what’s next? strategies to implement a digital office€¦ · qmanage retention 17 18. 5/20/20 10...
TRANSCRIPT
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What’s Next? Strategies to Implement a
Digital Office
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WEBINAR HOUSEKEEPING
Listen-Only ModeAll attendees are in listen-only mode to reduce background noise.
Chat & QuestionsUtilize the question chat window through the GoToWebinar control panel
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Recording AvailableWe will hit the record button and send the link following the webinar.
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Russell HaddockSenior Account Executive
D I G I T A L T R A N S F O R M A T I O N , S I M P L I F I E D .
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OUR AGENDAWho We Are
The Digital Transformation Journey, one Jedi at a time…
Remote Work & Business Continuity
Content Services Strategies
Records Compliance Strategies
Q&A
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ABOUT OURCOMPANY
MCCi is committed to leading the industry, staying up-to-date of
the latest technology, and focusing on the needs of our clients.
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We have more than 20 years of experience
Content Services Intelligent Automation Information Governance
Expertise does not come overnight, but with time and learning best practices.
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www.mccinnovations.com
OUR CLIENTS
Revised 05-2019
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OUR SOLUTIONS
INTEGRATIONSConnect your business solutions for centralized records management and a streamlined process.
Artificial Intelligence technologies for prompt transactions and actions.
SCANNING SERVICESConvert your paper records to searchable electronic records.
Organize your information so you make faster, better business decisions.
PROFESSIONAL SERVICESWe are here to make the magic happen and transform the way you work.
Robotic Process Automation to drive your Digital Workforce
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www.mccinnovations.com
We are a partner, not just a vendor.
OUR TEAMIS YOUR TEAM
PROFESSIONAL SERVICES18 Solution Experts
120+ Years of Combined Experience
Our experienced team of Project Managers, Systems Engineers, and
Training Specialists support our clients by implementing client solutions, providing
consulting services, and training.
TECHNICAL SUPPORT12 Support Experts
30+ Years of Combined Experience
Our technical support team is Laserfiche Gold Certified to serve clients with proactive upgrades,
Managed Services, and Laserfiche Administrative Services
DEVELOPMENT8 High-Level Developers
75+ Years of Combined Experience
Our developers are industry experts in data migrations from legacy systems,
Laserfiche integrations with other applications, and add-on modules such
as PowerPack and GoFiche.
PRE-SALES ARCHITECTS 3 Innovative Solution Architects
40+ Years of Combined Experience
Our pre-sales team assist with requirements gathering, SOW drafts,
and custom demonstrations.
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THE DIGITAL TRANSFORMATION
JOURNEY11
201912
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202013
This model is a roadmap for transforming your office into a digital workplace.It provides a structured framework for content digitization, process
automation, analytics, and more.
DIGITAL TRANSFORMATION
Digitize DocumentsCreate an electronic filing
cabinet by converting
your documents from paper to digital.
Phase 1
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© MCCi 2019 www.mccinnovations.com
Phase 1- Digitize Documents
Create an electronic filing cabinet by converting your documents from paper to digital
q Stop printing Invoices, Checks, POs, etc.q Scan the paper, or store the digitalq Stop manual filing and start digitizingqReduce physical storage costsqMitigate risk of data lossqMore easily manage shared/restricted
access
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This model is a roadmap for transforming your office into a digital workplace.It provides a structured framework for content digitization, process automation,
analytics, and more.
Organize Documents
Easily categorize your
documents and manage them
in a secure, central location.
Phase 2
DIGITAL TRANSFORMATION
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© MCCi 2019 www.mccinnovations.com
Phase 2- Organize Documents
Easily categorize your documents and manage them in a secure, central location
q Logical/Consistent Namingq Ex: Vendor Name_Invoice_Date
q Centralized locationq Reduced Data entry with automated
naming/filingq Filed based on vendor, amount,
etc.q Collaboration/Centralized Accessq Fewer duplicated work tasks q Creation of Metadataq Manage Retention
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This model is a roadmap for transforming your office into a digital workplace.It provides a structured framework for content digitization, process automation, analytics, and more.
Automate ProcessesImprove accountability by
digitizing your business
processes with easy-to-use
electronic forms.
Phase 3
Digitize
Documents
Organize
Documents
DIGITAL TRANSFORMATION
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© MCCi 2019 www.mccinnovations.com
Phase 3- Automate Processes
Improve accountability by digitizing your business processes with easy-to-use electronic forms
q Standardized and Mapped out invoice intake, routing and approval
q Preset rules and Escalation points q Integration/linking your ERP to your
ECMq Electronic Forms to replace
paper/manual data entry (T&E Process, Purchase Requests, Budget Transfers)
q Automated capture of invoice/vendor info
q Automated Approval, routing, notifications
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Example Routing Process
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This model is a roadmap for transforming your office into a digital workplace.It provides a structured framework for content digitization, process automation, analytics, and more.
