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Difference Between Cloud vs On-Premise Document Management

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Difference Between Cloud vs On-Premise Document Management

Cloud vs On-Premise document management is one of the most hotly debated IT topics of the 21st Century. Many people are still unsure about the differences between cloud-based, on-premise, and online document management software (DMS).

Today, we’ll discuss the differences between online and on-premise DMS. This will help prospective and existing users decide which model is best for them and how each DMS model can benefit their organization.

Misconceptions about Cloud vs On-Premise Document Management

Clouds, also known as hosted services or SaaS, are not new. It can actually be traced back to commercial computing which took place over 20 years ago.

It’s not as tangible as the name ‘cloud’ suggests. The cloud is actually a global infrastructure that occupies many tangible spaces (highly encrypted information centers) around the globe, which integrates the increased security, collaboration, and storage bandwidth required in many industries.

On-premise document management software is not as common as it seems. However, there is one misconception. This misconception is that organizations need to have an on-site IT team in order to use the DMS.

Most document management vendors provide services through resellers or training programs that remove an organization’s IT staff from the list of requirements.

Differences between Cloud Vs On-Premises DMS

Data Migration

Cloud vs. premise document management is misplaced fear in DMS Implementation. The data migration differences between online DMS and on-premise DMS are key differentiators.

After an organization has migrated its data and content to the cloud, it will remain there. This is advantageous for two reasons: data migration can be expensive and time-consuming. On-premise DMS may require additional data migrations depending on the organization’s IT strategy. This is especially true since organizations that purchase document management software on-premises tend to change their systems every 5-10 years.

Functionality

Cloud-based solutions are able to function in-browser over the internet. This is important for many reasons. These days almost any information device can access the Internet. However, on-premise DMS access to organizational storage, collaboration features, and other functions remain tied to the software’s origin/point of installation. Without analyzing the limitations of on-premise solutions, cloud vs. on-premise document management cannot really be distinguished.

The cloud can overcome issues of desktop compatibility that are sometimes present in niche operating systems (niche, not within Windows).

Cloud-based online DMS are, without any serious criticism, far more functional than their on-premise counterparts. This is especially true because it can be accessed via mobile apps and consumer-grade laptops (such as Mac), which are increasingly becoming popular in the enterprise.

Pricing

While many are aware of the price differences between cloud-based DMS and on-premise DMS, few people understand the long-term differences. As always, price and value must be considered together.

This is the biggest difference between cloud and on-premise document management solutions. There are two sides to this coin: there are easy ways to measure the expenses and there are more complex methods that can be used to calculate the benefits.

Although the initial cost of cloud computing is lower than the other options based on simple calculations, organizations will see a return on investment if they use both the cloud-based DMS and the on-premise DMS. This is because each technology allows them to go paperless.

It is important to note that organizations will spend more electricity with an on-premise solution. On-premise solutions are better suited for rural offices because they have fewer Internet access options.

Information Technology Considerations

Companies must install the licensed software on their computers and network in order to use the document management system. It is their responsibility to maintain the current version of the software. Some software providers may charge extra fees for updating. The organization must not only purchase the software, but also the hardware required for storage and processing. They also have to pay to power the hardware.

Companies must ensure that their data and software are safe from physical and security threats to computers, networks, or databases. Organizations with on-premise document management require IT staff to manage hardware, software, security, and data.

While cloud-based DMS products can be used online to sync and integrate with an organization’s existing IT infrastructure, it doesn’t mean that they are easier to implement on-site solutions.

While server management is done within the company with on-site solutions, vendors can and often will provide services to ensure that the DMS runs smoothly.

Accessibility

Cloud allows you to access more servers without taking up significant space. Because it is more easily accessible from more places, the cloud has a higher temporal capacity to connect more people during mission-critical times.

Cloud-based solutions are more expensive in bandwidth, as we’ll see. On the other hand, on-premise DMS will work with a terminal server. There are many differences between cloud and on-premise document management, but the cloud offers more accessibility than the on-premise options.

Bandwidth and Services

Bandwidth is critical for data migration. An on-premise solution allows bandwidth to be used only by your pre-existing network. On-premises can be more reliable than the cloud. While there may be less bandwidth than you want with the cloud, on-premises is more likely to offer more bandwidth, even though it requires more electricity and power. This dichotomy splits the cloud vs. premise document management parameters.

As a service investment, the cloud will only require some consulting services, but software upgrades that require on-premise solutions might require technical support. This can sometimes slow down the usual speed of operations.

Intuitiveness

DMS novices are often more comfortable understanding on-premise solutions. The cloud, however, is a web-based technology that allows for greater customization and can make the solution easier to understand.

