Administration

Open Text solutions encompass the management of common capital assets including buildings, property facilities and equipment, as well as phases of the project lifecycle of construction facilities. These solutions can be tied to your Enterprise Resource Management (ERP) systems, such as mySAP.com Enterprise Suite.

Open Text Facilities, Fleet & Equipment Management delivers this functionality with the following components:

Software: Archiving & Imaging, Business Process Management, Document Management & Collaboration, Compliance & Governance, eLearning and Corporate Training, Extensions for SAP Solutions, Project Management

Supplemented by Business Content (e.g., predefined workflows) to give you a head-start in configuring workstreams and processes, Consulting Services, Training and Support tailored to meet your requirements.

Activities

Facilities, Fleet & Management involves Asset Management, Fleet Management, Policies & Regulations Management and Property Disposal.

Asset Management

Ageing assets, tougher regulatory compliance, and increasing security requirements drive up the acquisition and maintenance costs for equipment. As a result, some best practices for professional asset managers include:

Manage your contracts, drawings, manuals and maintenance instructions with our solutions, and associate the unstructured content to the corresponding information in your ERP system.

Our solutions can:

  • find the necessary unstructured content based on the location of the asset itself
  • help you ensure that maintenance and operations staff have the appropriate training for the tasks that they perform

Solution Adaptations: Archiving & Imaging, Business Process Management, Document Management & Collaboration, Extensions for SAP Solutions, Project Management.

Fleet Management

Ageing fleets, tougher regulatory compliance, and increasing security requirements drive up the acquisition and maintenance costs for fleets. As a result, some best practices for professional fleet managers include:

Our solutions can:

  • Manage your contracts, drawings, manuals, maintenance instructions in Livelink ECM, and associate the unstructured content to the corresponding information in your ERP system
  • Find the necessary unstructured content based on the location of the asset itself
  • Help you ensure that maintenance and operations staff have the appropriate training for the tasks that they perform

Solution Adaptations: Business Process Management, Document Management & Collaboration, Extensions for SAP Solutions,

Policies & Regulations Management

Open Text solutions, such as document lifecycle management and Web content management, address:

  • Extensive content management and publishing requirements introduced by temporary and permanent directives, handbooks and notices
  • Enterprises with global challenges in managing the policies, procedures and regulations that cover the acquisition, maintenance, and disposal of property

Solution Adaptations: Compliance & Governance, Document Management & Collaboration, eLearning and Corporate Training.

Property Disposal

Property disposal involves:

  • Supporting documentation (contracts, photographs, drawings, maps, manuals) associated with the real estate or equipment being disposed
  • Disposition of hazardous property presents additional requirements to ensure compliance with applicable federal, state and local environmental laws and regulations
  • Best practices call for the implementation of review and approval workflows, as well as integration with your ERP system

Solutions for content management, workflow (business process management), and Enterprise Application Extensions

Solution Adaptations: Business Process Management, Compliance & Governance, Document Management & Collaboration, Extensions for SAP Solutions

Environment, Health & Safety

Business Goals

  • Maintain a secure and safe environment
  • Reduce risk to people and property
  • Manage changes in accordance with safety policies
  • Respond to incidents quickly and effectively
  • Comply with internal policies and legal requirements

Organizations must produce accurate information on demand in order to comply with government regulations from environmental agencies such as US Environmental Protection Agency (EPA), and occupational health and safety agencies such as US Occupational Safety and Health Administration (OSHA). These regulations affect many areas of your organization, including engineering, project management, quality assurance and vendor management. All these groups must collaborate and quickly distribute, review and approve drawings and documents in a secure repository, with strict version control. Furthermore, compliance must be demonstrated through auditable processes, and all supporting documentation must be retained as records according to appropriate file plans.

Open Text solutions ensure that emergency and hazardous materials policies and change management procedures are followed with appropriate versions of all internal documentation, as well as required material safety data sheets. Learning management solutions enable you to deliver and ensure that employees are appropriately trained in compliance with EH&S standards, policies and regulations.

