Workflow Management.
Through WFM processes can be integrally controlled and improve the workflows in the organisation. Thereby services can be improved and better leadtimes can be realised because the resource utilisation will be improved and certain tasks can be executed in parallel. A workflowmanagement system ontlasten relieves the memory of the employees by automating the small coordinationjobs. We can see WFM as an instrument to optimise business processes. The successful execution of the preceding depends highly of a correct analyses of the businessprocesses and workflows and related rules. In this perspective we can see WFM as an internal postman: he walks through the company with ‘documents’ and delivers them to applications or persons. When they are ready for the next step, he picks them up again. It is of course necessary that he knows where to go and how to get there: he follows the flows of the designed processes. An insight of the processes is therefor essential. The postman knows the flows, but has not necessarily designed the processes. It is therefor important that procesdesigners create a concrete process, sothat the postman knows how to go. BPM defines the content o the processes, while WFM takes care of management and control.
The right action on the right moment, based on the right information; that is the power of the workflow system. The application of the workflow-engine support the planning and correct settlement of the processes and decision-making. The workflow-functionality assists to fully inderstand the businessprocesses and get a full insight in the way of working. This creates possibilities for procesanalyses, maintenance, evaluation and re-design. It models the potential and performance in your organisation and provides the possibilities to improve them.
Document- and Filemanagement
With document management one can efficiently register, route and follow any type of document, file or information in whatever format through the organisation. The handling can be flexibly set-up; one can authorise on document, department, workspace and personal level. The progress is guarded through the integrated signalisation and alert functionality. At any moment one can retrieve and update the status of a registered document as well as the workload for an employee or department. The workflow functionality can be fully integrated with the DMS system.
The DMS offeres end-users the possibility to register any internally created document i.e. in Word, Excel of PowerPoint. Documents are indexed in full-text mode and stored in a PDF-format as well as in the original format. Authenticity is guaranteed by selecting the PDF-format. When changing the original format, version control will create a new version of the document. It is not necessary for users to know where documents are physically stored. Document search is possible based on Meta-data and document content or a combination of both.
Document management effectively facilitates file management. Apart from the registration of files one can also create any type of documenttype and define registration elements per documenttype. A powerful functionality in file management is the possibility to to register actions like transfering files to a repository or destroying physical files and keeping the electronic versions. In one single view one can see which documents are part of a file and in which file a document is stored.
The imaging-functionality supports digitisation of the incomming documents. Registration and the creation of files are supported by document- and file-management. The web-enabled viewer support the retrieval of the digitised documents on the workspace.
The imaging-functionality supports both scanning of single documents and batch-scanning, centralised as well as decentralised. Add-on’s like OCR translation, full-text indexing, correction of incorrect scanned documents and other options. Automatic bar-code creation and scanning is part of the supported functionality.
Authentic storage consists primarily of a secure storage and retrieval of documents, secondly of multiple storage of an original, archive (usually pdf) and communication format (currently XML or pdf) and thirdly of an authentic storage on WORM, like MO-WORM, UDO-WORM or Centera and digital signature at the storage of documents.
Apart from the authentic storage there are multiple possibilities to search and retrievability of dcuments. Possibilities for OCR (Optical Character Recognition) for the conversion of imageformat to text and full-text indexing of documents.