Document management: the danger of chaos and the journey to order
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Transcript of Document management: the danger of chaos and the journey to order
Internal01.05.2023 Document management: the danger of chaos and the journey to order1
WebinarDocument management: the danger of chaos and the journey to order
Internal01.05.2023 Document management: the danger of chaos and the journey to order2
1. It’s all about the flow of documents
Internal
Introduction: It’s all about the flow of documents
Business systemsData processingInbound flows Outbound flows
!
PAPER FLOWS
ELECTRONIC FLOWS
PAPER FLOWS
ELECTRONIC FLOWS
Archives
Internal
Megatrends that are influencing document management
DIGITALIZATION CLOUD COMPUTING IT SECURITY
InternalInternal
Poll Question
How much time do you spend, on average, every day searching for documents?
Internal
The reality
* Association for Information and Image Management, 2013
The average amount of time wasted on searching for documents in a typical organization
25%*Up to 1 of every 4 employees is a full-time document hunter
Internal
Inbound pain
Paper flows are often scanned
to images only and the data they contain cannot be used
by the organization
Data processingInbound flows
!
PAPER FLOWS
ELECTRONIC FLOWS
Internal
Data silos
ERP
CRM
HR
docs
Isolated blocks of data
Information is often embedded in isolated systems,
which creates obstacles to collaboration
Business systems
ERP
docs
HR
CRM=
Internal
The illusion of order
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Internal
The illusion of order
Document type?
Document-type-specific attributes?
Process-specific attributes?
Case-specific attributes?
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Internal
Why does this all matter?
In any organization information is
at least as valuable as cash
Internal01.05.2023 Document management: the danger of chaos and the journey to order12
2. How to kickstart change
Internal
The road to change
In order for change to happen, the organization
must acknowledge that there is a problem
1. Acknowledge the problem
Internal
The road to change
The organization’s maturity needs to be measured
against a set of criteria
2. Quantify
your organization’s maturity
Internal
The road to change
A target needs to be defined as well as
a roadmap for getting there
3. Define a roadmap for change
Internal
The road to change
4. Obtain management’s commitment to change
Internal01.05.2023 Document management: the danger of chaos and the journey to order17
3. Ok, we have a problem. What do we need to do?
Internal
Putting the plan into action – 3 steps
Set up an internal organization-wide steering group to oversee the change
Select a pilot process as a proof of concept
Prepare an action plan with realistic goals and milestones
Sell the change project to your
organization
Internal
Identify the problems and prepare a solution
Set a roadmap for transition from the old to the new process
Analyzethe process as it is
Identify issues in the process
Set realistic improvement goals
Model a new version of the process
The process owner’s
commitment to the change
process is crucial
• Tasks• Documents• Roles• Processing and waiting times• Interactions with systems
Internal
Identify the problems and prepare a solution
Set a roadmap for transition from the old to the new process
Analyzethe process as it is
Identify issues in the process
Set realistic improvement goals
Model a new version of the process
The process owner’s
commitment to the change
process is crucial
• Unproductive tasks• Unnecessary waiting
times• Mismanagement
of information
Internal
Identify the problems and prepare a solution
Set a roadmap for transition from the old to the new process
Analyzethe process as it is
Identify issues in the process
Set realistic improvement goals
Model a new version of the process
The process owner’s
commitment to the change
process is crucial
• The organization’s ability to change must be considered
• The change must bring about tangible results
Internal
Identify the problems and prepare a solution
Set a roadmap for transition from the old to the new process
Analyzethe process as it is
Identify issues in the process
Set realistic improvement goals
Model a new version of the process
The process owner’s
commitment to the change
process is crucial
• The improvement goals must be supported by a new process flow
• The issues identified earlier need to be fixed
• Demonstrate the benefits of the new process
Internal
Identify the problems and prepare a solution
Set a roadmap for transition from the old to the new process
Analyzethe process as it is
Identify issues in the process
Set realistic improvement goals
Model a new version of the process
The process owner’s
commitment to the change
process is crucial
• Change does not happen overnight
• A plan is required for the change to be sustainable
Internal
The OpusCapita analysis model
2Identification of relevant process areas for ‘as-is’ analysis as-is analyze of
selected process area as-is analyze of
selected process area as-is analyze of
selected process area as-is analyze of
selected process area
3 Maturity analysis Organization maturity level (capabilities, change readiness) against best practices
4Defining the desired ‘to-be’ level for the organization
Desired state ‘to-be’ Desired state ‘to-be’ Desired state ‘to-be’ Desired state ‘to-be’
5 GAP analysis
0% 20% 40% 60% 80% 100%0% 20% 40% 60% 80% 100%0% 20% 40% 60% 80% 100%0% 20% 40% 60% 80% 100%
6 Development roadmapDevelopment roadmap based on the GAP analysis• Quick fix’s• Process development• Consulting• System acquisitions• Continuous development
Data Handling Rules and Systems
Overview of data management process steps
1 Inbound
Document Process Automation
Outbound
InternalInternal
What causes inefficiency?
• Mergers and acquisitions that result in unharmonized processes and system architectures
• Rapid growth without sufficient attention to business process definition
• IT system acquisition without a sufficient process awareness
• A lack of holistic document management
• Old habits and procedures for handling work
Internal01.05.2023 Document management: the danger of chaos and the journey to order26
Case examples
Internal
Case 1: Transforming a document capture process
Problems
Solution
Steps
Benefits
The client’s document handling process contained too much manual work. Information required for document verification and validation was dispersed among three different systems and had to be searched for manually.
The document handling process was redesigned to capture data from digitalized documents directly and enrich the data from systems using software robotics.
Analysis of the current processThe redesign of the process by replacing manual work with automationStreamlining the process and getting rid of unnecessary stepsAdding validation rules to phases that were subject to human error
Cost reduction of 30%Faster throughput timeBetter data quality
Internal
Case 2: Vendor management process automation
Problems
Solution
Steps
Benefits
A fully paper-based vendor management processA disconnect between vendor contracts and invoice approval
The redesign of the vendor onboarding process with automated review and approval workflows and document-specific metadata
Identification of key stakeholders in the organizationAnalysis of the current processDefinition of key document types and respective metadataThe redesign of the process based on the documentation requirementsCost analysis of the current versus new process and impact for whole organization
A cost reduction of 74 %Improved control of vendor invoices and contractsStrong commitment to the change process
Internal
Summary
The importance of information
The accessibility of information
Commit to better document management
Five steps to improvement
Information is embedded in documents
Insufficient document management leads to an information deficit
Change begins with the acknowledgement of the problem
1. Analyze
Change requiresthe commitment of key stakeholders
2. Identify
3. Improve
4. Roadmap
5. Implement
Internal
Start the journey to DPA with OpusCapita
Incoming documents
Workflow Document Management Archiving and retrieval
Outgoing documents
Document Manager
eArchive
Portals
DPA ConsultancyAs-Is Analysis, maturity assessment, solution definition and development roadmap
DPA Product Portfolio
eSign
Digitizing
eMail receiving
Portals
PrinterDriver
Connect
eSign
01.05.2023 Document management: the danger of chaos and the journey to order31 Internal
Thank you.Amir [email protected]
Niko Lahtinen [email protected]