Document Management, Content Management & BPM
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Blenheim Palace/Version One – exclusive interview
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Blenheim Palace is home to the 11th Duke and Duchess of Marlborough and is also the birthplace of Sir Winston Churchill.
Situated in Woodstock, just eight miles from Oxford, the palace became a World Heritage Site in 1987. Set in 2,000 acres of
beautiful parkland , the palace is a world-renowned visitor attraction and, in addition, a number of businesses are
run within the Blenheim Estate. Blenheim Palace decided to look at using electronic document management as it processes about 20,000 purchase invoices and issues about
10,000 sales invoices each year, and controlling this paper flow had become extremely difficult and time consuming. It is already a user of Version One’s electronic form design software, DbForm, so
it decided to implement its document management solution. The added advantage was that it integrates very tightly with
Blenheim Palace's Sage accounting software.
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Global Aerospace/Hyland Software – exclusive interview
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Global Aerospace was formed in January 2001 following the purchase of Associated Aviation Underwriters, the
second largest specialist aerospace insurer in the US, by the British Aviation Insurance Group. In 2009, Mapfre Global
Risks, the large Spanish insurer, joined Global Aerospace making it the world’s leading provider of aerospace
insurance. Headquartered in London, Global Aerospace employs over 130 people in the UK, France and Switzerland and also over
260 people in the US and Canada. Its US operation had been through a tender process for a document management and workflow system and
selected OnBase from Hyland Software. The European divisions realised that it could also help them, both in replacing an
existing document management system and providing a capability to support their business processes via systematic and
automated workflows.
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Bentley Motors/DCS
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Bentley Motors is one of the most highly respected motor vehicle manufacturers in the world and produces a range of
luxury coupes and saloon cars from £110,000 upwards. Bentley’s history goes back to 1919 when it was founded by
WO Bentley and since that time it has become well-known for its Le Mans racing successes and its unique combination
of luxury and sporting performance.
In 1998 Bentley Motors was acquired by the Volkswagen Group and a major investment plan was undertaken which
resulted in the launch of the Continental GT range in 2003 at the Geneva Motor Show. The Continental GT and
subsequent Flying Spur and other models have proved to be an enormous success and car production ramped up from
1,000 in 2003 to over 10,000 cars in 2007.
This increase in production levels resulted in Bentley’s finance department coming under increasing pressure from
increased volumes of supplier orders and associated invoices to be processed. Bentley therefore contacted DCS which
then discussed various options to help solve these problems.
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United Biscuits/Hyland Software
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Three months. That’s all United Biscuits (UB) had to complete its latest enterprise content management (ECM) project.
The system manager and his team had to research options, perform discovery, select a vendor, test a
system and implement it (including a deep integration with SAP). UB called on its
long-term technology partner Integritie to help review and solve the problem. The problem was that the existing enterprise content management (ECM) solution couldn’t meet
the leading snack manufacturer’s requirements. Integritie presented two ECM options to UB. One updated
the current system already in place; the other was the OnBase ECM solution from Hyland Software.
After weighing both options, UB chose the OnBase solution.
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The Police Authority/Capita Total Document Solutions
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The Police Authority held all past and present personnel records within a library of 6,500 microfilm
reels containing 21,000 images.
A database linked to the microfilm library would identify the location of a record by microfilm and
frame number. Every new piece of information dictated a new microfilm record. This meant that to
review a complete employee record demanded that the reviewer identify and access multiple films.
As the library grew so did the complexity of its management – a task ‘owned’ by the HR department. The Police Authority wanted a solution that would take its efficiency, security and access into the 21st Century. It also
wanted to remove the disruption from the real business of HR that acting as archive librarians meant. Capita TDS took the entire Police Authority microfilm archive and converted it into fully searchable electronic data using
the existing database structure to form the basis of the new retrieval index.
