Following evaluation, we were confident that the offered solution was what we were looking for, not only because it was a modular solution, which we immediately embraced, but OpenText Extended ECM for SAP Solutions also created a direct link with our ERP system, and this was exactly what we needed.
As the largest authorized distributor of ICT products and services in Greece, Info Quest Technologies collaborates with more than 270 vendors, as well as more than 2,500 partners, system integrators, dealers, resellers and retailers. The company’s procurement department found that collaboration with many of these companies was manual and paper based. Hilde Vekeman, procurement manager at Info Quest Technologies, described the need to modernize the management of so many documents: “As a procurement department, we work with national and international vendors, logistics centers, banks, etc. We had a huge number of documents that were handled manually. To improve productivity, transparency and security, and in terms of archiving and auditing, we had a substantial need for digitalization and centralization of procurement processes.”
To support the search for a solution, the company turned to Uni Systems, a member of Quest Group, and an OpenText Reseller Silver Partner and OpenText Support Partner. Uni Systems specializes in design, implementation and support for integrated solutions and service delivery across Europe. When Uni Systems assessed the status of the company’s procurement department processes, it proposed OpenText™ Extended ECM for SAP® Solutions, built on OpenText™ Content Suite. “We evaluated the proposal with several departments involved in this project, including the logistics center/warehouse and accounting department,” Vekeman said. “Following evaluation, we were confident that the offered solution was what we were looking for, not only because it was a modular solution, which we immediately embraced, but OpenText Extended ECM for SAP Solutions also created a direct link with our ERP system, and this was exactly what we needed.”
Extended ECM for SAP Solutions provides a secure and centrally managed content repository for business processes, enabling the storage, control, transformation and retrieval of any type of electronic content and ensuring seamless integration with business applications, such as SAP®.
An integrated Enterprise Content Management platform
After working with Uni Systems to map out the department’s needs, the company implemented the solution. Vekeman noted that the project took longer than expected due to the pandemic: “COVID-19 was an obstacle and not everything went as quickly as we wanted. But we have been using the solution for more than nine months and the adoption is going very well,” Vekeman said. “OpenText was easily adapted into our day-to-day processes. We had no loss of documents—everything was in one place, the flow of information was automated and the platform provided quick access to documents. We are embracing the new solution and everybody is very happy with the result.”
The team acknowledged the invaluable support of OpenText’s partner Uni Systems in bringing the project to fruition. Rania Skordili, marketing director at Info Quest Technologies, said, “Uni Systems analyzed our business needs accurately and they know the OpenText solution very well. They quickly found the correct solution for us.”
Easy access to content via centralized repository
With roughly 18,000 documents added to the OpenText repository over the last nine months and new content being added daily, the department has realized several key benefits, including improved content accessibility, which helps drive productivity. In the past, the department had been using a solution that lacked a centralized repository, resulting in departmental content silos. Vekeman added that documents stored locally on desktops were an additional risk. “If a computer crashed or somebody was not in the office, others in the department had no direct access to those documents,” she said. “With OpenText Extended ECM for SAP Solutions, this was solved. OpenText made it easy to have everything stored in one place, so there is quick access to documents. We no longer have to search for files in various places all over the company.”