Remodelling of Business Support and EDRMS

Transcription

1 Remodelling of Business Support and EDRMS Presenters: Amanda Verran Robert Parnham Sponsored By: OpenText OPEX Konica

2 Agenda Remodelling of Business Support Services Core Principles Delivery of improved & more efficient service Operational and Resource efficiencies Preparing for the Journey Ahead What technology do we have EDRMS and Mailroom Project Scope What We ve Done Back Scanning ; Deployment of Corporate EDRMS Business Process Changes; Mail Process Tour of the Mail Room & Reprographics Area

3 Core Principles Creating Business Support Centralise people and process Deliver efficiencies over a 3-year transformation We need to cut our back office operations to help us continue to deliver services to our customers and citizens Divide our service offering to meet the needs of our customers flexible model DMC Hub Specialist Localities Simplify, Standardise and Share

4 Improved Service Very Satisfied/ Satisfied Customers % 86% Ok 16% 5% Dissatisfied or very dissatisfied 37% 9%

5 Improved Service Delivering Better Service, with a 3 rd Less Resource Reduced geographical locations from 46 to 13 Allowing common requests to be filtered through to groups of teams with the right skills Officer up skilling to achieve flexible resource model Competency based framework Performance outputs / dashboard monitoring 4,000 requests for service each week

6 Saving Money

7 Saving Money We need to find 3.5m in savings over 3 years Centralising budgets stationery, print, mail, photocopying and office equipment Visibility and understanding of actual spend and costs Targeted investment Resource reductions through VR No compulsory redundancies

8 Saving Money

9 Future Challenges How we prepared for the future challenges Prepared the 4 pillar model Income generation & commercial viability (Trading/Charging) Implementing new electronic systems Paper records; on going requirements to reduce the amount of information held on paper, not just currently but with addressing legacy record keeping

10 Future Challenges

11 Scene Setting Video

12 What do We Have?

13

14 What do We Have? OpenText EDRMS Content Server 10 OpenText Capture Center ECM BPM CEM IX Discovery

15 These mailroom innovations with envelope and records processing solutions have resulted Since 1973 OPEX has specialized in mail and document management processes that increase our customers productivity, improve accuracy, and deliver significant cost advantages. These mailroom innovations with envelope and records processing solutions have resulted in a global corporation in a global that sets corporation the standard for that document sets workflow the standard excellence. for document workflow excellence Today, we serve thousands of organisations around the world in the financial services, insurance, healthcare, government, non-profit, utility, telecommunications, and educational marketplaces. Billions of documents are processed every year in these industries using OPEX machines. We design, manufacture and service our equipment to meet the most stringent challenges of the global marketplace. We also continue to forge solid third-party partnerships with software vendors to provide our clients with fully-integrated solutions.

16 1 x OPEX AS7200i/M72 Scanning content direct from the envelope with no document preparation allowing for fast, secure and simple imaging and auditing of mail. What do We Have? Integrated Mail Opening, Extraction and Scanning Platform 1 x OPEX DS2200 Universal Scanning Platform Scanning content direct from the envelope with no document preparation allowing for fast, secure and simple imaging and auditing of mail.

17 Cost Recovery Solutions DocuPRO inepro Back office suite ibos runs on Microsoft Microsoft Server OS Microsoft Database (SQL) Centralised Budget Control Database ibos inepro Software suite for: Document inepro Back Accounting office Cashless Suite Catering Access Control Student bus control Multiple Card Authentication Biometric Authentication Connector for 3 rd Party applications (ISV) IDIS, LDAP and CSV import Single Management Application

18 What do We Have? inepro Back office suite Microsoft SQL ibos One software application for cost recovery within all facilities 34 MFDs located in central print hubs 2 x Pro-8000s (large digital full colour) 80 sides per minute 2 x 1051 with all finshing options (including folding) b/w 105 sides per minute 1 x 951 b/w 90 side per minutes Finishing equipment (including guillotine square back and booklet makers)

19 Project Scope Derby City Council s Priorities Remove paper from the business so we could operate in our new building Implement a new corporate EDRMS to improve information sharing, reduce duplication, roll out business process workflows, increase our compliance with legislation Implement a new digital mail room for all incoming mail Do it quickly! Simplify, Standardise and Share

20 What We ve Done

21 What We ve Done Back Scanning Configured jobs to allow us to back scan and index 77,000 land charges cards, records of 3,000 children plus thousands of other documents to allow us to move offices Supported by: Business Support Indexing Team OPEX for job configuration to allow different jobs on the scanner at once OpenText configured automatic index and snap matching for single click indexing and validation Internal project team setting up the filing structures

22 What We ve Done

23 What We ve Done Corporate EDRMS Started with a blank sheet of paper and our Simplify Standardise and Share principles Created new file plan to support sharing of information across all teams Supported by: Business champions for all their local knowledge OpenText for the first area s configuration and days and days of knowledge transfer to the project team OpenText & Project Team for training and holding the hands of our end users

24 What We ve Done

25 What We ve Done Business Process Change Implement simple ways to move information around the business, including with mail scanning Reduced revenue and benefits scanning time by XXX Supported by: Business analysts, business champions, transformation project managers for the open mind and carte blanche approach Opex & Mail Room and project team for the absolute vision of a standardised business process

26 What We ve Done Digital Mail Room A new way to take items from envelope to electronic pigeon hole, to business area expert to suitable storage location without clogging up with attachments! A way to extract cheques and invoices at scanning Supported by: The most complicated, Opex for giving us the vision of what s possible simple process in the world OpenText for developing our customised processes and handing it over for us to adapt - quickly Chief Executive and our Information Governance team for allowing us to do something totally new

27 Tours Mail Room & Reprographics Half with Robert & half with Amanda We ll all visit both locations Please be aware that the areas you will be visiting are secure and working locations. We ask you to keep together and talk to the teams and sponsors directly after the tour if you require more information.