470 IBM DB2 Document Manager with IBM Records Manager Solution Guide
A.1 Introduction
The case study involves a hypothetical company, ZXY Technologies. It sells
hardware, software, and services to its clients. ZXY Technologies needs an
enterprise wide, document management solution to help the company with the
proposal creation processes and keep track of all the correspondence related to
the proposals. All the issued proposals also need to be maintained as corporate
records. ZXY Technologies needs the solution to be able to support records
management.
We use the case study to provide concrete planning and design examples that
you can use to plan and design your solution. In addition, we use the case study
to show you the practical steps in implementing a Document Manager solution
configured with Records Manager options.
A.2 Requirements
ZXY Technologies needs an enterprise wide, document management solution to
help the company with the
proposal creation processes and keep track of all the
correspondence related to the proposals.
ZXY Technologies has requirements for the following document types:
򐂰 Proposals
򐂰 Correspondence
򐂰 Records and confidential documents
A.2.1 Proposals
Every month, ZXY Technologies handles hundreds of requests for proposals
from its clients.
Proposals are commonly used both to request information and to submit
information.
Proposal requests are issued by customers requesting pricing or
product information and
proposal responses are issued by the ZXY Technologies
company providing pricing or product information.
Proposals requests are sources of unstructured data. They contain information
critical to a project or critical to serving a customer. They may come in the form of
an e-mail, phone call, fax, or a business letter.
With
proposal responses, ZXY Technologies delivers required information to
customers based on proposal requests. There are multiple steps in the proposal
Appendix A. Case study 471
(response) creation process – response creation, review, approval, and delivery
to the customers.
ZXY Technologies needs a solution to manage all documents involved in the
proposal creation process from end-to-end. This includes managing documents
from the beginning, when the requests for proposals arrive from customers as
e-mails, faxes, or correspondence, until the end, when the formal proposals are
delivered to the customers.
The company has different departments that deal with different types of
proposals.
There are three types of proposals:
򐂰 Sales proposals: These are proposals related to selling hardware and
software to external customers. They are created by salespeople and are
delivered to customers.
򐂰 Services proposals: These are proposals related to selling services to
external customers. They are created by consultants and are delivered to
customers.
򐂰 Marketing proposals: These are proposals related to marketing campaigns for
the ZXY Technologies. They are created by marketing people and are
delivered to internal clients within the company.
The ZXY Technologies wants to manage different proposals with separate
templates, so that each department is responsible for the final proposal delivery.
It also wants a system that can automatically send e-mails to people who need to
review or approve the proposals, to accelerate the entire proposal creation
process.
Generally, the proposal process goes through the following business steps:
1. The external or internal client sends a request for proposal.
2. The sales, consultant, or marketing people create a proposal using a
predefined proposal template. The proposal creator then sends the proposal
for review.
3. The reviewers are the department managers and financial people that control
the proposal before it goes to the approved state.
4. Depending on the type of the proposal, usually, the manager of the
department is responsible to finally approve or reject the proposal.
5. If approved, the formal proposal is sent to the external or internal customer.

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