In­vest­ment man­age­ment
soft­ware from otris

User-friend­li­ness is the main focus in the de­vel­op­ment of all otris solu­tions. The ex­cel­lent us­ab­il­ity of the In­vest­ment man­age­ment soft­ware sim­pli­fies nav­ig­a­tion and the re­cog­ni­tion of con­nec­tions. The in­ter­act­ive or­gan­isa­tion­al graph can be cus­tom­ised with just a few clicks so that you can view it from the desired per­spect­ive (e.g. from the per­spect­ive of a spe­cif­ic in­vest­ment). Links take you to further in­form­a­tion with just one click (example: the name of a member of the su­per­vis­ory board is linked to the master data created about him or her).

As a browser-based ap­plic­a­tion, otris cor­por­ate does not require any local in­stall­a­tion on the users’ com­puters. The in­vest­ment man­age­ment solu­tion in­teg­rates into your IT in­fra­struc­ture, re­gard­less of which IT systems you work with. If ne­ces­sary, you can use stand­ard­ised in­ter­faces to connect ex­ist­ing soft­ware solu­tions, thus en­abling a bi­d­irec­tion­al data ex­change.

Com­pan­ies can cus­tom­ise the range of func­tions of the in­vest­ment man­age­ment solu­tion ac­cord­ing to their re­quire­ments. To do this, they choose one of the three soft­ware edi­tions, which they can combine with ex­ten­sions if ne­ces­sary. If there are further re­quire­ments that are not covered by the stand­ard range of func­tions, otris Con­sult­ing can im­ple­ment cus­tom­isa­tions to meet these needs. The solu­tion’s ar­chi­tec­ture is de­signed to be so open that ad­apt­a­tions can be im­ple­men­ted with a man­age­able amount of effort. The pos­sib­il­it­ies range from simple data field ad­di­tions to complex in­ter­faces to third-party systems.

You can choose whether you want to operate your in­vest­ment man­age­ment soft­ware as a cloud solu­tion or on-premises. If you decide on the otris cloud, you access the servers of a secure data centre (located in Germany). With the on-premises op­er­at­ing form, you use your own company’s IT in­fra­struc­ture. With both op­er­at­ing forms, the user ac­cesses the soft­ware via a web browser.

The scope of the in­vest­ment man­age­ment system adapts to your needs. For example, you can start with the basic version and gradu­ally expand the system with ad­di­tion­al func­tions. And not only the range of func­tions, but also the number of users can be quickly and easily adapted.

Another option is to start with a SaaS solu­tion in the otris cloud that can be can­celled at any time. Once you are sat­is­fied that the system is working for you, you can switch to your own company server at any time. When you switch from the cloud to your own company server, all system set­tings, con­fig­ur­a­tions, data, doc­u­ments and pro­cesses are trans­ferred. Of course, the same applies the other way around – when switch­ing from an on-premises solu­tion to the otris cloud.

The otris cloud meets the highest data se­cur­ity re­quire­ments: ISO 27001-cer­ti­fied high-se­cur­ity data centres in Germany, modern en­cryp­tion al­gorithms and GDPR com­pli­ance, as well as re­cur­ring IT se­cur­ity audits and pen­et­ra­tion tests, ensure se­cur­ity in the otris cloud.

Con­sist­ent process ori­ent­a­tion and cus­tom­is­able work­flows ensure high data quality: the in­form­a­tion status of all par­ti­cipants is up-to-date and uniform. Data can be searched for in a tar­geted manner and is quickly avail­able.

The key date-related his­tor­isa­tion of all data and doc­u­ments makes changes and version statuses trace­able at any time. With the push of a button, you can reset the entire ap­plic­a­tion to any point in time: This makes otris cor­por­ate your per­son­al sim­u­lat­or for in­vest­ment and par­ti­cip­a­tion history.

As the in­vest­ment struc­ture grows, so does the number of terms and due dates. Fin­an­cial years that end at dif­fer­ent times for each in­vest­ment, regular su­per­vis­ory board meet­ings or up­com­ing re­port­ing re­quire­ments – with otris cor­por­ate, you can keep both an over­view and control.

