The implementation of IXOS-Archive by Supported Software at Bayer in South Africa has had significant cost benefits, says Bayer IT Operations Manager Selwyn Lee.
Before implementing IXOS-Archive, Bayer used a document imaging system called ADOS distributed through Siemens. However, in 1997, the Bayer Group in Southern Africa upgraded to SAP R/3 and in 1998 decided to install a document imaging system that would integrate well with SAP R/3.
"There were only two products available in South Africa that were SAP R/3 certified at the time. Following an extensive evaluation a decision was taken to implement IXOS Software supplied and supported by Supported Software. The reason being that IXOS already had an established customer database in South Africa, as well as a strong network of support and expertise" says Lee.
In December 1998, Bayer purchased IXOS-Archive software from Supported Software, as well as the necessary hardware. Installation began in February 1999 and the system went live in March of that same year.
Bayer processes an average of 20 700 proof of deliveries (POD) each month at its national headquarters in Johannesburg and uses the system to scan in POD documents and archive these images. While the company administers its debtors processing centrally, all its branches and remote sites have access to the central system.
"IXOS-Archive integrated seamlessly with SAP R/3. As a result, users were not required to learn to use a new system and the benefits of the new software were seen immediately," remarks Lee.
Faster response to POD queries has been made possible with quick and easy retrieval of the scanned PODs from a computerised document archiving system. A faster response to these queries has resulted in a visible increase in the speed at which accounts are settled.
"The IXOS-Archive implementation has also considerably increased productivity and significantly reduced processing time and revenue costs related to delivery queries," reports Lee.
Another added benefit of the new system is that it has saved on office space, previously required to store hardcopies of documents, such as PODs.
"After the implementation of IXOS-Archive for the PODs, Bayer also implemented data archiving, which has significantly reduced the size of the database, making access time on the SAP database much faster," adds Lee. Considering that Bayer processes about 23 000 invoices and delivery notes, as well as thousands of other documents each month, the benefits of document and data archiving are immeasurable.
The company has also implemented additional SAP R/3 modules and successfully archived infrequently used financial, costing and profitability analysis documents. The migration of these documents from SAP R/3 to IXOS-Archive was completed in the last quarter of 2000.
Before performing document archiving on outgoing documents, another IXOS-Archive module - Forms Management - had to be installed. This gives the capability of archiving, in the original format, all invoices, credit notes, statements, etc.
"We are in the process of archiving sales documents and plan to archive material management documents early this year," says Lee.
He adds that Bayer is also considering refining its workflow system, whereby all documents would be scanned at a central scanning room or station. Scanned documents would be delivered automatically and electronically to the correct person in the appropriate department, such as debtors or creditors. This is expected to reduce errors, relating to lost documents and, therefore, save time.
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Bayer in South Africa
Bayer in South Africa is a subsidiary of Bayer AG, Germany, whose products have been available in this country for more than 90 years. The South African operation plays a key role in Bayer`s African strategy with more than 60% of the continent`s total sales generated here.
This chemical and healthcare group is structured into four business segments - Healthcare, Agriculture, Polymers and Chemicals, which comprise a total of 17 business groups.
The Healthcare segment is involved in the manufacture and distribution of prescription pharmaceuticals, laboratory diagnostic equipment, over-the-counter pharmaceuticals, such as Aspirin, and the Baygon range of household and garden products. The Agricultural segment has two business groups, providing crop protection and animal health products.
The Polymers and Chemical segments are involved in plastics, polyurethane, rubber chemicals, coatings colourants and special raw materials, fibres and speciality products which include dyes, organic and chrome tanning materials, optical brighteners and processing chemicals.
Supported Software
Supported Software (Pty) Ltd, a company in the JSE-listed IT group Datacentrix Holdings, has been providing IT infrastructure optimisation solutions for the top 200 South African companies since 1992.
Supported Software offers electronic business integration, document and data management and network storage integration services. The electronic business integration division integrates processes on disparate platforms and optimises resources, while the document and data management division focuses on SAP and Microsoft Exchange environments. The network storage integration division provides software, hardware and consulting services to large companies implementing enterprise-wide data storage solutions.
In these spaces, Supported Software represents major software solution vendors, such as ADIC, Computer Associates, IXOS, Landmark Systems, Sterling Commerce, Veritas and XcelleNet.