For SOCAR, documents like spreadsheets, presentations, proposals, contracts, video and scanned images were being created in ever increasing quantities, and this data was living all over the place, on desktop computers, consumer file hosting services, network drives, USBs and email. SOCAR’s enterprise applications including SAP are generating an endless stream of operational, structured data that when stored in SAP increased IT storage costs through database growth, and led to reduced system performance.
SOCAR implemented eBA Document Management to centrally store all company data, including the structured data from its SAP ERP as well as the unstructured data. Legacy data repositories were transferred to the new eBA Document Management Repository.
Time to Implement
> 160 hours
SOCAR is able to organize, control and provide fast and secure access to their structured and unstructured data in one central content repository. This had contributed to faster access to information and decision-making. SOCAR also achieved reduced operating costs (i.e. database) and better system performance of their SAP by archiving data onto eBA.
The expense reimbursement process was a manual time- consuming process that started with the claimant filling-out a hard-copy expense form, that was then routed to three levels of approvals, and upon top-level approval the form would arrive at AP for data entry into SAP and subsequent expense reimbursement processing in SAP AP. Data entry errors were commonplace, some forms would get lost mid-through the process and to get upper management to review and approve expenses was a very lengthy process due to frequent travel or insufficient time, resulting in incurred expenses taking months to get reimbursed.
Using eBA workflow with SAP integration, the employee now simply accesses a web- based expense form (created in eBA) with certain master data pre-filled, as well as various built-in rules (i.e. depending on amount of expense, either 1 to 3 levels of approvals etc.). Once the claimant submits the expense form, automated workflow kicks-in that routes the form to each approver for review and action. During this approval workflow process, the claimant can check anytime where the form is in the approval process and also gets automated notifications when further information is required so action can be taken. Approvers can access and approve the form from their mobile devices anytime, anywhere. Once fully approved, eBA workflow delivers the form to the AP department where the eBA/SAP Integration allows AP to auto continue the completion of the expense reimbursement via the SAP AP process.
Time to Implement
Expenses can now be approved in a matter of days with full visibility into the process for all actors. In addition, SOCAR estimates it has saved at least one FTE headcount in Accounting because the eBA process eliminated the need to rekey the expense reimbursement form details into SAP.