You decide where your data is stored: either in your own IT en­vir­on­ment or with us in the otris cloud. You also define an au­thor­isa­tion system that grants or denies users access to in­di­vidu­al pieces of content.

Whether you need a stand­ard system or a large-scale project, we meet the diverse needs of com­pan­ies. We offer you cus­tom­ised ser­vices from con­sult­ing and plan­ning to the im­ple­ment­a­tion of your in­vest­ment man­age­ment solu­tion. After the project is com­pleted, you can choose from a variety of service level agree­ments (SLA) if needed.

With otris copilot, you can in­teg­rate AI solu­tions from pro­viders such as OpenAI, Mistral or An­throp­ic into your otris con­tract man­age­ment soft­ware – flex­ibly and in line with your re­quire­ments. You can connect your own AI service sup­por­ted by otris or use the AI service provided by otris.

Why in­teg­rate AI into in­vest­ment man­age­ment?

The in­teg­ra­tion of AI offers sig­ni­fic­ant ad­vant­ages for man­aging and ana­lys­ing in­vest­ment data:

• Auto­mat­ic data ex­trac­tion: In­form­a­tion such as company shares, Man­dates or terms are ex­trac­ted dir­ectly from doc­u­ments and stored in a clear and concise manner in otris cor­por­ate.
• In­crease risk trans­par­ency: The AI helps to identi­fy po­ten­tial risks such as in­com­plete doc­u­ment­a­tion, missed dead­lines or dis­crep­an­cies in in­vest­ment struc­tures at an early stage.
• In­creased ef­fi­ciency in ana­lyses: Com­pre­hens­ive par­ti­cip­a­tion doc­u­ments and struc­tures can be ana­lysed in a matter of seconds and rel­ev­ant in­form­a­tion for reports or de­cisions can be provided.

Prac­tic­al example:
A new doc­u­ment con­cern­ing the own­er­ship struc­ture of a company is up­loaded to otris cor­por­ate. Using otris copilot, the AI of your choice ana­lyses the content, ex­tracts rel­ev­ant data such as company shares and mandate terms and auto­mat­ic­ally links them to the as­so­ci­ated com­pan­ies. Your di­vi­sion can use the in­form­a­tion dir­ectly to create reports or prepare de­cisions – ef­fi­ciently and trans­par­ently.

With otris copilot, you can expand your otris cor­por­ate soft­ware solu­tion with a future-ori­ented tech­no­logy. The com­bin­a­tion enables you not only to ef­fi­ciently manage cor­por­ate struc­tures, but also to stra­tegic­ally control them and better meet reg­u­lat­ory re­quire­ments.

With Office Drop, you can doc­u­ment and archive e-mail cor­res­pond­ence dir­ectly and easily from Mi­crosoft Outlook or other Mi­crosoft Office ap­plic­a­tions. The plugin con­nects Mi­crosoft ap­plic­a­tions with your otris cor­por­ate solu­tion. You can use the plugin to select the company file to which you want to assign e-mails, for example. The con­tents (text, subject, sender, at­tach­ments) are auto­mat­ic­ally in­ser­ted by otris cor­por­ate into the struc­ture of the digital company file. The result is a com­plete history with all cor­res­pond­ence. You can also access the in­vest­ment man­age­ment system from ap­plic­a­tions like Mi­crosoft Word or Excel and send doc­u­ments dir­ectly to the target file without having to open otris cor­por­ate.

The Office in­teg­ra­tion is bi­d­irec­tion­al. With Office Drop, you can not only trans­fer data from an Office ap­plic­a­tion to otris cor­por­ate, but also the other way around. For example, if you want to attach a doc­u­ment from otris cor­por­ate to an e-mail in Outlook, you access otris cor­por­ate via the plug-in, select the doc­u­ment and attach it to the e-mail. With the ad­di­tion­al desktop com­pon­ent, you can import files from your drives into otris cor­por­ate using drag and drop.