Streamline ProcessesGain more visibility into
your operations and
increase the
efficiency of cross-functional processes.
Phase 4
Digitize
Documents
Organize
Documents
Automate
Processes
DIGITAL TRANSFORMATION
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© MCCi 2019 www.mccinnovations.com
Phase 4- Streamline Processes
Gain more visibility into your operations and increase the efficiency of cross-functional processes
q Transparency into processesq Where an invoice is, how long
processes takeq Streamlined processes
q With new data= Better/Easier routing/approval
q Reporting – end to end
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Transform Processes
Drive innovation by leveraging
predictive analytics and insight
to transform processes.
Phase 5
Digitize
Documents
Organize
Documents
Automate
Processes
Streamline
Processes
Transform
Processes
This model is a roadmap for transforming your office into a digital workplace.It provides a structured framework for content digitization, process
automation, analytics, and more.
DIGITAL TRANSFORMATION
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© MCCi 2019 www.mccinnovations.com
Phase 5- Transform Processes
Drive innovation by leveraging predictive analytics and insight to transform processes
q Leverage reporting and analytics to transform and make business decisions
q Based on invoice volume, or budget cycles knowing when to staff or plan
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Phase 1Digitize Documents
Lorem ipsum dolor sit amet, vix erataudiam ei. Cum doctus civibus efficianturin.
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Phase 2Organize Documents02
Phase 3Automate Processes03
DIGITALTRANSFORMATIONThis model is a roadmap for
transforming your office into a digital
workplace. It provides a structured
framework for content digitization,
process automation, analytics, and more.
Create an electronic filing cabinet by converting your documents from paper to digital.
Easily categorize your documents and manage them in a secure, central location.
Improve accountability by digitizing your business processes with easy-to-use electronic forms.
Phase 4Streamline Processes04
Phase 5Transform Processes05
Gain more visibility into your operations and increase the efficiency of cross-functional processes.
Drive innovation by leveraging predictive analytics and insight to transform processes.
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Remote Workand
Business Continuity
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© MCCi 2019 www.mccinnovations.com
8 ATTRIBUTES OF THE NEW NORMAL IN STATE & LOCAL GOVERNMENT
1. Work-from-home for non-essential government functions will be the norm.
2. Social distancing will be implemented in the workplace.
3. Business processes will be reengineered for remote work.
4. CIOs will be pushed to modernize IT infrastructure.
5. Efforts to prevent a recurrence of COVID-19 will blur lines between privacy and health
surveillance systems.
6. Elected and appointed officials will focus on proactive recurrence response based on
lessons learned and best practices from the outbreak.
7. Fiscal constraints will drive the need for innovation and new technology.
8. Legislators and policymakers will rewrite policy to align with new normal behaviors and
the realities of governing after COVID-19.
Joe Morris
Vice President of Research
e.Republic
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© MCCi 2019 www.mccinnovations.com
8 ATTRIBUTES OF THE NEW NORMAL IN STATE & LOCAL GOVERNMENT
1. Work-from-home for non-essential government functions will be the norm.
2. Social distancing will be implemented in the workplace.
3. Business processes will be reengineered for remote work.
4. CIOs will be pushed to modernize IT infrastructure.
5. Efforts to prevent a recurrence of COVID-19 will blur lines between privacy and health
surveillance systems.
6. Elected and appointed officials will focus on proactive recurrence response based on
lessons learned and best practices from the outbreak.
7. Fiscal constraints will drive the need for innovation and new technology.
8. Legislators and policymakers will rewrite policy to align with new normal behaviors and
the realities of governing after COVID-19.
Joe Morris
Vice President of Research
e.Republic
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www.mccinnovations.com
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44.9235.28
17.74 16.31
68.1
29.23 2414.46
Meeting
Man
agement
Account
s Pay
able/Fi
nanc
e
Human
Resour
ces
Contra
ct M
anag
ement
Signatu
re-Re
lated
Proce
sses
Public
Form
s
FOIA or
Public R
ecord
s Reque
st s
Other
REMOTE WORK TECHNOLOGIES
Full Access
44%Some
Access27%
Need Laptops
29%
ACCESS TO SYSTEMS
Is your municipality’s technology set up for remote work?
What core processes need improvement to support remote work in the future?
