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 DEALER DOCUMENT PORTAL (DK + S) VEHICLE CERTIFICATES & PRE-REGISTRATIONS (SCANDINAVIA) PRINT & ARCHIVE DOCUMENTS (EUROPE) LAN & TELECOM OFFICE AUTOMATION HELPDESK (DK + S) PROJ. MANAGEMENT POLICY COMPLIANCE (EUROPE) PRODUCTION SUPPORT (EUROPE) European Marketing and Sales Systems

Two important documents when selling a new car … CertificateType certificate

The complicated paper flow … Mazda Europe Mazda Motor Denmark Mazda dealer Sun UnixWindows 2000 Borland Database Certificates Type certificates FTP text-file Filled in manually Manual archiving Archiving on InfoCD Manual archiving Manual submission Corrected when modifications 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 UnixIBM iSeries OS/400 & DB2 Certificates Type certificates FTP text-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 solution The 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 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.