Effective document portal via the Internet Joan Ottosen, IT Manager at Ford Motor Company The restructuring of a complicated paper flow to an electronic.

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

The IT Organization

WEB ADMIN DEALERDOCUMENT PORTAL

(DK + S)VEHICLE

CERTIFICATES &PRE-REGISTRATIONS

(SCANDINAVIA) PRINT & ARCHIVE DOCUMENTS

(EUROPE)

LAN & TELECOMOFFICE AUTOMATION

HELPDESK(DK + S)

PROJ. MANAGEMENTPOLICY COMPLIANCE

(EUROPE)PRODUCTION

SUPPORT(EUROPE)

European Marketing and Sales Systems

Two important documents when selling a new car …Certificate Type certificate

The complicated paper flow …

Mazda Europe Mazda Motor Denmark Mazda dealer

Sun Unix Windows 2000Borland Database

Certificates

Type certificatesFTPtext-file

Filled inmanually

Manual archiving

Archiving on InfoCD Manual archiving

Manualsubmission

Corrected whenmodifications

Urgent pick up

1. The certificates are received via FTP and are saved. Users at NSC have access to data

2. The certificates is printed via FordNet at NSC

3. The Type certificates is filled in manually based on the certificates

4. The 2 documents are saved on paper until delivery to the dealer

5. The documents are send via Post Danmark or picked up by the dealer

6. The certificates is transferred externally to CDROM for archiving for the users at NSC

The electronic Workflow …

Mazda Europe Mazda Motor Denmark Mazda dealer

Sun Unix IBM iSeries OS/400 & DB2

Certificates

Type certificates

FTPtext-file

Online control and access to archive Online realization and access to archive

1. Certificates are received via FTP and are saved as PDF documents

2. The users at NSC release those cars, which the dealers need access to realize

3. Type certificates is created as PDF documents, once the dealer realize the car

4. All documents is printed locally at the dealer

Document portal

on the Internet

The Document Portal

The business solutionThe 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 …

1. 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.

2. 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.

3. 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.

4. 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.