Open Text solutions for Environment, Health & Safety deliver this functionality with the following components:

Software:

  • Livelink ECM - Accreditations Server
  • Content Lifecycle Management
  • Eloquent Media Server
  • Business Process Management, Compliance & Governance, Document Management & Collaboration, Records Management
  • Supplemented by Business Content (e.g., predefined workflows) to give you a head-start in configuring workstreams and processes, Consulting Services, Training and Support tailored to meet your requirements.

Activities

  • Environment, Health & Safety involves Document Lifecycle Management, Employee Certification, Incident Management, Management of Change and Records Management.
  • Document Lifecycle Management
  • Livelink ECM Document Lifecycle Management solutions ensure that all your employees have access to the most up-to-date policies and standard operating procedures (SOPs).

All documents are managed in a central, secure repository under strict version control. Changes are managed through review and approval workflows, in which authorized approvers can affix their signature electronically. Access to documents is recorded, and the audit trail is available for inspection. SOPs - along with operating instructions, maintenance and repair instructions, material data safety sheets and emergency response instructions - are available to staff via a Web-based interface.

Solution Adaptations: Content Lifecycle Management

Employee Certification

Employees must be trained to maintain a safe work environment, prevent dangerous incidents, report incidents when they do happen, and protect the environment. Livelink ECM provides solutions for learning management and employee accreditation that let you put programs into place to maximize employee effectiveness in the key areas of health, safety and the environment.

Solution adaptations: Livelink ECM - Accreditations Server, Eloquent Media Server

Incident Management

Open Text's case management solutions mean you can respond to incidents involving the health and safety of your employees, ensuring their protection and compliance with regulations.

Solution adaptations: Business Process Management, Compliance & Governance, Document Management & Collaboration

Management of Change

If your company's processes can harm employees or the environment, you need strict control over those processes, to ensure that all changes are well-engineered and implemented, and all staff well-trained. Open Text solutions help you implement best practices in business process management and automated Web-based workflows to manage the documentation, drawings, review, approval and certification requirements for your Management of Change process.

Solution Adaptations: Business Process Management, Compliance & Governance, Document Management & Collaboration

Records Management

Organizations must retain documents related to employee health, workplace safety and environmental hazards, according to a file plan that complies with legal requirements.

Open Text Records Management solutions can help you implement compliant solutions for archiving and records management, based on the best practices for your industry.

Solution Adaptations: Records Management

Travel Management

Business Goals

  • Ensure compliance with corporate travel policies
  • Reduce the cost related to travel expense and administration
  • Improve collaboration when negotiating contracts with travel vendors
  • Eliminate unnecessary travel through virtual meetings

Travel is often necessary in order to engage in face-to-face conversations with customers, partners and project team members - especially at companies that have operations in distributed locations.

Open Text solutions let you manage travel processes. The cost and effort required for employee expense report processing can be reduced by enabling employees to submit and approve expense reports and credit card purchases directly from their email client. Paper can be reduced or eliminated by supporting image, fax, and electronic document capture and workflow processes for the expense report and associated receipts. Travel administration can ensure compliance by providing access to policies and procedures, delivering training in travel systems and procedures, and collaborating with travel providers in secure, Web-based workspaces. Management can monitor the performance of travel providers, as well as incurred travel costs, by looking at reports delivered directly to their desktops.

Open Text solutions for Travel Management deliver this functionality with the following components:

Software: Business Process Management, Document Management & Collaboration, Enterprise Portals, Extensions for SAP Solutions, Extensions for Oracle, Project Management

Supplemented by Business Content (e.g., predefined workflows) to give you a head-start in configuring workstreams and processes, Consulting Services, Training and Support tailored to meet your requirements.

Activities

Travel Management includes Travel Expense Management, Travel Planning, Supplier Collaboration and Virtual Meetings.

Travel Expense Management

Open Text solutions enable organizations to manage employee expense report processing for travel and one-off expense-related items. The solutions feature:

  • Imaging solutions for out-of-pocket expense receipts
  • Process integration for manager approval
  • Integration with corporate credit card vendor records for automated receipt management
  • Posting to your Enterprise Resource Planning (ERP) system
  • Credit card statement capture and processing
  • Workflow routing for review, approval and exception handling
  • Integration to accounts payable