The sig­na­ture in­ter­face enables the digital signing of doc­u­ments in otris cor­por­ate ac­cord­ing to the pro­ced­ures of the con­nec­ted sig­na­ture plat­forms (e.g. Doc­uSign, FP Sign). Doc­u­ments created in otris cor­por­ate (e.g. draft con­tracts) are sent to the sig­na­ture service pro­vider at the push of a button. This creates an elec­tron­ic­ally signable version of the doc­u­ment. The re­cip­i­ent re­ceives the doc­u­ment for review/signing and is no­ti­fied by email. After the sig­na­ture, otris cor­por­ate assigns the doc­u­ment to the cor­res­pond­ing file and updates the status.

You can get the licence for the sig­na­ture in­ter­face from otris soft­ware AG. You can pur­chase li­cences for the sig­na­ture service dir­ectly from the sig­na­ture service pro­vider of your choice.

The Creator module sup­ports the cre­ation of con­tracts, cor­por­ate doc­u­ments, and other legal doc­u­ments. The Creator com­bines a tem­plate library with a clause library. The tem­plates are created in a pre­defined cor­por­ate design by se­lect­ing the desired clauses. To create a con­tract draft from the tem­plates, for example, the user first selects the para­met­ers be­long­ing to the tem­plate (Dur­a­tion, Subject Matter, etc.). The creator inserts the se­lec­ted para­met­ers into the pre­defined places in the con­tract and creates the draft con­tract. The system auto­mat­ic­ally doc­u­ments which clauses were used in which con­tracts/doc­u­ments.

Der Con­nect­or ist eine Schnitt­s­telle, die Frem­d­systeme mit otris cor­por­ate ver­bind­et. Der Con­nect­or ruft Gesell­schafts-, Deb­itoren- oder Kred­itor­end­aten z.B. aus einem ERP-System ab und legt diese bei Bedarf in otris cor­por­ate an. Neben diesem spez­i­el­len Con­nect­or kann die Soft­ware auch an be­liebige Dritt­systeme an­ge­bunden werden. Der Con­nect­or ver­arbeitet eine Vielzahl von Daten­formaten und stellt eine Kon­fig­ur­a­tion­sober­fläche zur Ver­fü­gung. Hier erfolgt die An­bindung der Daten­quelle sowie die Zuord­nung (“Mapping”) der Daten zu den Feldern der An­wendung und die Defin­i­tion der Im­port­re­geln.

The Archive module enables audit-proof archiv­ing and chro­no­lo­gic­al snap­shots of doc­u­ments. Dif­fer­ent ver­sions, in­clud­ing the as­so­ci­ated doc­u­ments, at­tach­ments, remarks, notes or e-mails, are ‘frozen’.
The archive com­pon­ent is cer­ti­fied by KPMG ac­cord­ing to IDW PS 880 and fulfils the re­quire­ments of com­mer­cial and tax law. These include the gen­er­ally ac­cep­ted ac­count­ing prin­ciples (GoB), the gen­er­ally ac­cep­ted prin­ciples of com­puter-based ac­count­ing systems (GoBS), the prin­ciples of data access and veri­fi­ab­il­ity of digital doc­u­ments (GDPdU) and the Federal Data Pro­tec­tion Act. An au­thor­isa­tion concept for active archiv­ing and access to archived doc­u­ments can be set up in­di­vidu­ally. By using open in­ter­faces, the ex­pan­sion to a com­pre­hens­ive archive can also be used for data from third-party solu­tions. Com­mu­nic­a­tion with third-party solu­tions can op­tion­ally be done at the push of a button, through actions in work­flows or auto­mated – for example, con­trolled by a pre­defined status change.

The App Ex­ten­ded add-on makes the my­Cor­por­ate app con­fig­ur­able and unlocks the full range of func­tions for mobile in­vest­ment man­age­ment. In ad­di­tion to the ad­vant­age of trans­fer­ring doc­u­ments and pro­cesses that can be used offline to your mobile device, you also benefit from the option of car­ry­ing out actions: ap­provals, for­wards or com­ments can be made via the app. The pre­con­figured app maps a classic in­vest­ment man­age­ment scen­ario. If ne­ces­sary, you can make ad­just­ments, ex­ten­sions or changes to the pre­con­figured func­tions and au­thor­isa­tion struc­tures in­de­pend­ently and without pro­gram­ming know­ledge in the admin area.

