Effective implementation of electronic document flow – how to start?

Implementing any system, regardless of its functionality, requires time devoted to analyzing the client's needs and preparing the project. Only a well-planned tool will function properly and relieve employees of the need to perform time-consuming manual tasks.

Electronic document workflow, one of the most frequently implemented software solutions, should be tailored to the needs of the organization. However, the right system selection, optimization of business processes, and effective implementation of the solution remain crucial. How to implement electronic document workflow? Where should you start and what are the stages?

How to effectively implement document workflow in your company?

Effective implementation of electronic document workflow should begin with identifying the long-term benefits for the organization, which most often include increased productivity, maintaining a competitive advantage, and reduced costs. When preparing for the implementation process, it's important to gather all information regarding the issues the system will ultimately address. For example, if the emerging problem is a lack of access to sales contracts with the ability to verify current records, it's worth proposing a solution to the client in the form of an electronic central register accessible to sales departments and other process participants. After refining the requirements for EOD implementation, it's necessary to address the level of privileges assigned to individual users. On the client's side, these are: end users, business owner, administrator, and modeler. However, each of these users has different privileges.

What are the stages of a system implementation project?

The individual stages of an electronic document flow implementation project vary depending on the organization. A personalized and agile approach to application development and the client's budget definition help quickly address the basic assumptions established during the initial analysis meetings.

Stage 1: Analysis

Defining customer needs is one of the first stages of EOD implementation. During the analysis, the current flow of the identified workflow processes is reviewed. The organization's expectations for the new work model are also examined, which are used to select individual modules or develop functionalities tailored to the needs.

Stage 2: Prototyping

The second stage involves creating a prototype with basic assumptions (core) and presenting the results to the customer. Prototyping allows for quick confirmation of the assumptions and implementation of corrective actions. A good practice is to use an Agile approach, which involves delivering solutions in stages by delivering specific functionalities at short intervals.

Stage 3: Testing and Training

The next stage involves testing the implemented functionalities in short cycles, allowing the client to continuously verify that the implemented system is functioning correctly. Furthermore, the organization's employees have time to become familiar with the tool, learn to perform basic tasks, and see how the workflow streamlines their daily work.

Stage 4: Integration

During the implementation, EOD integrations with existing systems can also be successfully completed. Using another solution does not preclude the implementation of electronic document workflow. During the analysis, the system to be integrated is verified.

Stage 5: Launch

The final stage of implementing electronic document workflow is a test launch of the system (UAT). After successful testing, the processes are transferred to the client's production environment, which constitutes production launch. The client then receives full implementation assistance or service support as part of the system support and maintenance agreement.

How long does implementation take?

The time required to implement electronic document workflow depends on, among other things, the scope of work determined during the analysis and any necessary corrective actions. It is directly proportional to the project – simple, taking a few days, medium, and complex, which are significantly longer. During implementation, processes are examined and the client selects individual components to form the basis for subsequent implementations. Proposing an agile methodology, which involves launching certain functionalities and then adding the remaining ones, contributes to client satisfaction with the final tool.

Summary

Implementing electronic document workflow standardizes and automates document flow processes within the organization. It reduces the risk of errors, delays, and losses related to missed deadlines. The electronic document flow system itself is easy to use, and people working with the system can perform their duties faster and more efficiently.


Related articles