About the company

GECO company is the biggest distributor and seller of tobacco products and lottery products in the Czech Republic. Since 1991 it has supplied cigarettes, tobacco, smoking accessories and lottery tickets all over the country. It has been established successfully also in Slovakia and Germany. The company turnover for 2017 was EUR 1,944 million.

Initial situation

GECO company management decided to implement a company document management system (DMS) and as a suitable pilot project they chose covering of selected scenarios of the HR department. GECO selected IXTENT company, as its long-term supplier in the field of data archiving means, to prepare an initial analysis in order to define the exact requirements.

The analysis was performed in presence of the end user representatives, employees of the IT department of GECO company from February to March 201 and the supplier of the application for electronic document confirmation by means of the Dynamic Biometric Signature (BMS) technology which was supposed to be combined with the DMS system in a unified solution.

In connection with the strategic plans of GECO company and the implemented initial analysis, IXTENT company was asked to submit a binding offer for DMS implementation for selected HR department scenarios based on the OpenText platform whose selected modules (including the electronic archive) have been used by GECO in the long run.

Solution

After having won the tender, IXTENT company brought dramatic changes to GECO as regards the work of the HR department in the field of handling employee documents. Previously, GECO used the Elanor system where HR employees printed all the documents, signed them physically, then scanned and saved on the disk without any security and integration.

As the optimum innovative solution for the outdated HR agenda, they chose OpenText Content Suite with sophisticated document management and processing tools, possibility of integration of other open applications which can cooperate/can be interconnected with other systems.

As part of the OpenText line of products, Archive Server was also implemented (as a qualified storage site), integration for SAP was performed, Archive link was installed (to make the documents in SAP accessible) as well as Enterprise scan (for conversion of paper documents to electronic ones), Document pipelines (an archive component for bulk archiving) and last but not least also IXTENT Smart Document Flow which extended the possibilities of the actual DMS and enabled creation of a tailor-made product.

By means of Smart Document Flow, IXTENT company created an application bridging various web services in order to achieve a final solution which is more comfortable for integration. The unification process resulted in calling to/from the system using a single method. GECO company also uses an application for biometric signature (supplied by a third party).

Solution benefits

Currently GECO has an automated HR agenda administration process, which means faster work of the department and connected labour savings, is environmentally friendly with regard to the lower amount of paper used, ensures company processes in compliance with GDPR, handles documents safely and enables a quick access to them.

Libor Beneš, the manager of the IT department in GECO, pointed out: “The HR department now has more effective tools for their work, their efficiency has increased, and they do not have to travel to other branches so frequently or send so many documents by post.” Mr Benše also said: “Another benefit from the solution is unification of processes, contracts, document templates, stocktaking, order in all the documents and clearly defined processes which cannot be circumvented.”

The new solution covers the total of 1,600 users within 600 standard licences and 1,000 read-only users. IXTENT also provides GECO with the application support and software maintenance. Currently they are working on the solution rollout to Slovakia. Libor Beneš from GECO added in conclusion: “I would recommend transferring to paperless HR solution to other companies. Our HR department is more effective than ever before. The dynamic biometric signature is better than certificates which are charged for and require more expensive administration and regular modifications.”