A company ac­quires another. The ad­di­tion­al in­vest­ment should be in­teg­rated into the ex­ist­ing struc­ture.otris cor­por­ate sim­pli­fies the takeover process: Data and doc­u­ments for all in­vest­ments are stored in digital in­vest­ment files. Cre­at­ing a new in­vest­ment file in otris cor­por­ate and in­teg­rat­ing it into the or­gan­isa­tion­al graph is straight­for­ward: The pre­defined file struc­ture sim­pli­fies the sys­tem­at­ic com­pil­a­tion of all ne­ces­sary doc­u­ments.

Every year, the company has to create a K-3 report with de­tailed in­form­a­tion on foreign in­vest­ments and send it to the Bundes­bank. If there is a large number of in­vest­ments abroad, col­lect­ing the data is time-con­sum­ing.

otris cor­por­ate gen­er­ates K-3 reports in the XML format re­quired by the Bundes­bank at the push of a button. The system checks which in­vest­ments meet the K-3 cri­ter­ia and trans­fers the re­quired data into a report. If the data of all in­vest­ments is main­tained in otris cor­por­ate, you can create the annual K-3 report in just a few minutes.

A meeting of the su­per­vis­ory board is coming up. The board must be invited in good time and in­formed about the agenda in its current com­pos­i­tion.

otris cor­por­ate informs the em­ploy­ee re­spons­ible for com­mit­tee or­gan­isa­tion about the up­com­ing meeting. The em­ploy­ee can find the contact details of the com­mit­tee members in the system – from there, they can send the in­vit­a­tion to the su­per­vis­ory board meeting and attach the rel­ev­ant doc­u­ments (e.g. the agenda or the minutes from the last meeting) to the email. The system logs the sent in­vit­a­tion and auto­mat­ic­ally assigns the email to the cor­res­pond­ing digital file.

A tax audit re­quires data on the 2018 in­vest­ment struc­ture. Without tech­nic­al support, re­con­struct­ing this data can be time-con­sum­ing.

otris cor­por­ate in­teg­rates a ‘time machine’. The system dis­plays the state of the in­vest­ment struc­ture on a freely se­lect­able date. The his­tor­icised view allows for quick com­pil­a­tion of the in­form­a­tion. Al­tern­at­ively, you can give the tax audit a time-limited access to the system. The aud­it­ors can then in­de­pend­ently access the data and doc­u­ments they need.

In­vest­ment man­age­ment con­trols and mon­it­ors all cor­por­ate in­vest­ments. An in­vest­ment manager also takes care of rel­ev­ant in­form­a­tion on the in­vest­ments, provides this in­form­a­tion in both a current and ret­ro­spect­ive manner, or­gan­ises share­hold­er meet­ings, sup­ports In­vest­ment con­trolling pro­cesses and In­vest­ment strategy, and often also co­ordin­ates the pre­par­a­tion of annual fin­an­cial state­ments.

As a central service unit, in­vest­ment man­age­ment enables ef­fi­cient, legally com­pli­ant and eco­nom­ic­ally sens­ible control of in­vestees. The main ob­ject­ive is to promote the or­gan­isa­tion­al purpose and to comply with all rel­ev­ant legal and cor­por­ate reg­u­la­tions.

otris cor­por­ate offers a central data plat­form and thus in­creases the trans­par­ency and ef­fi­ciency of your in­vest­ment man­age­ment. In ad­di­tion, in­vest­ment struc­tures can be mapped at any his­tor­ic­al point in time. Fur­ther­more, the soft­ware can be ex­tens­ively cus­tom­ised and thus adapted to your company’s work­flow.

otris cor­por­ate has a modular struc­ture and can there­fore be pre­cisely tailored to your company-spe­cif­ic needs. You decide which func­tions you need.