Euroscript TripPlanner (xCP sample application)

Trip Management Sample Application xCelerator « TripPlanner »

euroscript Systems France

February 2011, v2

Agenda – TripPlanner xCelerator

Presentation of the TripPlanner sample application

Specific use case

Benefits of the xCP approach

Application preview

Conclusion

Releases

TripPlanner Sample Application xCelerator, February 2011

TripPlanner xCelerator Presentation

Why a Trip Management Sample Application?
Business Interests:
Business travel expenses are one of the controllable costs and any reduction
can lead to a better profitability,
Companies are always looking for some new ways to reduce their travel costs
while increasing the quality of service at the same time,
During the last decades, travel costs reduction has often been achieved with
new Corporate travel policies and negotiation with third party travel agencies,
Organizations are now looking for solutions that improve their business
process and offer a better service to their employees.

Technical Interests:
The Management of travel requests is a Business process that exists in every
Company,
It is a perfect example to show the benefits of xCP to easily implement an
application.


TripPlanner xCelerator Presentation

Our goals and objectives with the TripPlanner xCelerator:
We propose to share with the EMC Community our 15 years of experienced
skills related to document and content management, as well as publishing,
We offer a new approach to manage PDF Forms,
We prove that applications based on xCP xCelerator can be user-friendly:
using new kind of devices: Blackberry, iPhone, iPad, etc.
interacting with modern and famous other technologies: Google Maps,
Twitter, Facebook, etc.
We integrate xCelerators from the Community, maximizing the functional cover
of the solution and minimizing the specific development,

To summarize, we want to show to our customers, partners & colleagues
how an application can easily be implemented in 7 days using xCP.


TripPlanner xCelerator

Let’s introduce the TripPlanner sample application:

One company

Three key employees

John Smith Marion Dupont Mary Doe
Consultant Assistant Manager



6 steps have been modelized for the TripPlanner
xCelerator

Step 1 – Trip request

Step 2 – Automatic analysis

Step 3 – Validation & request treatment

Step 4 – Automatic transformation & generation of a Memo

Step 5 – User Trip Memo

Step 6 – Manager interface


Step 1 – Trip request

John Smith is based in Paris and has to go to Las Vegas for the
EMC World Convention.

John has 2 different ways to fulfill his request

1. Paper Form 2. Adobe PDF Form
(sent by email)


Step 2 – Automatic analysis

The request is automatically pre-analyzed by the application.

A module has been designed to get information from the Adobe PDF Forms in
order to use it as process variables or metadata of the process package. For
instance, the system is able to check long distance and/or extended trips
before sending the request into an approval Workflow.

As the Business Trip is far from John’s country, his demand has to be
validated by Mary Doe, his manager.

This Step can be easily modelized for every Corporate travel policies.

The technology used by "TripPlanner" application to read PDF Forms has
been integrated in another xCelerator called “PDF Form Reader”


Step 3 – Validation and request treatment

Mary Doe, John’s Manager, has to validate the trip.
Mary has received an email and can validate the trip by a Web application.



Step 3 – Validation and request treatment

Marion Dupont received an email / task to proceed to booking.
The web application allows Marion to enter all the information needed for the
Trip Memo (vouchers, etc.) as well as the reporting activities (costs, etc.).


Step 4 – Automatic transformation & generation of a Memo

Once the request has been validated and the booking done,
the system generates an email to John Smith:

Body: HTML Memo with all the information needed step by step -
reservation numbers, vouchers, maps, etc.
This email also includes a pre-generated link to publish automatically
the travel on the employee’s personal social networks (facebook,
twitter)

Attachment: a PDF version of the Memo (with detailed
itineraries, vouchers and maps) as well as all iCalendar invitations
(train, plane)
This email has been carefully designed to be readable on any
device: laptop, iPhone, Blackberry, other SmartPhone, ….


Step 5 – User Trip Memo

John Smith received an mail readable on any device

Attachments:
iCalendar invitations
PDF version of the Memo

Dynamic HTML with
direct links to the
step information

Pre-generated link to
publish on facebook,
twitter, etc.



