Below are Key capabilities to consider, before selecting a bpm platform,
Single Sign-On (SSO)
bpmEdge Business Process Management (BPM) solution have a SSO feature. Single Sign-On allows a user to log in with one set of credentials across multiple independent software platforms. This helps IT teams grant access and track activity. Some BPM systems offer Single Sign-On, but they may be quite limited in their options. Make sure they offer the kind you need.
bpmEdge Business Process Management (BPM) solution should absolutely be able to be integrated with existing and even new software systems. Very few companies have any use for a BPM solution that cannot communicate with other core software systems. Without the ability to integrate, you will be doing a lot of manual data transfers back and forth which effectively kills the net gain of automation. Without powerful integrations, business process management tools are a complete failure.
Reporting and Analytics
bpmEdge Business Process Management (BPM) include reporting and analytics; this is a no-brainer. Reporting on form data should be powerful and customisable. You should be able to generate reports that tell you the average time it takes to complete individual step and entire items, a snapshot of all open items and how often an item gets rejected or rerouted.
Process Performance Metrics
bpmEdge Business Process Management (BPM)’s Process Performance Metrics helps enterprises spot issues with a process and makes meaningful decisions to improve ineffective processes. In a BPM solution, the Process Performance Metrics are automatically captured system data that is evaluated by the process administrator to identify whether a problem is a result of poor process modeling and / or execution.
Today, businesses face increasing competition from companies of all sizes and stature. In order to remain competitive, decrease costs and increase organisational productivity, business leaders must recognise the importance of improving business processes. Business Process Management (BPM) can help here because it incorporates continuous process improvement methodologies and uses them simultaneously with BPM software.
bpmEdge BPM software enables businesses to design, implement, execute, monitor and optimise important business processes. By doing so, companies can efficiently organize and analyse data in order to automate business operations to save time and improve overall business productivity. Besides the obvious benefits of implementing BPM software – like reducing costs, rendering competitive benefits and enhancing business agility – these systems can do much more for your business and business strategy.
Better visibility into business operations and performance
Because BPM solutions make process automation possible, they allow for system users to keep track of performance and reveal details of how important business processes function in real-time. This greater transparency allows management to gain a better understanding of their business processes, monitor structures, and improve processes efficiency while keeping track of any outcomes.
A focus on customer satisfaction
bpmEdge BPM software helps organisations to combine people with technology in order to acquire and retain satisfied customers. With leaner, more efficient processes and increased productivity that BPM software helps achieve, employees are better able to focus on the customer. With that being said, a happy customer is a returning customer – meaning this helps to increase revenue, performance, and ensures profitability.
Since automation is a key factor to keeping process execution quality at a desire level, it ensures that a task or process is completed in the exact same way, every time. This can reduce errors and risks in business processes to ensure they don’t happen again. Plus, since BPM software allows for improved transparency of business processes, it enables users and business leaders to spot out any inefficiencies within them. As such, BPM software creates better-designed, executed and monitored processes which can further help reduce risks.
Greater compliance and security
Since organisations need to be compliant with industry regulations, a comprehensive BPM system can ensure that organisations comply with any standards and stay up to date with laws by implementing regulatory requirements. When you implement a BPM solution, you’re also integrated compliance into your process lifecycle. Businesses can build compliance into their business practices if department-specific applications are integrated with the organisation as a whole. In addition, BPM software also has the ability to promote security and safety measures by documenting procedures and facilitating compliance.
In order to thrive and sustain a competitive advantage, organisations today need to maximise the efficiency of the costs they obtain and the profit they generate. Luckily, BPM software is a driving strategy towards maximising cost efficiency by streamlining business operations, collaboration, automating repetitive tasks, and improving processes. Implementing a BPM solution can trim down the costs associated to business process execution and the reduce waste – since BPM involves allocating and tracking resources to avoid wastage.
It captures documents. It stores documents. And it distributes documents.
Clearly identified repositories for all documents:
Paper documents can be stored in filing cabinets located in a central filing section or in departments, while electronic documents can be stored in local desktop computers of each user or within central servers or dedicated storage facilities in a networked system. A good DMS will clearly indicate where a particular document can be found, often times producing the document on demand.
A system of classification for all documents:
An easily understood system of sorting documents into different categories can help store paper documents in clearly labelled paper folders and filing cabinets. It can also lead to and help create a hierarchical system of disk directories and a document indexing system. While the directories can facilitate browsing to the desired document quickly. The index can help retrieve documents using a search engine.
Rules and templates for creating and authenticating documents:
Rules and permissions specify who can create and authenticate different kinds of documents, and also the procedures to be followed. Templates provide standard formats for the different documents.
Tools to specify document workflow to suit business processes:
The DMS will, for example, allow routing particular documents through particular routes, for reviewing, commenting on, and approving the documents. Automated alerts can bring pending documents to the notice of concerned persons.
Tools to specify policies and procedures for archiving and disposing of documents:
The DMS will allow administrators to specify the policies and procedures for handling old documents. These might be archived in a standard manner if it’s likely they will be needed later or removed if their usefulness has passed.
Facilities for quick retrieval of documents:
The information about document repositories and classification systems will be communicated to all concerned persons, and will also be made available for quick reference at filing sections and workstations. This can help those who need particular documents to know where and how to retrieve the document they require. Additionally, search tools can speed up finding electronic documents, including finding all documents related to a particular subject or classification.
Security procedures and facilities to prevent unauthorised access and ensure physical safety:
Paper documents will be under the lock and key of specified individuals, who will ensure that only authorised persons are allowed to view the documents. Electronic documents can be protected through a system of access rights and password requirements.
Physical safety is ensured through using security measures, such as fire alarm systems, barred windows, security cameras, etc. for paper documents, and regular backup/separate storage of the backup for electronic documents.
