HDS Corporate and Product Presentation. Headquartered in Paris, France, Hamilton Data Services (HDS) was created in 2003 and offers a wide range of cloud-based software solutions for managing business processes and data flows, creating and sending secure electronic documents. Products include applications for managing travel and expense notes, invoices, purchase order requests, sales and service contracts, sales bonuses and discounts, pharma events etc.
Mobile teams, and increasingly changing legislation and compliance requirements mean that making quick, smart decisions becomes more and more difficult. HDS products enable businesses to improve process efficiency and back-office productivity, to increase transparency of where money spent, and to ensure compliance with internal rules and legislation.
Hamilton Data Services - Cloud-based business applications
1. BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Click to edit Master subtitle style
HAMILTON DATA SERVICES
Business Process Applications and Services
2. Company Overview
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
15 YEARS OF EXPERIENCE PROVIDING BUSINESS
APPLICATIONS AND DATA SERVICES
Headquarters in France, 3 Offices in
Russia, Eastern and Western Europe
100+ employees
Highly skilled staff: 75% project
managers, IT engineers, R&D
Servicing over 100 large international
organizations
Certified ISO 9001 & ISO 27001
3. A few of our customers…
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
4. International Presence
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Service Centers
Global Service Center in
Bulgaria
Regional Service Center in
France
Regional Service Center in
Russia
Clients in 12 countries
Western Europe :
UK, France, Germany
Eastern Europe :
Russia, Ukraine, Kazakhstan, Bel
orussia, Armenia, Azerbaijan, Geo
rgia
South Eastern Europe :
Bulgaria, Greece
Single users
United
States, Spain, Italy, Poland,
Hungary, other
5. HDS specializes in
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Flexible, business applications designed to:
• Improve and accelerate decision making
• Reduce costs
• Increase operational efficiency
• Meet compliancy requirements
6. Large SaaS Application Offering
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
TRAVEL & EXPENSE
SALES & AFTER SALES
Travel booking & Authorization
Travel Agency billing approval
Expense Report Approval
Marketing Events and Congress
management
Sales Contracts
preparation & Approval
Credit Control
Sales Bonus & Discount
After Sales
ONE PORTAL
PURCHASING & INVOICE
RECEPTION & MAIL DESK
Purchase Contract preparation
& Approval
Purchase Requisition
Purchase Invoice
Mobile Phone Invoices
Visitor access
management
Courrier and package
tracking
Meeting Room and
Shared Resource
Reservations
7. HDS Products
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Flexible, business process Applications
SaaS
Business Process Apps
–Expense Notes
–Travel Booking & Travel Orders
–Contract Management (HR, sales,…)
–Procurement / Purchasing
–AP Invoice Management
–Meeting Rooms & Resource scheduling
Secure Document Transfer
Secure Document
Transfer
Safety and
Security
– Pay slips, Invoices with compliant electronic
signature process
Safety and Security
– Visitor Access Management
– Incident Tracking
8. Current HDS SaaS Business Process Platform Architecture
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
High-performing, agile business
application hub
•Built on one common platform for all
applications (70% of code is shared
across all apps)
HDS
Travel
Management
•All customer-specific data and
functionality is parameter based
Reduced time-to-market for
application deployment!
Highly customizable, without extra
development time
HDS
Workflow
Engine
HDS
Expense
Reports
HDS
Purchasing
Approval
HDS
Business
Intelligence
HDS
Other
HDS
Invoice
Approval
HDS
Electronic
Archive
HDS
OCR
9. HDS SaaS Business Process Hub Architecture
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Sales Offices
ERP
CRM
Other
Vendors
Travel Agencies
Accounting Dept.
ONE PORTAL
Legal Dept.
Other Dept.
SCAN
Bpo
Providers
Third parties
CLIENT
Procurement
Dept.
10. Advantages
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
• Significant Cost Reduction and Productivity improvements (50%)
• Green initiatives - paperless environment!
• Compliance
– With company policies
– With local rules and laws (SOX,…)
– High complexity can be integrated easily
example: Pharma Industry + FCPA + Russian legislation
• Extensive language support
• Quality Service
– Help desk: 24/7 phone and email support available
– Customized SLAs
• Certified quality norms
– Information Security : ISO 27001 certified
– Quality Management : ISO 9001 certified
11. Expense Report Management – Main Features
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
• SaaS APP, accessible from anywhere - including
mobile!