Step 5 – User Trip Memo (bis)

John Smith received an mail readable on any device

Blackberry &
iPhone views

PDF version (with itineraries,
vouchers and maps)


Step 5 – User Trip Memo (ter)

John Smith can inform his contacts on Twitter and Facebook

Pre-filled status by clicking on pre-
generated links

Pre-generated links to
publish on Twitter,
facebook, etc.

TripPlanner Sample Application xCelerator, December 2010 xCelerator, February 2011
TripPlanner Sample Application


Step 6 – Manager interface

Mary Doe has direct access to the Business Activity Monitoring
of her Company.

The new version (v2) of TripPlanner includes two dashboard designed
to improve Manager’s life and optimize their time. Thanks to the BAM
(Business Activity Monitoring), a strong focus can be made on the
reporting functionalities. With a simple web access, a Manager is now
able to follow the up-to-date travel planning and access to some useful
reports.



Step 6 – Manager interface (bis)

Ability to monitor process
performance & productivity

For instance:

- Number of requests per user

- Average Time delay, in hours, for
the treatment of a demand

- Number of demands validated by
the direction last month

- ...



Step 6 – Manager interface (ter)

Follow-up of
TripPolicy KPIs

For instance:

- Average distance of the trips

- Average trip distance per user

- Total trips cost per user

- Days away from office per
user and per year

- ...


TripPlanner xCelerator | Technical Presentation

Technical aspects
xCP TripPlanner is based on the following software and technologies:

xCP
• Content Server: documents storage, processes execution, etc.
• Forms Builder: design of the TaskSpace forms (trip organization for instance)
• Process Builder: design of the main process, plus 2 sub processes
• xCelerators from EDN Community
• Generate Number: automatic identification of the Trip objects
• xDQL xCelerator: serialization of the trip information in XML
• Deep Export: export maps images used for the generation of PDF memo
• TaskSpace: configuration of an Application, with some customized screens to
validate requests, organize of the trip
• BAM: Business Activity Monitoring
Captiva InputAccel and Dispatcher: to process paper-based trip requests

TripPlanner xCelerator | Technical Presentation

Technical aspects
xCP TripPlanner is based on the following software and technologies:

Other technologies
• Adobe PDF forms: electronic submission of the trip request, by email
• Google Maps API: generation of detailed itineraries, maps
• Social Networks: direct link to facebook, twitter from the trip memo send by email
• Additional Java libraries:
• FOP: generation of PDF memo with maps
• iText: data extraction from PDF Forms, PDF merging



Reusability advantages
The "TripPlanner" follows the xCP philosophy and its technical design combines several
xCelerator from the Community :
xDQL xCelerator (https://community.emc.com/docs/DOC-8174)
Deep Export and Generate Number (https://community.emc.com/docs/DOC-7268)
PDF Form Reader (https://community.emc.com/docs/DOC-9863)
The technology used by "TripPlanner" application to read PDF Forms has been integrated
in another xCelerator developed by euroscript and called “PDF Form Reader”
(https://community.emc.com/docs/DOC-9863).
The solution also uses reusable design patterns from applications developed by
euroscript (Google APIs, PDF merging).
Such a solution can be very easily deployed to any company in few days. The
global process is adaptable to every organization’s travel policies by simple
configuration.


TripPlanner xCelerator - Estimated gains

Estimated gains
The company has a direct control on its Corporate travel policies and their application.
Moreover, all demands and validations can be traced.
Employees do not lose time to prepare their Trip. They know that all information
needed during their Business travel is on the Trip Memo.
Approval time is reduced, since the manager has access to a single work queue with
all trip requests to be validated, with optional email notification.
Less paper, more electronic submissions. The Assistant can focus on reservations
rather filing paper forms.
Management has a direct access to the Business travel expenses & reporting.


