Success story
MAN Diesel & Turbo SEIndustry• Engineering, Construction & OperationsSolutions• OpenText™ Extended ECMfor SAP® Solutions• OpenText™ Application Governance &Archiving for Microsoft® SharePoint®

Digitized processes provide legal
security at MAN Diesel & Turbo
OpenText Extended ECM for SAP Solutions provides
information to staff in a business context

Results
Provided legal security via
digitized processes
Decreased search time andcost with documents in thecorrect context
Reduced the extent and durationof follow-up projects with a central
OpenText platform“OpenText was able to satisfy our core demand toprovide information in context. Extended ECM forSAP Solutions offers seamless integration withboth SAP and Microsoft.”
Achim Wilke

Head of the OpenText project
FGIIWC Content & Workplace
MAN Diesel & Turbo SE

Digitized processes provide legal security at MAN Diesel & TurboMAN Diesel & Turbo, headquartered in Augsburg, Germany, is theworld’s leading manufacturer of large-bore diesel engines andturbo-machinery. The company employs around 14,900 staff at morethan 100 international sites, primarily in Germany, Denmark, France,Switzerland, the Czech Republic, India and China.
The company develops two-stroke and four-stroke engines for marine
and stationary applications, turbochargers and propellers, in addition
to gas and steam turbines, compressors and chemical reactors.
Complete solutions such as ship propulsion systems, engine power
plants and turbo-machinery units for the oil & gas sector, as well as
the process industries, complete the range of products and services.
Customers receive worldwide after-sales services marketed under theMAN PrimeServ brand.
Diesel engines in container freighters or luxury liners are some of thelargest products in the world and also among those with the longest
lifespan. They have to function for decades and be regularly maintained.
One of the world’s leading manufacturers in this field, MAN Diesel &Turbo, needs to keep important technical documents for a minimumof thirty years and sometimes indefinitely. This is necessary for thecompany to ensure high-quality maintenance and successfully refute
any claims for liability arising from alleged construction faults. In order
to be able to access the documents reliably at any time, MAN Diesel &Turbo is digitizing its business processes with OpenText Extended ECM
for SAP® Solutions and OpenText Application Governance & Archiving(AGA) for Microsoft ® SharePoint ®.
TMTMDigitization provides legal security“Documents are one of the most important triggers of businessprocesses in our company, including emails, faxes and letters,”
said Achim Wilke, FGIIWC Content & Workplace, MAN Diesel & Turbo
SE and head of the OpenText project. “Every time a new service orderreaches us, a new transaction is created. This includes data fromour main SAP system and also a large number of documents—fromorder and underlying contracts and correspondence to maintenancereports. As a result, there is an entire file of documentation for everytransaction. In After-Sales Service alone, some 4,000 new documents
are created every day,” notes Wilke. Most documents are subject tosome level of retention guideline and have to be stored in a legallycompliant way. For example, contracts have a retention period of fifteen
years and all invoice related documents have to be stored for ten years
in an auditable way and be readily retrievable.
Records Management was therefore a central requirement in selectinga suitable solution for Enterprise Information Management (EIM). Record
Management functionality is a standard part of OpenText Extended ECM
for SAP Solutions. Another factor in favor of the OpenText solution is theseamless integration with Microsoft® SharePoint®.

Documents available in context reduce search times
and costs

Paper documents, files on staff computers, messages in personal
email accounts and a large number of local digital archives are familiar
problems for many companies. Staff cannot find documents straightaway and often have to waste time searching for them.

“We have received
thoroughly positive
feedback from staff
regarding the userfriendliness of theOpenText solution. The
training sessions only
lasted an hour as well.”Achim Wilke

Head of the OpenText Project
FGIIWC Content & Workplace
MAN Diesel & Turbo SE

Digitized processes provide legal security at MAN Diesel & Turbo“My colleagues work with different applications. For example, whencorresponding with a customer by email, they need information
directly in Microsoft ® Outlook ® . If they are entering order data in SAP,
they want to use the SAP interface to be able to consult the relevant
service contract. If they are searching for different files concerning
the same customer, they would use Microsoft SharePoint, thesecond central system in our company. So information has to beavailable at the right place in a process and the staff member must
be able to use their favored tool to access it. OpenText was able tosatisfy our core demand to provide information in context. Extended
ECM for SAP Solutions offers seamless integration with both SAPand Microsoft,” said Wilke.
Approximately 1,000 service staff in Germany and Denmark now workwith OpenText and archive over 4,000 process-related transaction filesof this kind every day. In many service processes of MAN Diesel & Turbo,
paper-based transactions are now a thing of the past as gradually, theexisting paper files are being digitized. In the future, they will no longer
have to spend time on searches, maintaining paper archives and thelarge number of their previous digital archives.

Implement once for unlimited digitizing“We have received thoroughly positive feedback from staff regarding
the user-friendliness of the OpenText solution. The training sessions
only lasted an hour as well,” said Wilke. “We are already seeing thevalue of OpenText’s integration capabilities in our systems landscapeand user acceptance is a major factor in the success or failure of IT
projects in companies.”
The OpenText implementation in the service unit of MAN Diesel & Turbo
is only the start of providing consistent electronic document management
for all business processes in the company, with many new projects alreadyunderway. From April 2015, an additional 100 users in Quality Management
will be working with the solution.
“The importance of the OpenText infrastructure in our company isincreasing with time and the expense and effort of additional follow-on
projects is being reduced,” said Wilke. “Also our maintenance requirements are being reduced in the medium and long term, through thereplacement of old systems. Finally, the opportunities for customizing
are so extensive, that we do not need to undertake any programming.
Working only with the standard product is a significant plus point of
the solution for us in IT.”

About OpenText

OpenText, The Information Company,
enables organizations to gain insight
through market leading information
management solutions, on-premises orin the cloud. For more information aboutOpenText (NASDAQ: OTEX, TSX: OTEX)
visit opentext.com.
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