• Adapted to your company approval workflows
• Manage multiple currencies and VAT rates
• Receipt and invoice scanning
• Extensive compliancy features and complete
traceability
• Automated reminders and escalations
• ERP and storage integration
12. Travel management
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
• Accessible from anywhere
• Pre-authorization by travel managers
• Interface with travel agency for ticket
reservation
• Directly interfaced with travel booking
platform
• Compliancy features and complete
traceability
• Adapted to your company approval
workflows
13. Procurement
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
• Accessible from anywhere
• Approval structure adapted to your
purchasing policies and approval hierarchy
• Tables for articles and suppliers
• Automated preparation and delivery of
requests for quotation and purchase orders
• Receipt confirmation in the system
• Match POs with invoices
14. Gesroom – Meeting Room Planner
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
• Centralize management of meeting rooms
with online interactive planning tool
• Manage equipment and vehicle
reservations, organize external or internal
catering orders
• Configure system to verify room capacity
and equipment availability.
• Manage recurring reservations
• Sends invitations to all participants
• Easily configure parameters to adapt to
internal procedures. Manage user access
rights.
15. eInvoice - Features
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
• Secure electronic document routing
platform
• Four step process:
• Upload documents (one or multiple, in
format you use)
• Sign and send with electronic
signature/certificates
• Confirmation of Reception
• Archiving and reporting
16. eInvoice - Advantages
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
• Save money - up to 50% over paper
invoicing
• Get paid faster
• Be more productive and save time.
• Traceability – complete event history
• Legal compliance – legal and tax audit
requirements
• Top security – electronic documents are
more reliable than paper documents
17. CASE STUDY
Adecco
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
• Using the eInvoice platform for the
delivery of thousands of pay slips each
month.
• Secure, encrypted documents
• Accessible at any time and archived
• Electronic certificate guarantees
authenticity
• Saved time and significantly reduced
paper costs
18. Security and Quality on Site
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
• Two products:
• TELEMAQUE – Visitor access management
• OMNIGARDE – Incident tracking and
reporting tools
• Adapted for specific industry requirements by
organizations such as SEVESO or national
defense sites.
19. Telemaque Visitor Management
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
• Manage the flow of visitors on and off site
• Telemaque manages over 18Mvisitors/year
• Define unique work flows that map to your
business practices
• Adapt easily to different countries, security
protocols and physical infrastructures.
• Integrate electronic scanning device/cameras
• Support for LDAP, Active Directory. Connect
via Web or API to CRM and ERP applications.
• On-premise or Cloud-based solutions
20. Telemaque Add-ons
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
• Pre-registration of visitors
• Coordinate taxis for visitors
• Manage couriers and packages
(sent, in-transit, received)
• Track and manage parking access for
visitors
• Key Keeper – manage lending of keys
21. Telemaque – AXA Banking and Insurance
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
• Major insurance company
• Monitors 8 sites, with 7,000
employees
• Interfaced with 8 different Access
Control Systems
• Manages the flow of visitors and
the movements of badges for the
employees
• This app will manage all 27 sites for
AXA in France in 2014
CASE STUDY
22. Telemaque – CEA Atomic Security
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
• Nuclear Authority in France
• Telemaque
•
•
•
•
Dedicated Data base, common for all CEA sites
Pre-registration and control of visits by
Security Officer
Management of physical zones with different
access rights.
350,000 visits by year
CASE STUDY
23. Omnigarde Incident Tracking
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
• Meets the real-time traceability requirements of
your supervision and security teams
• Integrates with existing Intrusion, Fire Detection
and Access Control Systems.
• Identity management, biometric identification
and authentication, event traceability and secure
duty logs
• Intervention reports
• Shift change controls, mission management and
planning
24. Omnigarde – DCNS Working Security
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
World leader in naval defense
Managing worker safety on naval
construction sites:
•
•
•
Workers must be registered 2-5 days
ahead
Report exactly where they will work and
level of danger for better incident
tracking and safety
Real-time guardsmen reader and
devices
CASE STUDY
25. CASE STUDY
Omnigarde
TF1- Safety and Security
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
French National Television station
Using Omnigarde for safety and
security incident tracking
• Create different groupings of incident
types
• Include guardsmen rounds data from
handheld data loggers
• Manages reporting for 150 security
guards in system
26. CASE STUDY
Telemaque + Omnigarde
Interxion - Data Center Safety Management
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
•
Multi Sites & Multi application Solution : Telemaque + Omnigarde
• Before Visit: Pre-registration by employee + Pre-approval by Security officer
• During visit: ID Reader / Biometric Control / Signature Tablet / WebCam => Badge Encryption +
Monitoring Geographic Rights
• Monitoring and Traceability of Visitor Flow
• Monitoring and Traceability of Parcel & Equipment Flow
• Management and Traceability of Incidents : fire detection / water detection / disease detection
Badge Encryption
Preregistration
Pre-Approval by
Security Officer
Telemaque
Omnigarde
ID Reader &
WebCam
Biometric
Authentication
Signature Tablet
for Visitors
Monitoring Rights in
Access Control System
Notas do Editor
The fact that it’s agile/flexible means you can manage complex compliance requirements with significant developments costs.Industry compliance and country complianceCompliance is part of the agility of workflow, feed by parameters (set up in tables ie. Tax compliance for Russia, health care compliance for Russia)Different parameters for countries in same application. Examples for industry and local compliance are the pharma industry and Merck in Russia. Again, pharma for events management. Sarbanes Oxley for large groups etc.