TripPlanner xCelerator - Estimated gains

Delay between a Trip request and the booking reduced by 50% (at least)

Tasks Initial delay New delay with xCP

Trip request by the employee 15 min 10 min

Paper forms management by the Assistant
3 hours 2 hours
(validation, filing, etc)

If needed, validation by a Manager 1 - 3 days 1 day

Bookings 1 day 1 day

2 min
Reporting of travel costs by the Assistant 15 min (fully integrated in the screen
dedicated to trip organization)

Update of the “travel planning” (with trips of all the 0 min
5 min
employees of the department) by the Assistant (automatic)

Time usually consumed by the traveler 3 min
- To prepare his trip (localization, itineraries, etc.) 30 - 60 min (printing of a single memo,
- To print different elements (vouchers, etc.) with all information)



Captiva InputAccel
Scan Plus
User Interface


TripPlanner xCelerator – Processes Overview

The “TripPlanner” process

The “TripPlanner” process template is
the main process. It manages the
inbound channels, the data extraction
from the PDF Form, the identification
and storage of the trip object, and then
triggers 2 sub processes:
• “Processing Trip Request”
• “Send Trip Memo” TripPlanner Sample Application xCelerator, February 2011


“Processing Trip Request” process

The “Processing Trip Request”
process template includes 2 manual
activities:
• the manager approval (only for
long trips, according to an
automatic preliminary evaluation,
based on the distance and
duration),
• the organization of the trip by the
assistant.
Then, many automatic activities are
in charge of the retrieval of
additional information (itinerary
maps, location maps, detailed
itineraries) and generation of the
trip memo (HTML and PDF
formats). TripPlanner Sample Application xCelerator, February 2011


The “Send Trip Memo” process template is fully automatic. It
generates iCalendar events (reminders) for trip steps by Train
or Plane, and finally sends the trip memo (HTML body, PDF
“Send Trip Memo” Process
memo and iCalendar events in attachment)


TripPlanner xCelerator - Estimated Workload

Workload for TripPlanner v1 Men.days
[Analysis] Study of the EMC-Documentum xCP Best Practices Guide and the reusable
1
xCelerator
[Analysis] Brainstorming & Design of the sample application 1
[Build] Installation of the different software 1
[Build] Integration with Captiva & process implementation 2
[Build] Specific Development, including the first version of the “PDF Form Reader
3
xCelerator”
[Build] Reuse and modification of design patterns 1
[Implementation] Process Builder 4
[Implementation] Form Builder 3
[Implementation] Integration of the different components 1
[Implementation] Testing and fixing bugs 1
[Marketing] Demo Scenario & associated tests 1
[Marketing] Installation Guide & Marketing PowerPoint 1
TOTAL MEN.DAYS 20


TripPlanner xCelerator - Estimated Workload

Workload for TripPlanner v2 Men.days
[Implementation] BAM 2
[Marketing] Installation Guide & Marketing PowerPoint 2
TOTAL MEN.DAYS 4


TripPlanner xCelerator - Conclusion

Thanks to the TripPlanner xCelerator:
Employees can travel with a complete Memo readable from any device
Processing time of every Trip request is reduced by 50%
Managers can have a direct access to the system to validate request and to
follow-up the Corporate Travel Expenses

Such an application has been designed, built and
implemented in few days using xCP.
The global process is adaptable to every organization’s travel
policies by simple configuration.


TripPlanner xCelerator - Releases

This last version (v2) has been released on February 2011
It includes:
– new functionalities such as reports & Business Activity Monitoring
– detailed documentation & user manual

PDF Form Reader xCelerator
First version released on February 2011
(https://community.emc.com/docs/DOC-9863)
This xCelerator is designed to get information from an Adobe PDF Form in
order to use it as process variables or metadata of the process package


Questions

Support information
The TripPlanner Sample Application xCP xCelerator is not supported by EMC.
It is supported by euroscript International (http://www.euroscript.com).

Contacts
Please feel free to contact us for any question:

• Julien Fontaine, Consultant, julien.fontaine@eurodoc.com
• Benoit Mittau, Project Leader, benoit.mittau@eurodoc.com
• Wilhelm Peraud, Developer, wilhelm.peraud@eurodoc.com


Euroscript TripPlanner (xCP sample application)

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