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In the newest webinar presented by IBS America, see how you can improve business efficiency by deploying an efficient Document Control System. In these slides, we covered how to: -Mitigate risks -Reduce operational costs -Improve customer satisfaction -Improve audits
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Why a Document Control System Makes Good Business Sense
IBS AmericaT H E P R O D U C T I V I T Y A D V A N T A G E
THE PRODUCTIVITY ADVANTAGEIBS Overview
Agenda and Introduction
Agenda and Introduction
“The Good, The Bad and The Ugly” of Document Control and Document ManagementMary McAtee, IBS VP of Training & Implementation
Document Control Solution DemonstrationMary McAtee, IBS VP of Implementation
Q&A – 10 minutes
Document Control: What to Think About Julie Arensman, IBS Account Manager
THE PRODUCTIVITY ADVANTAGEIBS Overview
Document Control…What to Think About
Risk Mitigation
Reduce Operational Costs
Improve Customer Satisfaction
Improve Audits
THE PRODUCTIVITY ADVANTAGEIBS Overview
Risk Mitigation (Definition)
Definition: Risk Mitigation covers efforts taken to reduce either the probability or consequences of a threat.
These may range from physical measures (protective fences) to financial measures (stockpiling cash, insurance).
Storage
Access
Security
THE PRODUCTIVITY ADVANTAGEIBS Overview
Operational Costs
Manual System
Time-Consuming
Labor Intensive
Difficult to track:
Change, Accountability, Audit Trail
SharePoint Costs
Architect/Programming Costs
Burden on IT
Maintenance
Training
THE PRODUCTIVITY ADVANTAGEIBS Overview
Customer Satisfaction
Customer Satisfaction is defined as "the number of customers, or percentage of total customers, whose reported experience with a firm, its products, or its services (ratings) exceeds specified satisfaction goals."
Communication with Clients
Documentation of Issues
Fast Follow Up
THE PRODUCTIVITY ADVANTAGEIBS Overview
Are you Audit Ready?
Audits: The general definition of an audit is an evaluation of a person, organization, system, process, enterprise, project or product. The term most commonly refers to audits in accounting, but similar concepts also exist in project management, quality management, and energy conservation.
THE PRODUCTIVITY ADVANTAGEIBS Overview
Before
© OCEG
THE PRODUCTIVITY ADVANTAGEIBS Overview
After
© OCEG
THE PRODUCTIVITY ADVANTAGEIBS Overview
Agenda and Introduction
Agenda and Introduction
“The Good, The Bad and The Ugly” of Document Control and Document ManagementMary McAtee, IBS VP of Training & Implementation
Document Control Solution DemonstrationMary McAtee, IBS VP of Implementation
Q&A – 10 minutes
Document Control: What to Think About Julie Arensman, IBS Account Manager
THE PRODUCTIVITY ADVANTAGEIBS Overview© IBS, 2006 Page 11
Document Control & Document Management
Managing Documentation
Content Managemen
t
Document Management
Document Control
THE PRODUCTIVITY ADVANTAGEIBS Overview
Content Management
© IBS, 2006 Page 12
Documents &
Data
• All the many types of enterprise documentation & data
• Financials, PO records, emails, contracts, service manuals, documentation
Security &
Navigation
• Administrating security for large data volumes daunting and subject to enterprise controls.
• Site level access for basic users is challenging.
Agility
• Developing navigation aids specific to local needs daunting. Competition with enterprise needs.
• Change management ponderous
THE PRODUCTIVITY ADVANTAGEIBS Overview
Document Management
© IBS, 2006 Page 13
Storage &
Preservation
• Provides a common storage location• Incorporated in IT disaster recovery & back-
up strategy.
Methodology
• Shared public drives• IT developed web portals
Issues
• Assuring revision & archive management• Controlling access & security
THE PRODUCTIVITY ADVANTAGEIBS Overview
Document Control
© IBS, 2006 Page 14
Control
• Emphasis on revision control• Compliant review & approval authority
Access & Training
• Revision management assuring currency of access
• Training tied to revisions and changes
Change
Manage
ment
• History of change management• Archive and access to document life cycle
THE PRODUCTIVITY ADVANTAGEIBS Overview
SharePoint as a Document Management/Control Mechanism: Positives
© IBS, 2006 Page 15
Supports Collaborative Work
Part of Microsoft Product Strategy
Plenty of Consultants and App Developers
THE PRODUCTIVITY ADVANTAGEIBS Overview
SharePoint as a Document Management/Control Mechanism: Negatives
© IBS, 2006 Page 16
Locks you into a particular technology
Does not support compliant signatures and approvals
Requires significant development to address specifics and may have addition license costs.
THE PRODUCTIVITY ADVANTAGEIBS Overview
Integrated Functionality
© IBS, 2006 Page 17
THE PRODUCTIVITY ADVANTAGEIBS Overview
Document Control Workflow
© IBS, 2006 Page 18
THE PRODUCTIVITY ADVANTAGEIBS Overview
Agenda and Introduction
Agenda and Introduction
“The Good, The Bad and The Ugly” of Document Control and Document ManagementMary McAtee, IBS VP of Training & Implementation
Document Control Solution DemonstrationMary McAtee, IBS VP of Implementation
Q&A – 15 minutes
Document Control: What to Think About Julie Arensman, IBS Account Manager
THE PRODUCTIVITY ADVANTAGEIBS Overview
Thank You! Questions?
IBS America, Inc. www.ibs-us.com
(781) 862-9002
PRESENTER: Julie ArensmanE: [email protected]
P: 239-579-0113
Quality Management 2.0http://info.ibs-us.com
@IBSAmerica