Interactive Planning – Graphic reservation of one or more resources Multi-criteria search – use using multiple criteria and filters when searching for rooms to reserve Material and services delivery – Manage equipment and vehicle reservations, organize external or internal catering orders Recurring reservations - Reserve rooms for recurring meetings over a set time Receipt delivery – A document is sent with reservation details to the person making the reservation, attendees, service suppliers Resource controls – Configure system to verify room capacity and equipment availability. Administration - Easily configure parameters to adapt to internal procedures. Manage user access rights. Planning – Provides reports of rooms to prepare, food to be delivered and service times.
The system accepts all formats so no need to change current invoice creation processs.The platform supports all types of electronic signatures and certificates. It is conform with local and European requirements.The reception confirmation happens before the user opens and reads the document. This is a legal requirement for electronic documents.ALL documents, signatures certificate records and event histories are automatically archived for 10 years. They are easily accessible for printing or local needs but there is no need for systematic local copies.
With the eInvoice solution, you can reduce your billing costs by 50%! You save on the cost of paper, postage and printing. You will also gain by reducing time spent on billing.And let’s not forget the environmental impact when you Dematerialize your invoicing! Get paid fasterThe eInvoice solution reduces the time needed to process invoices. It also eliminates factors that generate errors such as "I forgot", "It got lost in the mail", etc… The result is that you are paid much more quickly! Productivity gainNot only does eInvoice allow you to eliminate the manual process of entering, printing and mailing invoices, it’s also simple to automate mass billing. This results in a net gain in productivity for your business! TraceabilityWith eInvoice, you can be sure that your client has received your invoice. An email is sent and event recorded in eInvoice when the recipient clicks on the link delivering the invoice. A history is kept of all actions and messages pertaining to each document. Legal ComplianceRest easy knowing that with eInvoice your documents conform to tax and legal regulations pertaining to electronic invoicing. All documents are signed electronically and comply with the legal requirements of each country in the EU. They are also conforming to requirements for tax audits. Top Security!Electronic documents are more reliable than paper documents. The eInvoice platform offers the highest levels of security and reliability by using the tightest encryption and strict security norms. Documents are "transported" through the Internet encrypted and only those channels with appropriate access rights can view.
Need to add quantifying data to this slide!
Telemaque manages over 18Mvisitors/year
Pre-registration of VisitorsThis add-on allows receptionists, assistants and other employees to pre-register expected visitors. Pre-recording identity information about visitors saves time when they arrive. The pre-registration is also an extra security measure for companies that require the pre-registration of all visitors to their site. TaxisThe Taxi Add-on manages the registration of requests for taxis by visitors and employees, the identification of drivers, destinations and taxi departures and arrivals. The add-on can be used independently of TELEMAQUE. Couriers and packagesThis add-on allows employees to track the status of package deliveries (sent, in transit, received…). It assures the traceability of packages by transporter. The sender can receive an email when a package has been delivered. Parking accessThe parking access add-on manages parking spots and visitor vehicles when they are on site. A parking can be assigned when the visitor arrives or can be pre-registered and identified when he arrives at the parking lot. KeyKeeper - For companies with hundreds of keys it is necessary to quickly access the key. This add-on provides a virtual representation of the physical location of the key indicating where the key is and its status: present or borrowed. Keykeeper provides information about who borrowed the key. It is also possible to secure a key by allowing only certain people to borrow it.
Would be good to add a list of four or five customers, number of sites or specificities etc. Nothing too detailed, just for talking points
Would be good to add a list of four or five customers, number of sites or specificities etc. Nothing too detailed, just for talking points
Identity management – Each agent has a personalized password for entering the system. Biometric scanning is available as an option. Event traceability - Automatically tracks planned and time limited events Secure duty logs - Locked work areas means only the authorized agent can enter his own data. Shift supervision – The presence and location of security agents can be verified at any time. Filtering - Filter duty logs by event type for ease of information access. Intervention reports - Customized reporting for reduced data entry. Control panel - Mission management and planning. Shift change controls - At each shift change, all outstanding actions are displayed and the agent must click to confirm.