On-premises, despite the intuitiveness and simplicity of the cloud, is a technology that has been around for some time. It can be compared to the intuitiveness and ease of use of the Windows software interface.

Despite the differences, both DMS modes allow for software integration that makes processes easier to integrate with existing tech infrastructure.

Implementation

While implementation times will vary greatly from one organization to another, the cloud is faster than any other because many of the implementation steps can be completed easily by DMS vendors with cloud-based solutions. This makes it easier to understand cloud vs. on-premise document management.

Pre-existing infrastructure will also affect the time it takes to implement. Pre-existing cloud applications will make it more difficult to implement on the premises.

Last words

Because of its many benefits, cloud computing is becoming more popular. Cloud computing can reduce workloads and help companies manage their budgets.

Risk managers see unauthorized access to sensitive and regulated information as a serious concern. Even though remote access allows users to log in from anywhere, it can seem risky. However, for those who don’t need to comply with storage regulations on their premises, a cloud provider capable of providing secure authentication should suffice.

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12 Key Factor to Choose Right Business Process Management Software

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business process management software

There are many business process management software options on the market. Hundreds of options are available, with different levels of functionality. This is a great thing itself, but it can also be a problem as buyers often assume that all BPM software is the same.

However, this is not the case. Business process management software (BPMS), can differ in terms of type, scope, or implementation. For some users, however, options overload can lead to analysis paralysis as they jump from one product to the next trying to make a decision.

This guide proposes a workflow that will streamline the BPMS selection and assist BPM software buyers in predicting high success rates in software/business best fit matching.

Consider these factors when choosing right business process management software

BPM software is a key factor for every business but before why did 70% of BPM Implementations got Fail. These are the 12 criteria you should consider when deciding which process management software is best for your process improvement goals.

Monitoring in Real-Time

To support real-time monitoring, your system should have bespoke monitoring applications. This feature can be used to monitor key process indicators and provide real-time monitoring.

Customer Support Tickets — Analyzes new tickets, resolves tickets, and times resolutions. This will help you to create a client-oriented department.

Percentage of Product Failures — This is the percentage of defective products. It takes the total number of units produced and divides it by the number of spoilt units.

LOB Efficiency Measure — This measure measures staff efficiency by analyzing the number of units produced each hour.

Role-Based Routing

It is important to choose a tool with role-based routing capabilities. This feature is crucial because it allows you to clearly define the roles of each team member in your company, even if they are not defined in the response database.

Integration with existing software solutions

The ideal process management software tool must be flexible enough that it can interoperate with other business tools. This capability allows you to access data from other platforms, without having to manually enter the information. You can quickly access data stored in other business tools and, with just a few clicks, download the target data to your business process management software database. This streamlines the entire process and saves time and money.

Comprehensive Reporting

The primary reason you should incorporate business process management software into your company’s operations is to increase production. A tool without a solid reporting system is not worthwhile. For a business process to be successful, it is essential that you have a solid reporting system.

If you are looking for a unique tool to revolutionize your business processes, then consider one that combines logic and statistics to create an informative and comprehensive report.

Mobile Support

People are becoming more attached to their phones. Most people sync their mobile devices with their bank, email, and work accounts.
Employees can create customized, accessible work environments by choosing a business management software tool that allows them to sync their smartphones easily.

Dashboard Widgets

Dashboard widgets are an essential part of any business process management software. Employees can create a dashboard to help them see the status of their most important tasks and get instant access to the filtered results.

Usability

Consider who will use it and what their communication preferences are. It will be used by frontline staff or technical process specialists. Users should be able to interact with the interface easily. It shouldn’t be too difficult to use. You should look for functionality that saves time and effort. For example, the automatic generation of process maps based on user input. A search function that improves ease of use and does not causes frustration is one example.

Many processes are dynamic, so change management is a must. A dashboard that displays automatic notifications can give users visibility into the status of their processes and give managers assurance that they are being notified when there is a change.

Analyze

Business analysts should be able to access information from their process management software that supports them in making processes more efficient and enabling them to use tools such as Six Sigma and Kaizen. This approach is something you should consider if you want to implement it. You will need to be able to identify waste opportunities, eliminate non-value-added activities, and spot cost reduction possibilities.

The BPM tool should also be available to all employees in order to facilitate the analysis of current processes as well as the identification of potential improvement opportunities. Your teams will know everything about your processes and can help you plan for the future. This is an essential component of identifying automation opportunities and improving them.

Governance

Version control should be a feature of your process management software. This will allow you to track who uses the system and keep an eye on any changes for auditors. Your process improvement efforts will be successful if you have a clear governance system. Transform success measures into job reviews and key performance indicators to increase engagement. This will ensure that you don’t go back to where you started, with outdated processes that no one uses.

