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

Print

Portals

DPA ConsultancyAs-Is Analysis, maturity assessment, solution definition and development roadmap

DPA Product Portfolio

eSign

Digitizing

eMail receiving

Print

Portals

eMail

PrinterDriver

Connect

eSign

01.05.2023 Document management: the danger of chaos and the journey to order31 Internal

Thank you.Amir Hassanamir.hassan@opuscapita.com

Niko Lahtinen niko.lahtinen@opuscapita.com