Remodelling of Business Support

and EDRMS

Presenters: Amanda Verran Robert Parnham Sponsored By: OpenText OPEX Konica

Agenda

Remodelling of Business Support Services • Core Principles • Delivery of improved & more efficient service • Operational and Resource efficiencies • Preparing for the Journey Ahead • What technology do we have • EDRMS and Mailroom Project Scope • What We’ve Done

– Back Scanning ; Deployment of Corporate EDRMS – Business Process Changes; Mail Process

• Tour of the Mail Room & Reprographics Area

Core Principles

Creating “Business Support” • Centralise people and process • Deliver efficiencies over a 3-year transformation • We need to cut our “back office” operations to help us

continue to deliver services to our customers and citizens • Divide our service offering to meet the needs of our

customers – flexible model

“Simplify, Standardise and Share”

DMC Hub Specialist Localities

Improved Service

2012 2013

Very Satisfied/ Satisfied

Customers

47% 86%

Ok 16% 5%

Dissatisfied or very

dissatisfied

37% 9%

Improved Service

Delivering Better Service, with a 3rd Less Resource • Reduced geographical locations from 46 to 13 • Allowing common requests to be filtered through to groups

of teams with the right skills • Officer up skilling – to achieve flexible resource model • Competency based framework • Performance outputs / dashboard monitoring

– 4,000 requests for service each week

Saving Money

Saving Money

We need to find £3.5m in savings over 3 years • Centralising budgets – stationery, print, mail, photocopying

and office equipment • Visibility and understanding of actual spend and costs • Targeted investment • Resource reductions through VR

– No compulsory redundancies

Saving Money

Future Challenges

How we prepared for the future challenges • Prepared the 4 pillar model • Income generation & commercial

viability (Trading/Charging) • Implementing new electronic systems • Paper records; on going

requirements to reduce the amount of information held on paper, not just currently but with addressing legacy record keeping

Future Challenges

Scene Setting Video

What do We Have?

What do We Have?

OpenText EDRMS • Content Server 10 • OpenText Capture Center

IX ECM BPM CEM Discovery

Since 1973 OPEX® has specialized in mail and document management processes that increase our customers’ productivity, improve accuracy, and deliver significant cost advantages. These mailroom innovations with envelope and records processing solutions have resulted in a global corporation that sets the standard for document workflow excellence. Today, we serve thousands of organisations around the world in the financial services, insurance, healthcare, government, non-profit, utility, telecommunications, and educational marketplaces. Billions of documents are processed every year in these industries using OPEX machines. We design, manufacture and service our equipment to meet the most stringent challenges of the global marketplace.

We also continue to forge solid third-party partnerships with software vendors to provide our clients with fully-integrated solutions.

“These mailroom innovations with envelope and records processing solutions have resulted in a global corporation that sets the standard for document workflow excellence”

What do We Have?

Scanning content direct from the envelope with no document preparation allowing for fast, secure and simple imaging and auditing of mail.

1 x OPEX AS7200i/M72 Integrated Mail Opening, Extraction and Scanning Platform

Scanning content direct from the envelope with no document preparation allowing for fast, secure and simple imaging and auditing of mail.

1 x OPEX DS2200 Universal Scanning Platform

inepro®

Cost Recovery Solutions – DocuPRO

Single Management Application

inepro Back office Suite

Microsoft Server OS Microsoft Database (SQL) Centralised Budget Control Software suite for:

Document Accounting Cashless Catering Access Control Student bus control Multiple Card Authentication Biometric Authentication

Connector for 3rd Party

applications (ISV) IDIS, LDAP and CSV import

inepro Back office suite

iBos runs on Microsoft

Database

iBos

What do We Have?

inepro Back office suite

Microsoft SQL

• iBos – One software application for cost recovery within all facilities

• 34 MFDs located in central print hubs

• 2 x Pro-8000s (large digital full colour) 80 sides per minute

• 2 x 1051 with all finshing options (including folding) b/w 105 sides per minute

• 1 x 951 b/w 90 side per minutes

• Finishing equipment (including guillotine square back and booklet makers)

Project Scope

Derby City Council’s Priorities • Remove paper from the business so we could operate in our

new building • Implement a new corporate EDRMS to improve information

sharing, reduce duplication, roll out business process workflows, increase our compliance with legislation

• Implement a new digital mail room for all incoming mail • Do it quickly!

“Simplify, Standardise and Share”

What We’ve Done

What We’ve Done

Back Scanning Configured jobs to allow us to back scan and index 77,000 land charges cards, records of 3,000 children plus thousands of other documents to allow us to move offices • Supported by:

– Business Support Indexing Team – OPEX – for job configuration to allow different jobs on

the scanner at once – OpenText – configured automatic index and “snap

matching” for single click indexing and validation – Internal project team – setting up the filing structures

What We’ve Done

What We’ve Done

Corporate EDRMS Started with a blank sheet of paper and our “Simplify Standardise and Share” principles • Created new file plan to support sharing of information

across all teams • Supported by:

– Business champions – for all their local knowledge – OpenText – for the first area’s configuration and days

and days of knowledge transfer to the project team – OpenText & Project Team – for training and holding the

hands of our end users

What We’ve Done

What We’ve Done

Business Process Change Implement simple ways to move information around the business, including with mail scanning • Reduced revenue and benefits scanning time by XXX • Supported by:

– Business analysts, business champions, transformation project managers – for the open mind and “carte blanche” approach

– Opex & Mail Room and project team – for the absolute vision of a “standardised business process”

What We’ve Done

Digital Mail Room A new way to take items from envelope to “electronic pigeon hole”, “to business area expert” to “suitable storage location” without clogging up email with attachments! • A way to extract cheques and invoices at scanning • Supported by:

– Opex – for giving us the vision of what’s possible – OpenText – for developing our customised processes

and handing it over for us to adapt - quickly – Chief Executive and our Information Governance team –

for allowing us to do something totally new

“The most complicated, simple process in the world”

Tours

Mail Room & Reprographics • Half with Robert & half with Amanda • We’ll all visit both locations

Please be aware that the areas you will be visiting are secure and working locations. We ask you to keep together and talk to the teams and sponsors directly after the tour if you require more information.