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Climate Change Capital/Hyland Software
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Climate Change Capital (CCC) invests in technology and organisations that help the environment. From wind farms to
solar energy and beyond, CCC is dedicated to reducing carbon emissions through a variety of projects. CCC has offices
in different parts of the world, including its London headquarters as well as China and the US. As CCC grew its portfolio of projects and investments, its network of vendors and suppliers also increased. Although the
company relied on an accounting application to track data and numbers, it had no way to track incoming invoices or
paper. After reviewing multiple products, CCC ultimately found Twofold, an authorised OnBase from Hyland Software solution provider.
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St Helens & Knowsley Hospital Trust/CCube Solutions – exclusive interview
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Employing 4,000 staff, St Helens & Knowsley Teaching Hospitals NHS Trust serves the communities of St Helens,
Knowsley, Halton and Liverpool, extending to North Wales and the Isle of Man, providing inpatient, outpatient, day case and
emergency services.
The Health Informatics Service aims to provide St Helens & Knowsley Health Community with accurate, reliable and timely
information at the point of care, through robust technology, to ensure that informed decisions are made by patients, carers
and other staff. Two or three years ago the chief executive of the Trust had identified a pattern of complaints concerning the availability of
health records. On occasions the records were not available when a patient arrived for an appointment and therefore the
doctor felt unable to see the patient. The only way forward was for the Trust to digitise its case notes and develop a new way of working that would allow doctors, in the ward
or clinic, to display a patient’s medical history using a computer-based system. The first thing the Trust did was to buy a document management solution. After a procurement
process it selected a solution from CCube Solutions.
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Bradford & Bingley Group/Capita Total Document Solutions
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In its day microfilm was the preferred technology for financial institutions – the cost and storage
benefits over paper resulted in the development of substantial archives of microfilmed
information.
As with any physical media, however, the larger the archive the more cumbersome the system
of management and retrieval. And that means increased costs, delays and errors. It also
means more and more space.
For the Bradford & Bingley Group (BBG) the problem was compounded by the fact that its HQ
operated from two sites. Accessing a microfilm record meant a journey between these offices
before the search for the microfilm record could even begin. As for access to files for remote
branch offices, it was a slow, frustrating experience, out of tune with modern business
processes and expectations. The need was therefore for electronic copies of the microfilm record that could be accessed and transferred quickly and
efficiently via a secure web system directly to the requestor, eliminating any need for microfilm viewing or printing
equipment. By tasking Capita TDS with the management of its archive, BBG ensured that all authorised staff would continue to
access information as and when required.
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William Pears Group/ZyLAB – exclusive interview
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The William Pears Group was formed in 1952 by Bernard Pears and his son Clive, and is still 100% family-owned and
managed.
The group’s original activity was commercial property development, but it expanded into property investment in the mid-1960s. The group owns several thousand residential properties, located primarily in London and southern England, and is
one of the largest and most active residential property investors in Britain.
In 1990, the group set up a new division, now called Talisman Global Asset Management, to invest in international equities
and venture capital markets. This division now manages in excess of $1.5 billion of investments. The company wanted to replace its traditional paper-based filing system with a document management system and selected ZyLAB as its preferred option.
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Asthma UK/Infonic Document Management
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Asthma UK is a charity dedicated to improving the health and well-being of the 5.4 million people in the UK whose lives
are affected by asthma.
The charity is the largest independent funder of research into asthma in the UK. Like many organisations, Asthma UK had historically relied on a loosely structured paper filing systems for its records
management. The charity was unable, with the paper filing system, to easily provide a complete audit trail for each of its Gift-Aid
claims because it was almost impossible to quickly link an individual claim to all the relevant paper records. Asthma UK entered a formal process to procure a document management software system which would address the
challenge of providing the accurate audit trails required to secure its Gift-Aid tax claims. The charity decided on Infonic’s
Document Manager system because of its flexibility, strong functionality and the system’s integration into the charity’s
Raiser’s Edge database.
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Ceva Logistics/Infonic Document Management
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Ceva Logistics is the country’s leading business-to-business express delivery company. It delivers hundreds
of thousands of consignments every week – in excess of 100 million items per year. Infonic Document Manager has been deployed by the engineering department of Ceva Logistics to streamline the
maintenance of its 4,000 vehicle fleet. The software benefits 700 users at 160 different Ceva locations throughout the
UK.
