SUCCESS STORYYPTO Document Output
Solution Speeds Up B2B
Travel Document Production
Solution drives down costs more than 40 percent, increases
revenue, and speeds up document changes

YPTO NV is a wholly owned subsidiary of Belgian
Railways and provides information technology services
exclusively to its parent company. Over 480 personnel,
made up of a mix of full-time employees and contractors,
support the rail operator’s SAP® implementation, whichis central to their operations.

INDUSTRY

One of YPTO’s key areas of responsibility is the business-to-business (B2B) ticketingsystem. Today, over four million travel vouchers and other documents are produced annuallyfor business clients, including tour and travel operators, event companies, the European
Parliament, and the European Commission, and various private and public organizations.

• Unable to respond to customer requests

Over 200 document templates were used to manage document output for B2B tickets,and making changes, for example to a specific set of terms and conditions, could involve
updating 80 or more templates. With updates possibly taking weeks to complete, thisresulted in slow delivery to clients, risk of errors or inconsistencies in output, negative
impact on revenue opportunities, and incurred high costs. YPTO set out to addressthese issues and commenced a search for a solution with the main objective to reducecomplexity and increase agility with greater flexibility, while also reducing costs andopening up more opportunity to generate revenue.

Building on Previous Success with OpenText
OpenText™ Document Presentment for SAP® Solutions is used in the back-office environment
for document output management, leading YPTO to investigate how Document Presentment
could help solve their challenges within their SAP environment for B2B ticketing.
The selection process involved a number of criteria that had to be met. According toGerben De Vuyst, IT Architect, at YPTO NV, “We had clear criteria during our selection
process. The new solution had to enable reductions in the number of templates andalso the development effort to accommodate client requests for special events. Highavailability was a must too, as tickets are sold 24 hours a day, seven days a week. Also,tickets are delivered via a portal, so we have to ensure that they cannot be delivered

E N T E R P R I S E I N F O R M AT I O N M A N A G E M E N T

Information Technology

CUSTOMERYPTO NVCHALLENGES
quickly, impacting revenue• Lacked consistency in document output

across back-office systems• Time to production for new document layouts

too long and resource intensive

SOLUTIONS• OpenText™ Document Presentment forSAP ® Solutions

BENEFITS• Ability to respond quickly to requests helps

customer base and revenue growth• Reduced over 150 templates to just 12,enabling greater control over consistency• Document change requests can be completed

in hours rather than weeks• Eliminated redundant travel documents

preventing duplicates

SUCCESS STORY“With the new solution, when a change becomes necessary
we only have to make it once, not 75 times or more andit is immediately available on all relevant sales products.
This saves us an enormous amount of time; we can deliverin one day what used to take us a week. We also savemoney, up to 80% on development costs, plus we canensure consistency across the board.”
GERBEN DE VUYST, IT ARCHITECT, YPTO NV

twice. With the need to ensure branding guidelines are adhered
to and multiple channels, we needed one central application tocreate a unified solution.”

Since implementing the solution and being able to meet clientneeds much faster, nearly 40,000 new customers, each withmultiple travelers, have been added to the system.

After carefully considering their options, YPTO selected Document
Presentment for SAP® Solutions because the solution operates
seamlessly within their SAP environment, fitting perfectly with theircorporate SAP strategy.

Highly Reliable Solution Meets AllRequirements

Implementing in Partnership

In addition to being able to make changes rapidly, YPTO meets
their other requirements too. The solution is architected to behighly available using load-balancing, failover, and redundancy,with little, if any, downtime, and is proven to be highly reliable.
Over 98% of output is now accurate, with just a small number of
documents still requiring some optimization.

Belgian Railways has over 200 B2B sales products, each ofwhich can be varied to meet the needs of a client, for example
a specific event or period of time. As an example, a set of travel
conditions could appear on one or many templates, so maintaining “The solution is clearly very stable and mature, allowing us toconsistency was an arduous and time consuming task. YPTO concentrate on other areas where we can make advances. With
undertook a study to reduce the number of templates, identifying between four and five million documents output each year, wecommon parts and then redesigning them with Document have been able to far exceed what was possible with the old
Presentment for SAP Solutions. Working with local OpenText solution,” adds De Vuyst.
partner, Ordina, a member of the OpenText Partner Program for
SAP Competence, the number of templates was consolidated The output of travel documents can be in one of a number offormats. Via a client portal, output may be in the form of aand reduced to just 12.
PDF document, an email plus attachments, or a physical print.
“With the new solution, when a change becomes necessary we only
Whatever the channel, Document Presentment for SAP Solutions
have to make it once, not 75 times or more and it is immediatelyis able to meet the needs of YPTO, including specialist devices,available on all relevant sales products. This saves us an enormous
such as ticket printers that use special paper, similar to airline
amount of time; we can deliver in one day what used to take us aboarding passes. The solution also ensures that tickets are notweek. We also save money, up to 80% on development costs, plus
output twice by recording exactly what is output and when.
we can ensure consistency across the board,” explains De Vuyst.

Faster Document Changes Increase Revenue

Standardization for the Future
Since implementing the B2B travel document solution, YPTO
made the strategic decision to utilize it as a standard across theorganization for all document output needs.

Updates such as those to branding or standard terms andconditions are only a part of the ongoing template management.
While the cost savings that YPTO achieves by being able to makesuch changes faster are welcome, the real financial benefits are “We’ve been so impressed with the positive impact that OpenText
gained due to the agility with which they can meet requests for Document Presentment for SAP Solutions made that we now see
special events. For example, a client may wish to encourage or it as the gateway to the outside world. All projects that require
even insist that travel to an event is made by train, due to it being document output now use Document Presentment for SAP
Solutions, by default,” concludes De Vuyst.
more cost effective than air or car travel.
“We can meet client requests for their events within hours with YPTO’s use of Document Presentment for SAP Solutions already
OpenText Document Presentment for SAP Solutions. Previously, extends to freight operations, customer relationship management
such requests would take days or even weeks, often missing (CRM), customer complaints, and other areas. By the end of 2015,
client deadlines and consequently losing out on valuable revenue the aim is to use Document Presentment for SAP Solutions forevery output need, including retail passenger travel.
streams,” explains De Vuyst.

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