local printing facilities, mail service
  • Loss of information in many cases at the customer file level
  • Reprocessing in different third-party application environments: business applications, EDM, Compliance, BI, …

After:

  • Unique exploitation of the Osidoc tool with deletion of Microsoft Word templates
  • Centralized update of models
  • Traceability of all models
  • Removal of letterhead paper
  • All users can use the same process without any training in Osidoc.
  • Content and presentation compliance with customizable responses
  • Automated validation circuits without any intermediate printing
  • Immediate responses to customers
  • Optimization of the publication of documents : Use of central printing facilities for customers without an email address o Sending emails with documents as attachments or in the body of the email
  • Automated reprocessing in different third-party application environments: business applications (I wrote the …), EDM, BI, …
  • IS integrates and consistent in real time without retyping

Documents: Letters of all types and complex contracts in all fields, emails

Several hundred Osidoc users

Exploitation mode: Multilingual operation of the solution, Interactive exploitation of the solution

Insurance

Natixis Life France, Luxembourg and Belgium:

Decision makers: Legal and Commercial Department

Project: Life insurance underwriting process used by the indirect sales network + urbanized back-office operation with ERP Solife (publisher Vermeg) and Custy (publisher of the same name)

3

Before:

  • Use of approximately 42 pre-printed documents for contractualization, multiplied by the number of languages managed.
  • Multiple storage of preprints
  • Publication of the pre-prints to the entire sales network with the instructions for use.
  • Physical training of sales representatives on products for sale and how to fill preprints.
  • Manual entry of all subscription data by sales representatives and collection of the legally required documents: generally at the restaurant 😊.
  • Physical delivery of the pre-prints completed to the centralized backoffice in Luxembourg, Paris, Brussels.
  • Data entry by the backoffice in business applications
  • Scoring of commercial offers and validation or returns and multiple exchanges with sales representatives: a part is missing, the pre-printed is not the right one, …
  • Slow response times implying that the sales representatives and generally the customers give up.
  • Loss of network sales representatives due to slow processing of back offices.
  • Reprocessing in different third-party application environments: business applications, EDM, Compliance, BI, …
  • Microsoft Word process for all back-office management actions

After:

  • Unique exploitation of the Osidoc tool with deletion of all preprints
  • Abolition of training for sales representatives
  • Centralization of the publication: e-mails, e-signature, …
  • Automatic transfer of data to back offices with almost immediate scoring
  • Content and presentation compliance with customization of offerings
  • Automated validation circuits without any intermediate printing
  • Near-immediate responses to clients
  • Automated reprocessing in different third-party application environments: business applications (I wrote the …), EDM, BI, …
  • IS consistent in real time without retyping
  • Urbanization of Osidoc for the generation of documents in backoffice for all management acts

Documents: Complex subscription contracts, backoffice management acts (change of beneficiary clause, additional payment, annual statements, …)

Several hundred Osidoc users

Multilingual exploitation of the solution

France Mutuelle Group (GFM):

Decision makers: General Management and CIOs

Project: Replacement of the company’s 3 publishing tools. This technical project has been transformed into a business project to digitize processes.

3

Before:

  • Operation of an home-made tool developed internally in interactive mode and integrated with the ERP AIA (CSC editor)
  • Leveraging a commercially available batch solution
  • Use of the Cristal Report and Jasper Report development tools in transactional mode.
  • Cost of IT developments too high
  • Slow reactivity to update documents
  • Slows down the creation of new products 

After:

  • Urbanization of Osidoc in the 3 modes
  • Integration with third-party solutions such as AIA, Salesforce, EDM, mass publishing (printing, emailing, …)
  • Optimization of document publication 
  • Rationalization of processes

Documents: Simple and complex documents associated with all areas of the business

Several hundred Osidoc users

Exploitation mode: Multilingual exploitation of the solution

Real Estate

BNP PARIBAS Real Estate:

Decision makers: CIOs

Project: Transaction, rental, HR, … “publishing”

3

Before:

  • Production of commercial documents, renting, management, … based on direct mail merging
  • 600 salespeople who spend more than 50% of their time on commercial offers instead of trading
  • No publishing in the SI sense

After:

  • Urbanization of Osidoc in the BNPP RE IS as a publishing tool
  • Implementation of Osidoc for the automatic generation of commercial offers in transactional mode for the removal of all semi-automatic processes data export and Microsoft Word mail merge.
  • Integration of 3 market products for the generation of offers: SAP, SIBEL and a geolocation system
  • Implementation of the new Osidoc Powerpoint module with full automation of the generation of commercial offers, including the generation of Powerpoint documents
  • Other projects done after the implementation of Osidoc directly by the client’s business teams, MOA, AMOA and DSI : o Lease generation
  • Production of salaried contractual documents
  • Contracts of all types under construction, transaction, management, rental.
  • Mail of all types and all areas in the backoffice.

Documents: Construction, sale, rental, management (from the simplest to the most complex)

Several hundred Osidoc .

Exploitation mode: Exploitation of Osidoc in all its forms (batch, transactional, interactive) and completely urbanized. Creation of an internal Osidoc service in the IT Department to “serve” all internal customers in all domains (MOA or AMOA profiles).

FNAIM : real estate syndicate federating 10.000 agencies

Decision makers: CEO, CIO, … everyone … because member …

Project: All areas of real estate (transaction, rental, HR, … ) + ERP link + e-signature

3

Before:

  • The legal department ensures the provision of pre-prints for its members, the 10,000 agencies in all areas
  • The legal department uses Microsoft Word to create and update preprints.
  • Internally validated Word documents are sent to a graphic designer for formatting of the pre-prints.
  • The FNAIM DJ validates the documents produced by the graphic designer.
  • The graphic designer sends the documents to a printer for “proofing”.
  • Validation by the Graphic Designer and the DJ for the production of the preprints
  • The printer, after printing orders, informs the 10.000 agencies of the availability of the preprints for order at the printer.
  • In parallel, the DJ makes Word documents available on the site of its members and also to a real estate ERP software publisher partner of the FNAIM distributed to members for integration in an automated editorial staff.
  • Time of the updates of the preprints: minimum 6 months
  • Operational risk of non-compliance of agency documents: minimum 6 months to several years because preprints are ordered in bulk from the printer to benefit from better prices.
  • Training courses organized in the regions by the FNAIM to train in particular in the “filling” of preprints: 40,000 sales representatives with 4 to 6 weeks per year.
  • Complete shift in the level of the updates of the documents of the ERP publishing partner because a development is to be engaged for the updates produced by the DJ (report: automated documents several years old … for reasons of development costs).
  • A survey has shown that more than 90% of the sales orders produced by the FNAIM network were false and therefore denounceable from a legal point of view (in particular for a false agency clause).

After:

  • Removal of web and printer pre-prints: document updates are entirely handled by the DJ
  • Implementation of 2 uses of Osidoc with customization of the branding at each agency: Downloading of pre-prints integrating the security of the proxy clause (automatic and correct): for the irreducible agencies
  • Assisted writing
  • Abolition of training in the regions because sales representatives are trained through the use of Osidoc.
  • Automated updates for all channels, including ERP, e-signature …
  • Total elimination of the operational risk of legal error (wrong version and use)
  • No more storage of preprints in the agency (square meters)
  • Speed of logistic processing by the agencies

Documents: Construction, sale, rental, management, HR, … (from the simplest to the most complex)

40.000 Osidoc users: 95% in French and 5% in English

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