Workflow Automation Software

Millennia Group Blog

Connected to Compliance

As we roll out compliance workflow I am reminded how information technology (“IT”) is so tightly connected to the concept of compliance.  Information, as in vulnerability reports, access requests, firewall logs, hiring statistics and much more, is the key component for compliance.  Technology, as in firewalls and workflow, is both the end purpose and solution.  You know the headlines, data breaches, ESG issues, government regulations, these are all issues that require corporate compliance measures.

Compliance is basically setting up policies and procedures that ensure best practices for corporate security, effectiveness, goals, etc. and then auditing the adherence to those policies and procedures so that risks can be avoided.  The best solution to minimize the deviation from the policies and procedures and to lessen the burden of audits, is to use technology…

Yep we need that

You or your co-workers have been away from the office for a long time now. What are you missing? That is not a question about certain people or favorite lunch spots. It’s a question about information. Has this experience exposed deficiencies or nurtured already advancing digital processes?

Some companies are finding that there were still some hard copy documents that they needed access to.  Maybe it was just random documents that were slow to enter the digital realm.  These are the documents that come in to certain people directly, but take a long time to become digital and accessbile to all.  Maybe it is a certain type of document like drawings or archived customer files that have been more difficult or…

Just like people, Bots are diverse

Via Flicker - Peyri HerreraWe have been researching the idea of creating a Bot as an enhancement to our workflow and document management solution.  The struggle is defining what this Bot is going to do.  There is no single definition of what a Bot is or how it can be used, but we generally think of it as a process automation tool.

Despite “Bot” sounding like it could be a piece of equipment, ie. RoBOTic Process Automation, it is generally a software solution that could be mimicking human thought process or even keystrokes.  There are a lot of thought processes and physical processes that could be automated.  Is there an ideal use of such a diverse and powerful tool?

There is probably a Bot being developed that collects the mail delivered to the office, opens it, scans…

Try doing less, it really works

via Flickr - Juhan Sonin

It is usually with good intentions that a project is tackled with extreme attention to detail.  Every possible variation of input and output are considered and analyzed.  Focus groups are put together to gather information from all interested parties.  The process is time consuming but can result in some good data being gathered and a successful project outcome.  It is the right way to do things.

Now the hard part is trying determine how users will find that data if they need it again.  The data that was gathered may have dug up some minutia but also large sets of data that will be used every day.  The trick is to provide the everyday user with the ability to find information in a few clicks…

It’s not so simple

via Flickr by John McSporran At some point every business probably feels a bit undervalued or unappreciated by customers or maybe by the markets.  This may or may not be justified, but we’ve all been there.  Over the years we have gained a deep understanding and appreciation for one group of businesses in particular that might feel this way – manufacturers. 

There is tremendous complexity in the manufacturing business model of sourcing parts, labor and materials, making something out of that and then selling and servicing that product.  Then there are also government regulations and customer compliance requirements to factor in.  There are highly complex software applications that help keep the cost of that seemingly simple widget at $2.00.  It’s really not so simple.

It starts with design, which generates drawings and a parts list.  Bids for the parts…

Folders and paperclips, the original workflow tools

via Flickr by Michael CoryI don’t think I would like to be in the folder, inter-office envelope, paper clip or staple businesses.  They had a great run.  They served a very good purpose.  But it’s time to move on to new forms of workflow.  Yes, that’s right, paper clips, folders and envelopes were the first workflow tools.

Paper clips and staples separated documents into relevant parts.  Folders and envelopes kept the collection of information together as it moved through the company for decision making purposes.  Plenty of business decisions still rely on a collection of data and documents.  So where have all the folders and paper clips gone? To digital workflow packages, which are the new tools for business process.

Some business processes can be very simple and decisions can easily be made with limited information.  For instance, maybe it’s a…

Search for the needle OR the haystack

via Peter Pearson, FlickrThere are many benefits to using electronic documents versus paper.  One of those benefits is being able to do a search to quickly locate the one document that you are looking for.  This takes only a matter of a few seconds in most any document management system.

But what if you are looking for more than one document?  What if you need a collection of documents, like all of the contracts for customers with model number 123abc?  What if you aren’t exactly sure what documents you need and only have a few pieces of information to go on?  This is where you will get your money’s worth when properly configuring your document management solution.

The main approach to good document management is having good meta data or good descriptions of the documents.  For instance, when you create a…

Make my day – delete those records

via Jay Gorman from FlickrRecords retention and records management are very important principles in dealing with corporate information.  Records management being the overall guide book for employees on to how to store and classify information.  It is also about proper management of that information including legal holds (don’t destroy if litigation is in process), access to information and records retention.

Records retention is basically an information destruction plan based on business or legal requirements.  A business doesn’t necessarily want the burden of securing confidential, but outdated information for ever – ie. former patient records.  Creating a records management policy and records retention schedule requires a lot of effort and yet the actual deletion of records is a very difficult step to take. Here are some thoughts on how to feel better about pulling the trigger.

First, you need to get comfortable…

How to prevent that sinking feeling

via Flickr - Judith E BellIn an old paper based world, notification of new information meant extra copies of the document were placed on the desks of teammates.  Otherwise, it required a hunch and a trip to the file cabinet or the random perusing of co-worker’s desks.  In fact, it was probably not known that something new was available until it was a surprise – learned from a customer or worse yet, from the boss who somehow knew the facts.

Today, documents are digital and some might think that has solved all the problems.  Not exactly, not even close.  The only problem that has been solved is now there are less paper copies distributed.  Information, including documents, can still go undetected and unknown.  Surprises still happen and decisions based on incomplete information are still made, but it doesn’t have to…

Vision Influences the Purchase Decision

Speaking strictly from the standpoint of workflow and document management, there are factors that support a purchase and issues that can lead to a “Don’t Need it” response. via Flickr, Jase Lam Ifyou can’t determine need, then cost, as a factor, is irrelevant.  If there is need, it is clear that cost impacts the decision and the expected return must outweigh the cost.  It is a fairly simple concept but establishing need is not so simple.

How can you uncover the factors that determine need and create opportunities in the buyer’s mind?  This is where the technology really must shine.  There has to be enough Wow factor to override the fear of change, the expected implementation effort or simple doubt.  But is it really Wow that makes someone think they need a solution or is it something subtle that sparks a…