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#1- WEB OPTIONS & MOBILE APPS
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© MCCi 2019 www.mccinnovations.com
#2- READ-ONLY ACCESS
Give Users ability to view, search and print
Flexible User Options
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Accurate & Secure Data Collection
Easy to Design & Modify Forms
Review & Approve Submitted Forms
Automated Filing for Archival
#3- FORMS FOR APPROVAL & AUTOMATION
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Accounts Payable – Purchase Order RequisitionAccounts Payable – Purchase Order Requisition & Invoice Review and Payment*Agenda Item Approval ProcessAuthorization of Allowable Charges FormBadge Replacement RequestBlood Drive Donor RegistrationBlotter ProcessingBring Your Own Device RegistrationBudget Transfer RequestBuilding InspectionBuilding MaintenanceBuilding Permit and Inspection Process*Business Card Request FormBusiness License ApplicationBusiness License RenewalCertificate GenerationChange of Major/Minor RequestChange Order Requests - Client SubmissionChange Order Requests - PM SubmissionCompany Party RSVP FormCompany Vehicle InspectionCompany Vehicle ReservationCommittee Review ProcessContract Approval ProcessContract Management System*Contract Worker OnboardingCourse Add/Drop RequestCourt Case File CompilationDaily Maintenance Crew ReportDiploma Request FormEmployee Evaluation ProcessEmployee Offboarding
Employee ReferralEmployee Status Change NotificationEmployee Termination NotificationEvent RegistrationExit InterviewExpense ReimbursementFaculty & Staff Position RequisitionFamily and Medical Leave Act (FMLA) Leave TrackingFERPA AuthorizationFire InspectionFlu Shot RegistrationFront Desk Visitor Sign-In Process*Graffiti Removal RequestGrant ManagementHardware Device CheckoutInsurance Benefits EnrollmentIT Helpdesk RequestJob ApplicationJob RequisitionLegal Document ApprovalLiquor License Application ProcessLiquor License Application and Renewal*Materials/Purchase RequisitionsMaterials Request and TrackingNetwork Access RequestNew Account OpeningNew Contract RequestNew Hire OnboardingNew Hire Pre-OnboardingOffer Letter GenerationOut of Office NotificationOvertime Authorization Request
Permission for Pass/Fail/AuditPersonal Information Change RequestPet License ApplicationProfessor Evaluation SurveyPublic Notice Request and Public Comment ProcessPublic Records RequestRecords Disposition RequestReport a Public Nuisance/Repair IssueRequest for Quote*Safety Incident ReportSchool Bullying ReportSample Aptitude TestService DispatchStudent Accident Claim FormStudent Accident ReportStudent Health InformationStudent History and InformationStudent RegistrationStudent Residency QuestionnaireSoftware Change RequestSpecial Events ApplicationSupplemental Nutrition Assistance Program (SNAP) ApplicationTimesheet ProcessTranscript EvaluationTransportation RequestTravel RequestTuition Payment AgreementVacation / Sick Leave RequestVendor OnboardingWorkers’ Compensation Claims Process
FORMS EXAMPLES
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© MCCi 2019 www.mccinnovations.com
#4- CLOUD OPTIONS
SaaS
Managed Cloud for hosting On-Premise Licensing
Access from anywhere
Reduce the burden on IT
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© MCCi 2019 www.mccinnovations.com
#5- TRAIN
Teach your team how to work remote
Teach your team how to be successful during adversity
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Managing Electronic RecordsRecords Compliance Strategies
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What is Content Services? What is your strategy?
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CONVERGENCE OF CS and IA
MachineLearning
INTELLIGENTAUTOMATION
RoboticProcess
Automation
NaturalLanguageProcessing
RecordsManagement
CONTENTSERVICES
BusinessProcess
Automation
DocumentManagement
ElectronicForms
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HUMAN ROBOTS
Relationships, Judgement, Interpretation, Change Management
Procedural Automations & Repeatable Decisions
People
Technology
As processes change, technology struggles to adapt, evolve or develop at the speed of the mission.
Agencies use a combination of people and technology to accomplish their mission.
In these areas, people are used to fill the gaps between systems and process.
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A DIGITAL WORKFORCE
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Compliance with DoD 5015.2 Certified Records Management
Automate classifying and applying disposition schedules
Store only one copy of a record in a centralized repository
CLASSIFY: RECORDS MANAGEMENT
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CLASSIFY: RECORDS MANAGEMENT
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CLASSIFY: RECORDS MANAGEMENT
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What did we talk about?
STAR
WARS
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What did we talk about?
The Digital Transformation Journey
Remote Work & Business Continuity
Content Services Strategies
Records Compliance Strategies
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Russell Haddock, TRMCSenior Account Executive
Key Accounts817-909-9266
[email protected] www.mccinnovations.com
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