Content Management

Collaboration is the key to process improvement. The BPM tool is designed to encourage collaboration and the exchange and support of ideas. It will also track and accommodate feedback and suggestions for improvement. They should be easily traceable and tracked.

Many organizations find it difficult to provide teams with process information when and where they need it. Engaging with your processes will be easier if there is one location that contains all the process truth. Process guidance should be accessible in places that your teams use every day. This could include the company intranet, URL links in ERP systems, CRMs, or Salesforce. Consider how your teams will be able to access the process information. What and when will they require it? How can you make process management software accessible to your teams?

Technology

As your business grows and changes, your process management software must adapt to meet these needs. Word, Visio, and PowerPoint are not scalable, so they can’t keep pace with process mapping tools such as PowerPoint. Your rollout plan should include more than just the technology. It should also detail the resources required to implement and embed that technology.

Cost

Your business process software selection should not be based solely on cost. If you don’t see small wins in a short time, regardless of cost, you need to question the return on investment. A vendor should treat your investment as their own and give you the opportunity to make suggestions. Flexible providers will take you along on the process improvement journey with them and respond quickly to any questions.

Last words

There is no doubt that the BPMS is a crucial element that will enable you to improve your processes. However, it is only possible if you choose the right tool and the correct process management approach for your company. You can view your BPM requirements through the lens of usability, governance and analysis. This will ensure that you choose the best approach to meet your current or future business process management needs. It will also help to maximize your return on investment.

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Key Reason for Business Process Management Implementation Bound to Fail

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BPM Implementation

What if I can tell you straight up that your Business Process Management implementation will fail. I’m 99% confident with my words. This seems terrifying right!

Analysis shows that only 20% of IT projects are completed on time. BPM projects have a higher failure rate due to inexperience and the limited scope of implementation. You are at the cutting edge of technology if you implement a BPM project using current tools and standards that are still irregular. Your failure rate will be even elevated.

We will be discussing the main causes of BPM failures in this article. It is easy to identify the cause and then find the solution. Implementing the solution is the most difficult part. Communication is a major reason for failure. It is simple to encourage more communication. Implementing better communication is not easy.

What Fails in Business Process Management Implementation

BPM implementation is not only cutting-edge, but it also has a unique aspect that sets it apart from other IT projects. BPMS Software is a crucial element for automation. It can span across multiple departments. Because it is a business process, it must be implemented across the entire organization. If the handoff is not working well, the interface between departments is the weakest point of a process.

In the past, every department purchased the best-of-breed application that would suit its needs. The business process was not taken into depth. This was partly due to the absence of a process steward who would have identified optimization parameters throughout the process.

Communication –

We mentioned the fact that communication, or lack thereof, can lead to project failure. Now communication must be enabled not only within the department but also between departments. The more complex an organization is, the more likely there are for politics and fiefdoms. It can be difficult to reach an agreement on simple matters.

A project manager must work in partnership with the process steward to ensure success in this area. Executive support is required to break down the walls between fiefdoms. If a consensus-based approach fails to work, a dictatorial approach might be the only option. A deadline may be set by the sponsoring executive to “Come to a conclusion within X days or you will have live with what I propose.”

Architecture –

I’ve seen many BPM projects fail because of weak architecture. The reason this happened was that the architecture was not well-designed or the teams could not reach a consensus. It is not sufficient for different applications to publish their interfaces, expecting the consumer to use them. Sometimes, an architect who is proficient in one area of business can be promoted to a higher position. The result is that he or she may have a biased view of the solutions.

It is possible to designate an architect who can understand the business problem and the process in order to manage all interface definitions between departments. An architectural team can be a compromise if one architect does not have the necessary domain knowledge. Another option is executive support for one architect who can work across departments without being bullied.

Executive support –

This is because the nature of the BPM project spans departmental boundaries. The BPM implementation must be justified from the top with full support throughout the process. Senior management must be active in fighting politics and maintaining a healthy environment. This can be difficult.

One way to build trust is to make sure that department heads meet regularly in a relaxed atmosphere. Or else, the implementation could fail.

IT alignment in business –

IT can get distracted by the desire to use the latest technology and not address the business problem. This is just the nature of technical people. Technology is what drives them. Sometimes, it can overwhelm the business needs if it isn’t properly monitored.

Management should monitor the progress of each project through several methods. Management should insist on regular meetings, updates, and maybe even a way for them to “look into” the implementation in real-time – by looking at bugs reports or making it available to continuously showcase the features that are being implemented.

Integration –

Although integration is an important part of any IT implementation, it is often overlooked. We need to be certain that two groups building a bridge are meeting in the middle.

The BPM architect has one responsibility: to ensure consistent and clean interfaces. Changes to these interfaces must be approved by all parties. However, it is best to have them reviewed by all architects involved to make sure that there are no ripple effects.

