In progress. When it comes to government, we hear those words a lot. Its no surprise: meeting the needs of a geographically large nation with diverse constituents is challenging. Change and progress require timeand patience. Technology is one area where progress is evident. Change is afoot everywhere, from optimizing government websites for mobile devices, to coordinated healthcare services and discussions about creating a national dashboard to share meaningful information. The goals are familiar: * Better communication. * Improved efficiency. * Greater transparency. * Fiscal responsibility. Poor communication, inefficiency, and lack of transparency contribute to financial leakage. They invade the workplace via redundant tasks; duplicate payments; time wasted digging for answers or waiting for replies; recreating missing files; and researching and re-keying data from one system to another. Cost control: recycle useful information Shrinking budgets, ballooning deficits, and public demand for fiscal prudence require new responses to the crusade for efficiency. Inefficiencies silently hemorrhage cash. The only way to stop the bleeding is by smarter information management, which first demands recognizing its full value so you can maximize meaningful use. Smart administration involves streamlining without adversely affecting constituent services. One of the most effective ways is to deploy enterprise content management (ECM) to connect information systems. ECM creates a firm foundation, centralizing access to scattered information and making it secure, searchable, and useful while laying the groundwork for automation. Yet ECM can only reach its potential when its backed by a strategy that enables meaningful use of the information that drives decision making. Information usefulness is a gauge for measuring ECMs effectiveness, yet sharing within and between government agencies remains minimal. Why? Efficient sharing requires painstaking analysis, strategic planning, and thorough communication. The process is timeconsuming, requires considerable thought, and quite frankly can be painful. The gains, however, are immense. Meaningful use: understand your opportunities Business Process Management (BPM) software, which automates processes that draw on electronically stored data, is a major component in the quest for efficiency and cost savings. BPM follows instructions implicitly, uniting rules with data to make informed, timely decisions and to drive action forward. To capitalize on BPMs potential, you must understand: * Which information is important within your business. * Every place it has value (within and beyond your department). * Decisions that rely on the information. * Other departments or agencies that benefit from the same information (to avoid redundancy). A contractors name, contact information, certifications, and vendor status might be needed for your vendor management system, human resources files, and accounts payable systems. Rather than requesting the same information thrice and storing it in all three systems, you can collect it once and use BPM to move it intact to other systems and pertinent processes according to your rules. The results: * Greater accuracy. * Stronger security. * Increased control. * Tremendous time savings. Analyze: unearth the value Not all information is valuable, but useful information often is valuable in multiple ways. Lets examine the implications when you maximize meaningful use. Assume: a contractors bid is selected. Instead of re-keying contractor name, ID number, contact information, items, and prices from the bid into the contract management software, BPM extracts data from the bid, pushing relevant information into the contract with the click of a mouse when the bid is approved. a taxpayer payment arrives. The bar-coded invoice is scanned upon receipt to ensure accurate capture of taxpayer information. BPM uses prescribed rules to determine a match between the scanned check image and invoice. A match marks the case closed; a mismatch tells BPM to automatically package and route pertinent documentation to pre-assigned staff for exception handling. an employee submits an online form for a vacation request. The request is run against departmental vacation rules, and information on the form is validated against the HR system. Following validation, the request is sent for administrative approval along with meaningful supporting information such as how many other departmental employees vacation requests have been authorized for the same period. Upon approval, BPM updates supporting HR systems/databases with the number of days authorized, sending the employee a notice of approval along with the number of vacation days remaining for the year. How much valuable content is waiting to be unearthed in your office? Integrate: lay the path for seamless communication Without integration, the best automation ideas and vendors will underperform. BPM can only enable the exchange and use of information between the systems with which its integrated, so its effectiveness relies on a clear and logical integration plan. Thorough connectivity between legacy systems, line-ofbusiness software, in-house developed applications, fax, email, telecommunications, and your ECM and BPM solution enable secure and seamless sharing. If you dont build the right pathways, islands of information remain disconnected. Integration builds bridges between systems, letting authorized persons request, retrieve, view, annotate, act and make decisions based on all available information. Integration and BPM work together to ensure meaningful information is accessible and used wherever it has value. Anything worth doing is worth doing right, and you cant do BPM justice without a strong integration plan. Re-think: tell your content where to go BPM software turns the model of people-focused efficiency on its head. Instead of individuals deciding when they need information and making it easy for them to find it, your rules tell the software when to search for and extract information from the repository and push it into relevant business processes. BPM waits for no one. Automated, rules-driven processing eliminates the error-prone people factor and ends inherent delays. Meaningful information is distributed wherever its needed within moments of receipt. Timely information propels work forward following consistent rules. Do more with less Walk the walk instead of just talking the talk. Create an information strategy that will put an end to the money-wheedling inefficiencies in your business. Stretch the usefulness of your information everywhere you can. By discovering which information is truly valuable and using it prudently, youll save workers hundreds (or thousands) of hours, make better use of limited resources, and create the efficient office your constituents expect. What goes around comes aroundmake sure what comes around has value and is used well. About the Author: Jim Thumma has over 20 years of experience working with industries that use document management software. He has leveraged that experience to help businesses and organizations advance their technology and processes, enabling them to be more successful. Thumma is a frequent presenter and has authored numerous articles that can be read in Integrated Solutions magazine, ECM Connection, Healthcare Technology Online, imageSource magazine, TEQ magazine, and other industry publications. Article Published On: ..articlesnatch.. – Arts-and-Entertainment 相关的主题文章:

 

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