Customer Segment: Government Agency
The Challenge
Over many years the organisation had created huge volumes of structured and unstructured platforms for managing information across disparate systems and databases. Information assets are in the form of electronic and paper documents, emails, video, audio, images, web pages and more across magnitude of projects and work packages.
The customer used file share for document repository. The information was not appropriately structured and extremely difficult to find. There was no comprehensive system for managing all the project based documents and this lead to a considerable risk for the business.
Some of the symptoms currently they experienced were:
- No version control
- Multiple source locations dependent upon business unit
- Uncertain ownership between business units
- Processes not streamlined
- Not secure
- Difficult to collaborate and share (and access) information
- Lack of standardisations with templates not available
The primary objective of the project was to increase competitive advantage by inculcating a culture of knowledge sharing and collaboration within organisation by utilizing an appropriate mix of strategies, plans, methods, and techniques to support a successful implementation of a Knowledge Management System. This goal supports the assimilation of necessary human experience, process, procedural knowledge, and technologies together in a seamless plan.
- Establish a structured approach, methodology and process for managing project based documents and information
- Increase cross-group collaboration
- Streamline and automate business processes
- Reduce the need and time to be physically present during meetings
- Reduce number of e-mails
- Reduce duplication of content
The Solution
Documents management is an evolutionary process and it includes effectively managing information assets and needs to be balanced evenly between people, organisation culture, processes and technology.
Though supported by a technological platform, Documents Management is not only a technological tool. One of the initial and very important- steps in knowledge analysis is to identity the barriers to knowledge sharing and address each one of them.
As part of this solution Prometix built:
- Developed information architecture and site taxonomy
- Developed a governance model
- Built project site templates (small, medium & large and work packages)
- Automated site provisioning process
- Leveraged Power Apps for easy document upload and tagging
- Area to view my documents and workspaces (in a TREE view format)
- Customised tree view widget to display projects and folders (similar to file share)
- Fully customised search results page
- Advanced search filters
- Help area
- Secure document library and permission model
Business Benefits
A full information management solution has been implemented, establishing a structure to efficiently manage all organisational information and communications, the benefits of which include:
- More effective search and retrieval of information
- Ability to apply access and security controls to documents and information
- Retention of intellectual property and quick access to IP developed organisation wide
- Opportunity for standardised ways of working
- Consistency of processes, saving documents etc. across the department and organisation
- Facilitate the cultural change to customer centered and also multidisciplinary teams working together – collaborative ways of working
- Improved accessibility to their files and also allows them to access filed in other areas of the organisation – raw data
- Increase in employee Efficiency: The centralised knowledge management platform provides effective document search and retrieval of information. It reduced redundancy and duplication of information and allows for convenient ways to share and collaborate
- Ownership: The new platform encourages employees to take ownership of information ensuring information integrity and reliability.