Testing –

Companies often give lip service to testing. While the business may believe they have enough testing time, the implementation team pushes testing to the end. Testing is compromised when functionality is not completed by the end, but the deadline is still the same. Sometimes, the implementation team simply hopes that the system will work. It is inevitable that it will not.

Management must insist that testing cycles begin in the early phases of a project to reduce this risk. Management must have visibility into the testing process, plans and results to ensure that testing goes according to plan and does not compromise other features. Management should be able to enforce the mindset that “testing is as important as implementation” and should push for the delivery date, rather than release a partially tested system.

Wrapping Up

We have covered the main causes of Business Process Management implementation failures in this article. To avoid costly errors, you must monitor it and fix them. This requires common-sense management techniques. Execution is key. Many important aspects should be considered before buying BPM Software.

If you were willing to implement safe BPM. bpmEdge BPMS from PERICENT is a low-code business process management software for building and operating workflow-driven business applications. It offers an innovative, unique, and faster approach along with great flexibility and deeper insight into your business process than any other business process management solution.

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EDMS- Top 4 use cases in Manufacturing Firms

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EDMS in Manufacturing

Our previous article presented a glance over the importance of the documentation process in manufacturing firms. Numbers of advantages of using the electronic document management system were communicated in the blog. So, this succeeding blog will be talking about the four main use cases of the EDMS system in any manufacturing firm.

The operations in manufacturing firms are not limited to just the production of logistics. But, it takes support from several other processes in the firm. Manufacturing requires the raw materials which are received through supply. The forecasting is used to manufacture a specific quantity of logistics. The management of existing and new logistics is the other big task. In the end, the transportation process helps to deliver the logistics to the retailers and customers. Communication with all the stakeholders also plays a vital role.

Most importantly, the validity of all these processes is verified by the documents only. As discussed earlier, “If is not in the documents, it didn’t happen”. The production unit, the raw material received, the transportation used, the forecast, orders, and all other data are stored in the documents only.

EDMS in the process

EDMS system helps the manufacturing firms to store and use this bulk of data in a more organized and managed way. It is neither safe nor a good idea to keep the physical files and papers for the documents of this much importance. The chances of different physical damage will always be a threat to the data and information of your firm.

Electronic Document Management System works to eliminate the chances of these risks. Moreover, the EDMS aims at smoothening the documents and information flow across the different departments & operational units of the firm.

Here are the top four user cases of EDMS in the different departments of the manufacturing industry:

Supply chain management

Supply chain management is one of the most important parts of any manufacturing firm. It works as the connecting bone between the market and the manufacturing firm. Electronic Document Management System like docEdge DMS helps to organize all the information about the supply of logistics in a well managed and digital format and thus make it more accessible.

The information about the different suppliers, the logistics received, logistics sent, the payment received and given, the quantity, date and time, etc. can be managed in a categorized and integrated system. Any paper can be signed and then sent to the other party as well. It makes the supply chain process very efficient and timeliness.

Logistics management

Manufacturing is all about logistics. A manufacturing firm makes the production strictly on a proper calculation of supply and demand. To perform this necessary calculation, the information such as demand in the market, logistics available in the market, logistics available in the warehouse, the need for new production, supply and material required for the manufacturing, and other bulk of information has to be analyzed.

All of this information comes in the form of documents. Any mistake in this process can cost a loss of millions of dollars to the firm. So, Electronic Document Management System removes the chances of mistakes and thus provides every data at the fingertips within moments.

Accuracy in accounting and finance

Due to the contribution of the different processes in the manufacturing firms, there is a lot of accounting and finance work. Taking the example, a firm has to keep a record of the payment done to different suppliers, the payment received from the other party, quantity of inventories, salary of the staff, spending on the different departments, cash in-flow, cash out-flow, and many more.

So, thousands of documents have to be managed only for accounting and finance. EDMS takes this headache away from you. The Electronic Document Management system allows you to manage all of your documentation and finance data in a digital format. So, it also becomes easier to share, retrieve and present the data for future use.

Complete control over transportation

A manufacturing firm is associated with the number of transportation service providers according to their respective market size. So, an electronic document management system helps keep a record with every transport associate and partner.

An efficient record of inventories traveling with a specific fleet along with the quantity and other specifications can be maintained. Moreover, the necessary documents can also be transferred digitally to the fleet drivers so that chances of document damage can also be avoided.

Wrapping up

EDMS has the potential of enhancing the management of different processes in manufacturing firms. It eliminates the chances of error and thus makes the documentation even smoother and well organized.

Whether your organisation is looking to go paperless or to automate business processes, our line of products are the Umbrella Platforms for your needs. Reach Us

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