METASTORM BPM / INTERWOVEN CASE STUDY

Background

This case study reviews a joint development project between Metastorm, Process Mapping and Interwoven with Process Mapping providing the Metastorm BPM consulting services for a global network of professional firms providing Audit, Tax, and Advisory services operating in 144 countries and with more than 104,000 professionals working in member firms around the world. In Australia the client operates nationally across 14 offices with over 300 partners and 4,000 people and has achieved a significant track record in having successfully worked with most of Australia's top performing organisations.

The Problem

The client's 'Engagements' processing procedures had evolved over time from manual to semi-automated processes that related to the creation, copying, checking and processing of large volumes of documents. When the client identified that the existing semi-automated processes could be improved, a decision was made to fully automate the creation and processing of all 'Engagement' related content within the organisation.

In order to achieve this, the following requirements were identified:-

Automate the population of the Interwoven Workspace directly from client data initially recorded in SAP
Automate the creation of the document Workspace based on Engagement 'Type'
Automate the update of the Workspace with additions based on data stored within the Workspace
Automate the capture of client details from documents that were added to the Workspace
Create 'Wizards' to generate additional documents and set tasks as required
Provide dynamic search capabilities using 'Dashboards'

The Solution

The tools selected were based on the Metastorm BPM and Interwoven platforms with Process Mapping engaged on behalf of Metastorm providing the BPM and SAP integration aspects of the solution whilst working in close concert with Interwoven.

The final solution has provided the following functionality:-

Server Side Integration	Full server side integration with Interwoven, allowing the Metastorm BPM Engine to create Workspaces, add Folders and Documents to Workspaces and manage access rights to all documents
Client Side Integration	Through the Metastorm BPM client and Worksite
Engagement Setup	Engagement Workspace creation directly from SAP, passing all required data through the Metastorm SAP Connector including Engagement and Deadline details Retrieval of Engagement data from SAP to provide confirmation through the process
Workspace Template Selection	Wizards to allow dynamic creation of workspaces based on captured data and user responses Autofill documents with client data - Name, Address etc
Workspace Update	Populate the Workspace with these documents
User Access to Workspace	Set the user rights for the Workspace
Ad hoc Content	Append 'ad hoc' documents as required via a Wizard that adds data into documents automatically
Engagement Milestones Definition	Set up all milestones for the engagement
Tracking and Audit	Automatically track all tasks for all milestones whilst managing the lockdown review and audit stages
Integration Requirements	Seamless backend integration through Metastorm BPM and Interwoven
Dynamic Querying and Dashboards	Queries and dashboards to search for Engagements and Documents

Metastorm is the leading provider of business process management (BPM) software for automating, managing and controlling business processes.

EPO Consulting is a Metastorm Alliance Partner providing solutions that allow organizations to share data between applications in real time and automate core business processes.

Process Mapping is an Australian company that has been providing Metastorm BPM consultancy and software development for over six years, and has been involved in many significant software projects primarily in Australia and the United States.