MAGAZINE N.5 – HOW DOCUMENT MANAGEMENT IS CHANGING WITH BPM

4 USE CASES

The growing volume of documents, bureaucratic procedures, and corporate procedures have always made document management . In this already challenging environment, the latest laws regarding digitalization and electronic invoicing present companies with an opportunity for innovation . But not all choices are right; traditional document management is often insufficient to meet all of a company's needs. This requires greater flexibility, guaranteed only by the integration of document management with the approaches of Business Process Management ( BPM ) software like Jamio Openwork.
This allows for the optimization of communication and interaction methods and ensures management of the entire document lifecycle: from creation to archiving and regulatory retention.

But what are the advantages of a BPM-based document management approach compared to common vertical software? Here are some:

• Reduction of management costs and streamlining of internal processes;
• Collaborative approach with the ability to supervise, approve, and delegate documents in progress;
• Management of the entire lifecycle , from their creation to archiving and preparation for compliant preservation;
• Reduction of execution times through parallel processing;
• Possibility of coordination , even automatic through process;
• Full integration
• Real-time monitoring
• Ease and immediacy in customizing the solution based on
  company needs (with a model-driven, no-code );
• Easy integration with legacy & ERP systems.

USE CASES

1. RESPONSE TO A TENDER SPECIFICATION

This involves responding to a tender specification, a tender, a complex offer, a European project, or a generic project.
Managers and operators from different organizations and/or different organizational areas within the same organization contribute to the preparation of the document(s).
The BPM solution allows you to:

• Orchestrate the practice with established times and roles;
• Keep track of individual sources and the final document;
• Automatically standardize document formatting
  (with same headers, page numbers, updated indexes,
  etc.).

2. STIPULATION OF A CONTRACT

A new contract must be signed.
The contract contains a set of information managed in separate documents, some generic and others contract-specific.
The BPM solution allows you to:

•  Auto-fill the contract with clauses ;
• Automatically manage the contract review and
  approval
• Manage the formatting of the final document automatically;
• final signature process by contractors.

3. COMPANY POLICY MANAGEMENT

Managing data and communications in employment relationships is a time-honored and ongoing issue, especially in companies with complex organizational structures, as it requires ongoing review.
The BPM solution allows you to:

• Keep track of the versioning of individual documents;
• publishing and communication
  processes ;
• Manage access to document resources and communications
  based on roles and permissions;
• Automatically manage the review and
  approval for regulations and standards.

4. PRIVACY MANAGEMENT ACCORDING TO GDPR

The recent regulatory revision forces companies to make
important new adjustments such as:

• Keep track of signed documents ;
• Manage deadlines ;
• Manage a large number of users signing appointment documents;
• Allow the data subject to change
  their privacy consent settings and personal information,
  etc.

The BPM solution allows you to:

• Manage templates for information and consent ;
• Automatically create documents to appoint managers ;
• Enable informed consent;
• Automatically create a treatment register ;
• Easily manage document creation from
  templates.

And much more…

THE NEW FASHION 4.0 SUPPLY CHAIN

The textile and fashion sector is one of the strongest contributors to the national market, ranking fourth in the world in terms of exports after China, Germany, and Japan (ACIMIT calculations based on International Trade Centre data) . However, in this large and important market sector, Italy still lags behind in terms of technological innovation and business processes.

New demand trends, well summarized by the fast fashion and characterized by rapid time to market , require equally fast production processes capable of providing an immediate response to consumer needs.

But is it possible to enter Industry 4.0 even for a sector as analog as the fashion sector?

It is in response to this question and to a strong market need that four partners , combining their know-how in their own sectors, have thought of a solution for the Italian fashion industry and beyond:

Rossorame , a well-known brand that dresses celebrities, Calceviva, a fashion design consultancy company, Ametlab, a production laboratory, and Openwork , which has been providing platforms for technological innovation via the Cloud for decades.

The combined knowledge of these companies has created a cloud platform capable of keeping the large textile supply chain composed of customers who commission patterns, manufacturing companies, and textile suppliers connected in a single collaborative process.

The immediate and easily perceptible advantages for all actors in the supply chain are:

• Integration of multiple external companies, each with its own IT systems;
• Timely receipt of information;
• Enhanced performance;
• Greater transparency and efficiency;
• Monitoring, regulation and organization of all processes (production, administrative, etc.);
• Measuring management performance.

All this was possible only through the BPM technologies of the Jamio Openwork platform.
The Industry 4.0 challenge has begun, and now it's the textile sector's turn.

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