Category : Business Process Management

RADcube > Business Process Management
25Apr
b2bHOW ECM OPTIMIZES BUSINESS PROCESS MANAGEMENT

HOW ECM OPTIMIZES BUSINESS PROCESS MANAGEMENT

WORKFLOW AUTOMATION

Across all industries, enterprise content management (ECM) systems get business information assets under control and give authorized users intuitive, fast access to those assets. Convenience and security, however, are just the beginning. The right foundational ECM solution can make it possible to substantially improve workflow management and business process management (BPM) activities.

Any business that is evaluating ECM alternatives should therefore look for a platform that makes it easy to bring efficiencies into the mission-critical, everyday processes that can lower costs, drive productivity gains and yield competitive advantages.

, and can also help employees avoid mistakes such as skipped steps.

TRANSFORMING BPM WITH ECM

An ECM solution can enable a business to add dynamic controls for automating and managing every-day, vital business processes. For example, an ECM system can automatically fill in forms, and route in-progress content to the right team members. The system can monitor due dates and send out email notifications or post calendar reminders at each step in a business process. Managers can track team member progress on assigned tasks, and they can also set alerts in order to be notified when a task has been completed or when content of interest has been modified. A best-in-class ECM system makes it easy to set up and customize these types of automated capabilities to fit the needs of each group, department and the overall business.

Compared to highly manual business processes, ECM-based workflows bring many efficiency improvements to a broad range of business processes. Since employees can work in parallel without any confusion about content versions, previous bottlenecks can be significantly eased or eliminated. The system maintains consistency and quality in the related documentation, from start to finish of the process.

Within an ECM environment, an automated invoice processing workflow starts with the definition of the process handling steps. The state of the information attributed to each invoice might reflect “received,” “in review by purchasing,” “approved for payment,” “paid,” or any other defined status.

The process owner can specify which employees can move an invoice in or out of any state. For example, approvals can be restricted to the appropriate purchasing person based on the supplier submitting the invoice.

 

USE CASE EXAMPLE – INVOICE PROCESSING

Within an ECM environment, an automated invoice processing workflow starts with the definition of the process handling steps. The state of the information attributed to each invoice might reflect “received,” “in review by purchasing,” “approved for payment,” “paid,” or any other defined status.

The process owner can specify which employees can move an invoice in or out of any state. For example, approvals can be restricted to the appropriate purchasing person based on the supplier submitting the invoice.

All of the appropriate employees, based on the workflow definition, can be notified of their processing tasks via email or with automated entries in their calendars or to-do lists. To speed the completion of their steps, employees also have the ability to conveniently search the history of related tasks for a particular supplier by referencing dates or other transaction or supplier attributes of interest.

 BPM-FRIENDLY FEATURES

The latest ECM systems offer many features for workflow management.

Look for:

  • User-friendly content tagging (metadata entry, for state definitions and descriptions)
  • The ability to leverage and consolidate all process-related content, including documents (unstructured content) as well as other information objects (structured data)
  • Flexible deployment options (support for cloud and hybrid environments)
  • Flexible user access, including support for mobile devices such that out-of-office employees do not become bottlenecks
  • Fine-grained configuration capabilities
  • Tools for tracing the sources of workflow problems
  • The ability to record and easily modify workflow conditions
  • Security controls (ability to define diverse roles and associated permissions for state transitions)
  • Integration of workflow management tools with history logs and audit capabilities (allow managers to compare performance with previous cycles)

RADcube and M-Files are Technology Alliances in ECM services and solutions. Click Here to learn more about RADcube and M-Files capabilities.

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