Infonic’s software manages all vehicle compliance documentation and has been integrated with Ceva’s existing fleet
management system to enable Ceva to achieve full VOSA (Vehicle and Operator Service Agency) compliance approval
and significantly improve Ceva’s administration processes.
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New College/ZyLAB
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New College Stamford in Lincolnshire is about to live up to its name. Under the
leadership of recently appointed principal Miles Dibsdall, the establishment which
opened in 1967 to provide full and part-time academic and vocational courses is
about to undergo a massive facelift.
New College will embark on an exciting eco-building plan to create the ideal learning
environment for the 21st century and beyond. The aim is that the new building will be
a beacon statement against global warming, with every energy efficient device
including green roof, wind turbines for power and recycled water features. One initiative was to create a paperless environment. The pressure on space and the need to find a way of sharing information in a paperless environment led to a review of
new suppliers. Following discussions with colleagues at regional IT forums, and several visits to other colleges, it was
felt that ZyLAB offered the best match to the college’s requirements.
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Devon & Cornwall Housing/ZyLAB
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From its formation in the 1970s, Devon and Cornwall Housing (DCH) has developed
into a major regional housing association with over 17,000 properties in its portfolio.
With three housing associations in the group, it provides a full range of housing
including family housing, sheltered accommodation and housing with support.
The group employs 700 staff with its head office in Exeter and other offices in Totnes,
Penzance, Truro, Barnstaple, Plymouth and Liskeard. ‘Care and repair’ has grown in size and significance and is now an important part of
DCH’s business. Its 12 regional care and repair services are used by other housing
associations and run through local agency offices across Devon and a large part of
Cornwall.
They work with local councils, offering services for both tenants and owner-occupiers
unable to afford to repair their home. Work can range from full-scale conversion to
such things as shower adaptations or roof repairs. DCH wanted to use technology to cut down
paper retention produced from the service so turned to ZyLAB.
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H+H UK/Version One – exclusive interview
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The core activity of the H+H Group is the manufacture and sale of the building material aircrete, supplemented by know-how
and advice on building materials and technology. The company’s products are sold as system solutions for solid
aircrete buildings and as separate materials in the form of blocks, wall and floor components and multi-slabs for
interiors.
H+H UK has been manufacturing Celcon aircrete products in the UK since 1949. It was a very paper-based company with piles of documents stored everywhere that had been photocopied or printed.
Historic documents were archived to microfiche, which was a time-consuming, costly and archaic process. H+H initially had discussions with its accounting system supplier Open Accounts (now COA Solutions) and they
recommended that it look at Version One, now part of the same group, for a solution.
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Dimension Data/The Content Group – exclusive interview
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Founded in 1983 and headquartered in South Africa, Dimension Data (LSE:DDT) is a specialist IT services and solution
provider. It offers clients a ‘lifecycle’ of services around their technology requirements – helping companies to plan, build
and support their IT infrastructures. Dimension Data has 9,500 staff and operates in over 30 countries. It has a primary listing on the London Stock Exchange and
is also listed on the Johannesburg Stock Exchange. In the six months to 31 March, it made revenues of $1.8 billion and an
operating profit of $55 million. DiData needed
a slicker way of working and of processing documents more efficiently through the organisation so it selected a product called iMarkup process automation solution provided by The Content Group.
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UniChem/MetaStorm – exclusive interview
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UniChem, the UK wholesale division of Alliance UniChem, is a leading UK distributor and wholesaler of pharmaceutical,
medical and healthcare products. UniChem offers twice-daily delivery and provides a full complement of added value
services to pharmacies, hospitals and dispensing doctors in the UK, including marketing support, commercial support
services and ethical compliance and data services. UniChem operates 11 distribution centres across the UK and employs
around 3,500 people. UniChem wanted a BPM system that would be suitable for more than one business process without requiring huge further investment
and which would make it quick and easy for a business analyst to develop processes and maintain them. It came across CommerceQuest, which was subsequently bought by MetaStorm.
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