Success story - MPD

Digitalization 

The immediate reason for starting Xtendis in 2009 was the need to digitize participant and employer files. All paper files were digitized and recorded in a preservable, accessible way in Xtendis. 

Xtendis was immediately linked to MPD's primary system that manages all relationship data. This link enables the search for documents and files with different relationship characteristics in Xtendis without needing to be managed by Xtendis. Xtendis can, therefore, always use up-to-date data. On the other hand, it is possible to retrieve and view the file from Xtendis directly through a system connected to the primary system. 

Documents from all sources in one durable digital file 

At MPD, Xtendis is equipped with various import processes, allowing documents from all sources to be recorded together in one durable digital file. In addition to scanned documents, these include: 

• Pension statements from the pension administration 
• Annual statements and benefit statements from the benefits administration 
• Invoices from the financial administration 
• Documents uploaded via portals 
• Incoming and outgoing e-mails 
• Incoming mail (scans) 
• Outgoing correspondence (MS Office and Output Management) 

Most documents are processed fully automatically by Xtendis. Because Xtendis bundles information from different systems in this way, it has practically become the linchpin within MPD's information landscape. Because of the links, documents from the benefits administration can also be accessed from the pension administration. 

Links to primary system and participant portals 

In addition to interfacing with MPD's primary system, Xtendis is linked to participant portals. Documents from the dossiers can be accessed and downloaded by participants on the portals. Within Xtendis, zone security manages which documents are and are not visible on the portals. Soon, such a link will also be available between the Employer Portal and the Employer Archive within Xtendis, in which, among other things, premium invoices and specifications are managed.

Submit files for processing using workflow management

MPD records documents at the source as much as possible. This means that as soon as a document is created or arrives, it is immediately stored in the relevant dossier within Xtendis. This ensures that archives and dossiers are fully up-to-date.

Documents are presented from their dossiers to teams and employees for processing. This uses Xtendis's workflow functionality. Each document's current status, handler, and audit trail are visible at any time.

Workload management and reports

In addition to Pension Services, Finance, Control and Risk also recently started using Xtendis. For this unit, Xtendis' workload management, in particular, was of added value. With the Xtendis workflow, up-to-date overviews of the number of open mutations per category are available. Various KPIs can also be measured, such as the processing times of the various processes.

The DMS in the pension world

MPD is an example of how pension funds and administration organizations use Xtendis to set up and implement their document management strategy. Xtendis creates a lot of added value because more is gained from information.