AUTOMATE YOUR BUSINESS PROCESSES – ELECTRONIC WORK FLOW MANAGEMENT SYSTEMS OF DOS GMBH
The illustration of complex processes eases the burden of employees, saves time which can then be used for other tasks and, furthermore, speeds up daily tasks and helps saving money. Through process automation the error rate is not only minimised but eliminated altogether.
Often, applications have to go through hierarchical approval processes and therefore, have to be approved by many parties involved in the process. By using electronic work flows, paper based document releases are being replaced by using an electronic signature which allows an uninterrupted work flow. Afterwards, the document can be saved as a PDF-file or automatically archived on the server.
• individually customisable and alterable at all times
• real time status monitoring
• extensive reporting functions
• no access restrictions – access from everywhere and at all times
• flexible installation on either the company’s internal server or on an external one
– (Windows oder Linux)
• comfortable access with any browser, phone or tablet devices
• no software installation on the client. Access directly via Browser and personal user account
By using the live-monitoring function, business operations become more transparent. Complex processes are often hard to keep of and questions arise such as:
Where is the process now?
Who has to approve what?
Has the application been approved/declined?
Who has declined the application?
These and many other questions can be answered by the live-monitoring function at any time. If it comes to attention that the work flow has to be extended, our IT-experts can make the desired changes during the implementation. Therefore, a continuous optimisation is possible at any time.
Every user is assigned a role based on his or her position, qualification and status (e.g. applicant, approver, administrator). These user groups allow for precisely customisable reading and writing access which allows for individual access rights. The management body usually has more access rights which allows them to supervise and assess all applications. A substitution arrangement/replacement ruling (for sick days or holidays etc.) can be implemented on demand.
For our work flow solutions, an interface can be programmed for all our current ERP-systems, thus, allowing the creation of processes to be automated. It is also possible to import or export processes into other systems. User data with LDAP connection can be imported directly from the Active Dictionary – therefore, multiple user accounts are not necessary. Interfaces for other systems, like SAP, can be programmed on demand.
We help to find unnecessary processes and to optimise the work flow.
Analyse | Document | Visualise
First of all, the situation of the company will be reviewed to get a general idea about the structure and workings of the company. All the obtained information will then be documented and potential improvements will be noted. Afterwards, standardised processes which do not run transparently structured will be mapped and depicted in a model. Through the visualisation of the overall structure some flaws and saving potentials can already be seen. At the same time it establishes a basis for further optimisation.
Often, a business process reengineering is necessary to ensure long-term effectiveness. Especially with the digital image, which is used for work flow modelling, it is not always reasonable to make an exact copy of the baseline study. Therefore, alternative ways will be looked into which will speed up the business process while remaining simple and user friendly.
The implementation of the process model will be based on the previous consideration, improvements and graphics. This step is concerned with the modelling of the organisational structure in the process designer, while keeping in mind a multitude of various settings:
role-allocation, cost unit, user, departments, field of responsibilities, rights, etc.
After the modelling process, an entry mask will be created which can then be filled with information by the user. Important documents can also be directly attached and downloaded afterwards.
After the completion of the workflow, the test phase begins by using a user-acceptance test. The user can create processes to get a first impression of the work flow based form. The completion of the form will be done directly on the computer with easily operated, interactive fields. Not only does it make the whole process easier for the applicant, but it accelerates the procedure, as well. Usually, the conversion from the paper based form to a digital one happens quite quickly. To make the transition from one to the other as convenient as possible, we are always on call to answer our customers’ questions and attach great importance to excellent service, even during going concern. Furthermore, we always strive to help with the first steps through training courses or video tutorials. We also offer on-the-spot support, while urgent questions can be answered quickly via remote maintenance.
We offer various operating models for example Purchase (single payment + maintenance) and Managed Service (monthly payments), as well as other individual operating models on demand (e. g. SaaS). Depending on the model, differences in the areas of support (individual arrangements | permanent), as well as hosting (company’s internal server | DOS Cloud in a German computing centre)
Using electronic work flows, business processes are being automated and unnecessary intermediate steps and additional costs and time eliminated. Through predetermined structures, earlier coordination hitches are no longer a problem. The focus here lies on process simplification.
Process participants receive e-Mail notifications when a process is sent to their user interface and by clicking on the attached link the process can be directly worked on. As opposed to the former, paper based document release, with the new digital method, the problem of not finding important documents or applications are a thing of the past.
Easing the workload for employees is an important criterion for many companies. Our work flow takes over arduous, complex and repetitive business processes, saves time and creates capacities to do more important strategic tasks. If multiple tasks have to be processed at the same time, it is often hard to keep track of everything and important things can be missed or forgotten – with the Dik On Site GmbH electronic work flow this does not happen anymore.
Just as important as the live monitoring function, which shows the current status of a process, is the search function, which allows the user to easily find previously submitted applications at any time, and thus, avoiding the unnecessary and time-consuming search.
Another problem is the responsibility for certain tasks. Depending on the access rights, co-worker can access applications. This is especially convenient in the event of sickness, because urgent applications can be seen and handled by colleagues as well.
As mentioned before, email notifications make communication between applicant and approver a lot easier, however, these are not the only tools of communication. A department head is, for example, able to view all applications of his department by using standardised reports and forms. If an application is not approved or declined for a longer period of time, escalation rules can be determined to remind the approver of the application in question. Furthermore, it is always apparent when and by whom the application was received.
When there is a huge amount of data, security plays an important role. Your documents and files can be saved on an internal database, thus, all data and processes are filed centrally and can, in the event of data loss, be recovered through backups. Upon request, a cloud function can be set up to save important data in multiple places.
In the digital age, the compliance with standards and power of attorney, as well as avoiding legal risks is important. By automating processes these guidelines will be followed and efficiency advantages will be carried out. If changes in the organisation structure occur, the electronic work flow can be adjusted accordingly. The sustainable adaptability effectively supports the quality management.
Der workflowbasierte Investitionsantrag hilft einem der größten Chemiepark-Betreiber im Raum Bayern bei der Automatisierung und Beschleunigung langwieriger Genehmigungsprozesse für die Gewährung liquider Mittel.
Das workflowbasierte AÜGportal hilft einem Industriekonzern bei der Koordination und Genehmigungsüberwachung von temporärem Personal.
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