Workflow Automation and EDRM - InContext Solutions

hourglassjurorMechanics

Nov 5, 2013 (4 years and 7 days ago)

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© 2010 InContext Solutions Pty Ltd. PO BOX 136, Epping NSW 1710, Australia
Phone +61 1300 859 470 | Fax +61 1300 859 478 | Web
www.incontext.com.au
| Email
enquiries@incontext.com.au




INCONTEXT: WORKFLOW AUTOMATION & EDRM

Too busy ‘working in’
your business, to ’work on’
your business?
The answer may well be Workflow Automation and/or EDRM.








ABSTRACT

For a key group of organisations in Australia, Business Process Management, Information
Management and Workflow Automation are viewed as crucial management tools. Across a wide
variety of industries: manufacturing, software engineering, banking and finance and government,
the Management, Automation and Control of their information, documents and
application/ordering/ procurement processes is seen as essential to the overall efficiency of the
organisation, the quality of its products and the ability to handle incremental increases in
workload.

Unfortunately, for a variety of reasons, there are still a large number of organisations that have
yet to recognise the enormous opportunities for quality and efficiency gains through Business
Process Management and Workflow Automation: instead, opting to continue with ad-hoc
approaches. In reality, these adhoc approaches represent an inability to maintain reliable process
flows, a collection of non-integrated systems, time-consuming manual workarounds, inconsistency
in data being used and a legacy of re-work and re-entry of information. All of which serve to
restrict an organisation’s ability to be flexible, responsive and most importantly grow.

This paper highlights how organisations of all sizes and industry origins can obtain the benefits of
Workflow Automation and Electronic Data and Records Management (EDRM) under Business
Process Management without compromising on flexibility or responsiveness.

© 2010
InContext Solutions Pty Ltd. PO BOX 136, Epping NSW 1710, Australia
Phone +61 1300 859 470 | Fax +61 1300 859 478 | Web


© 2010 InContext Solutions Pty Ltd. PO BOX 136, Epping NSW 1710, Australia
Phone +61 1300 859 470 | Fax +61 1300 859 478 | Web
www.incontext.com.au
| Email
enquiries@incontext.com.au

3

WHAT ARE WORKFLOW AUTOMATION SYSTEMS AND EDRM?
Workflow Automation Systems and EDRMS are pieces of software that helps a business define,
manage and optimise its Business Operational Effectiveness.
￿
It provides a way to capture the Workflow associated with an existing Business Process
into a computerised and consistent model.
￿
It facilitates the document/information management, from “creation to destruction”, this
ensures all stakeholders are using the most up-to-date versions and provides one source
for all.
￿

It delivers a simple and customisable interface to each user, so they can easily see what
tasks they have been allocated, and presents them with exactly (and only) the information
needed to complete the task.
￿

It supports a broad range of interfaces to existing external or other internal systems so
that as much information as possible is transferred automatically with no re-keying of data.
For example automatically linking existing Quotation, Ordering and Costing modules.
￿
It can provide scheduling and resource allocation modules so that Workflow tasks can be
efficiently allocated to people and other resources.
￿
It reacts in real-time, so that tasks are immediately assigned and tracked as soon as they
change state.
￿
It allows for sophisticated logic within the model that can trigger additional complex
actions, or create new Workflows, based on user and system input.

It allows Workflows to
be triggered manually or automatically, for example by the arrival of an Order or Work
Request.
￿
It provides tools to give Management immediate, real-time visibility of the status of all
Workflows, and automatically flags (and acts upon) tasks that are late or under-resourced.
￿
It provides accurate reporting and reconciliation of all activities, allowing for direct
integration into HR (rostering and payroll) and Accounting (billing and invoicing) systems.
￿
It provides strategic and trend analysis of the performance of the Business over time,
including resource utilisation and achievement of KPI targets.

The key is that a good
Workflow Automation

System takes existing Business and Information
Management Processes and improves them
. It is totally customised to the existing (or new)
Business Processes and Operational Procedures within the business, from the logic behind the
process to the screens that are presented to the user.


© 2010
InContext Solutions Pty Ltd. PO BOX 136, Epping NSW 1710, Australia
Phone +61 1300 859 470 | Fax +61 1300 859 478 | Web

© 2010
InContext Solutions Pty Ltd. PO BOX 136, Epping NSW 1710, Australia
Phone +61 1300 859 470 | Fax +61 1300 859 478 | Web

© 2010
InContext Solutions Pty Ltd. PO BOX 136, Epping NSW 1710, Australia
Phone +61 1300 859 470 | Fax +61 1300 859 478 | Web


© 2010 InContext Solutions Pty Ltd. PO BOX 136, Epping NSW 1710, Australia
Phone +61 1300 859 470 | Fax +61 1300 859 478 | Web
www.incontext.com.au
| Email
enquiries@incontext.com.au

7


CONSIDER THE FOLLOWING CASE STUDY:

Our Client, a Government Department, had experienced a four-fold increase in
workload over eighteen months due to a combination of increased customer
requests and tighter regulatory requirements. An equivalent increase in staffing
was unachievable and as a result the backlog of unprocessed applications had
blown out from three months to twelve months and was still increasing.

Building an interactive online Automated Application Process gave the applicants
'real time' feedback on the completeness of their application and their ability to
meet critical 'knock out' criteria. The solution needed to
￿
Manage form and document submission to strict records management
standards; and
￿
Make effective use of the client's existing investment in enterprise document
and records management tools.
A review and remapping of the order and way that information was requested from
applicants meant that the applicant could better understand what was being asked
of them, hence reducing processing time for the applicants and reviewing time for
Case Officers simultaneously.

By 'handing back' responsibility for submitting completed applications to the
applicant, the Case Management Team was able to turn around completed
applications in a fraction of the time previously being experienced.

A “value add” of the new online application processing was that applicants are now
able to check on progress online at any time, reducing the need to phone or email
case officers requesting updates..

Workflow Automation and EDRM not only meant the ability for Client to
“do more for less”
,
it also meant the possibility for the Client to also

“Do more, faster and provide service better than had been expected”.





© 2010
InContext Solutions Pty Ltd. PO BOX 136, Epping NSW 1710, Australia
Phone +61 1300 859 470 | Fax +61 1300 859 478 | Web

© 2010
InContext Solutions Pty Ltd. PO BOX 136, Epping NSW 1710, Australia
Phone +61 1300 859 470 | Fax +61 1300 859 478 | Web