Convenient Retrieval: Documents are stored with the objective of retrieving them later whenever needed. These needs can be transactional, research, legal, or similar. Retrieving a particular document from the typically large volume of business documents can be difficult or even impossible unless a sound DMS is in place. Convenient and quick retrieval is a key objective of installing a DMS.
Version Control: Where different versions of a document need to be maintained (as in the case of product specifications) it’s essential to clearly identify the latest version, including the sequence of all the different versions in existence. A good DMS can eliminate the chaos that can otherwise result when attempting to locate a particular version.
Improving Workflow: Business processes typically involve movement of documents from the company to third parties, from department to department inside the company, and from person to person in a department. Several persons with different roles (such as creation, review, approval, and dispatch) will have to reference the document before it completes its intended purpose. Well-planned and efficient movement of documents can significantly speed up business processes and enhance their quality.
Regulatory Compliance: The benefit here is one of avoiding trouble, which can be serious enough to shut down the business. Government regulations require maintenance of different kinds of data and documents, and the requirements are often very complex. A good DMS will help ensure compliance with the rules, using such means as checklists, standard forms, and automatic organization.
Document Security: Maintaining documents becomes absolutely necessary to meet many different requirements. Documents can contain business secrets and other confidential data, such as product formulas or employees’ personal details. If unauthorized persons gain access to these documents, it can lead to business damage or legal damages. A DMS ensures that only authorized persons can access particular documents.
Documents also need to be secured from disasters such as fires and floods. A good DMS can make it much easier to restore the documents in case of a disaster.
Cost Reduction: Managing the sizable volume of documents generated in the course of business is expensive. In a paper-based system, paper, ink, file folders, filing cabinets, filing staff, and other requirements cost money. Even in an electronic system, you need computers, storage media, and system-administration staff. Good document management systems can reduce these costs by meeting all document-related requirements (outlined above) in a well-planned manner.
Enhanced Competitiveness: By improving business processes, reducing costs, and preventing serious losses, a DMS can actively contribute to business competitiveness.
Businesses don’t realise that the time spent looking for documents costs them dearly and is detrimental to their business (31% of respondents said that if they weren’t looking for documents, they would be spending time on business development). There are many benefits to a paperless office, some of which you might not even have thought about.
Pragmatically speaking, a paperless office doesn’t exist. Paper will always find its way into an organisation. Vendors will send contracts. Customers will send purchase orders. Potential employees will bring resumes.
“Going paperless”—eliminating paper usage and managing documents in the cloud or web-based filing systems—sounds hip, smart, and eco-friendly. However, the reality is that paper still permeates the modern office. And businesses have been slow to start the transition.
Even though this is considered a myth, almost all organisations are aiming for going paperless nowadays.
Few of the advantages of going paperless are as follows:
docEdge DMS is faster and more agile than managing files on paper: When using a digital document management system, you save time in searching for documents. Information is more accessible to all employees. At the same time, it is easier to restrict access to confidential documents. Digital documents can be accessed remotely, from anywhere, allowing your employees to work remotely. Having digital files improves documents’ history: it is easier to trace the origin of digital documents, and to know when and who changed them the last time.
Business development With time saved, executives can spend their time more productively, on developing the business. According to the YouGov survey, 30% of business managers and directors would spend the time they save on business development.
Better customer service A digital document management system allows you to access all customer data, retrieving information such as customer orders and documents, allowing your business to proactively provide customer service, and respond to enquiries faster.
E-mail efficiency A digital document management system that communicates with your server-based email system will allow you to save emails into the system just like any other document, making it easy for you to search your email history.
Return on investment Businesses do not need to spend a lot of capital in order to have a digital document management system. There are cost effective choices that will allow you to see a return on investment in as little as 6 months.
Greater document security The security of the information stored in digital format is much greater than the security of the documents that are filed in paper. In addition to the fact that it’s easier to restrict the access to confidential information stored in digital format, it is also easier and less expensive to make backups, so that if files get lost or a data theft occurs, it’s possible (and much easier) to retrieve the information.
Meanwhile, documents on paper are much more exposed to accidents – leaks, floods, fires – and is much more easily accessible to third parties.
Less overhead costs Digitising documents has a direct impact on cost reduction. Not only because companies don’t need to buy as much paper as before, but because it also saves on maintaining printers and purchasing spare parts.
On the other hand, if all of a company’s documents are digitised and can be sent by email, there is no need to spend on mailings anymore.
Less space dedicated to file storage Freeing the space dedicated to filing physical documents is also one of the main advantages of a paperless office. A digital document management system allows companies to archive everything in the cloud or on private company servers.
The space that is saved can be dedicated to expanding offices or other uses that bring more value to employees, such as a rest area to socialize with colleagues.
Automatic audit trail Increasingly, businesses need to adhere to strict guidelines on compliance and need to store records for many years. With a digital document management system, there are no limits to the amount of documents you can store, and every document will have a unique number –automatically generating an audit trail. This also gives the ability to make changes to documents and still keep the original, helping with compliance and audit guidelines.
Simplicity With a digital document management system, you can simplify many business processes. Users can action or authorise tasks and transfer data with the touch of a button. Ordering goods and authorising invoices, are just two of the best examples of daily tasks that become more efficient when done digitally.
What we conclude?
Looking at all of the above mentioned advantages, more and more companies are being driven to eliminate the use of paper in all its business processes.
At Pericent BPM and BPM Software, we’re already a paperless office, and we firmly believe in the benefits of document scanning and digital document management systems.
We are on a mission to help every organisation become a part of the digital world by being a paperless office with the use of docEdge.
If you would like to try docEdge for digitising your documents and manage them online, request for a demo and try it free for 14 days.