A Sneak Peek at the State of Paper-Free

Aug 24, 2016 9:03:17 AM by Bob Larrivee



For years, AIIM has been a major advocate in the paper-free movement. Through our research, resources, and events we’ve preached the importance and benefits of reducing paper in business and major strides have been made so far.

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Topics: business process management, bpm, paperfree office, paperless processes

8 Things You Must Know to Automate Human Resource Processes

Aug 23, 2016 12:10:58 PM by John Mancini

It is the best of times and the worst of times for HR professionals.

Many organizations have reaped enormous benefits from more effectively managing the unstructured information association with core Human Resources processes.  That’s the good news.  The bad news is that MOST organizations have not yet moved down the path of HR automation, creating huge inefficiencies and risks in their hiring, retaining, employee servicing and firing practices.

Consider for a moment the huge variety and volume of documents associated with these HR processes, each of which carries with it different regulatory and legal requirements.

  • Job requisitions
  • Job applications
  • Resumes
  • New hire pre-boarding and onboarding
  • Family and Medical Leave Act (FMLA) leave tracking
  • Employee status change notifications
  • Employee referrals
  • Timesheet processing and leave/vacation tracking
  • Travel requests
  • Expense reimbursement
  • Exit interviews

HR executives responsible for these policies must make a choice:

  1. Continue processes that are largely manual and adhoc;
  2. Buy point and process-specific SaaS solutions that will make life easier in the short-term, but more problematic in the long-term; or
  3. Think about how to strategically manage all of the unstructured information associated with these processes in a way that allows you to leverage the information within each specific process.

AIIM’s own unpublished research indicates that many HR organizations are still mired in paper-based processes.  Most organizations have not applied the lessons from the digital mailroom to their core financial processes.  According to an AIIM unreleased survey of 173 HR executives, there are still many green field transformation opportunities in your core HR processes.

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Now some would argue that most organizations automated their HR processes long ago.  Perhaps on the data side, but not on the content and unstructured information side. When we asked, “What is paper usage in the following processes?” here are the percentages answering, “% answering “A lot of documents are processed as paper documents”:

  • Recruiting and selection = 35%
  • Employee onboarding = 48%
  • Employee file management = 53%
  • Policies and procedures administration = 32%
  • Employee separation = 48%

Which brings us to the second option, single process SaaS-based solutions.  I am a big advocate for SaaS-based process solutions.  Beginning with Salesforce, they have revolutionized how we buy and implement enterprise technology.  Many monolithic HR solutions that were previously thought of as on-premise solutions requiring long purchase and implementation cycles, with all the money paid up front, can now be bought in the cloud, implemented quickly, and paid for as an annuity.  There is a but, though.  Which is that unless you think carefully about how the unstructured information associated with each of the above SaaS processes is managed across these processes, you will have created a set of irreconcilable silos – a genie that will be hard to put back in the bottle.

In addition, HR processes are surrounded by a lot of legal risk, more than many other business processes.  And the records management capabilities of many single-process SaaS solutions leave much to be desired.

Free ebook -- How to Go Paperless in 90 Days

The desired third option above – managing HR content and information in such a way that you avoid the creation of silos – is not without its challenges.  Many document management suppliers are not known for their ease of integration with SaaS-based process engines or for the speed (and cost!) of custom solutions built upon their content platform.  Which means careful review is needed.  For those organizations that already have a large on-premise solution, it means your content platform must seamlessly integrate with Lawson, SAP, PeopleSoft, or whatever other human capital management system you use.

The kinds of information challenges typical of HR processes are amplified by the business challenges now facing HR professionals.  HR professionals are assuming a different – and more strategic role – within their organizations.  A role that requires create information management competency and knowledge than ever before.

According to Amit Jain, Division Vice President of Strategy & Business Development for Major Account Services at ADP, there are 5 major trends that are on the “keep me up at night” list for every HR professional.  These 5 trends each carry with them a host of document and content management challenges.  Here’s his list (original in Forbes, some paraphrasing):

  1. Changes to overtime rules raising the minimum salary level for white collar exemptions could result in 4.6 million currently exempt employees losing their exemption right away. Another 500,000 to one million currently exempt employees could lose their exempt status over the next 10 years as a result of automatic increases to the salary threshold.
  2. The ability to collect, process and analyze "big data" is becoming a crucial factor in identifying and managing the challenges of business lifecycles. Companies that want to gain a competitive edge increasingly need to use analytics to gain data-driven insights into workforce trends and take action to refine recruitment, compensation and other performance incentives to meet employees' evolving goals and interests.
  3. For employers with 50 or more full-time employees or full-time equivalent employees, the Affordable Care Act has transformed what was once an annual enrollment event into a monthly process of tracking and reporting extensive data. To comply with the law, various personnel in Tax, Finance, IT, Legal and HR who never had to share data may now need to partner to help avoid costly penalties. Gathering the required data from multiple systems can present a challenge so it will be become even more important for businesses to consider an integrated human capital management solution.
  4. Increasingly, organizations are focusing on improving employee engagement to drive better performance. According to Gallup research, employee engagement is strongly connected to business outcomes essential to an organization's financial success, such as productivity, profitability and customer engagement. Engaged employees drive the innovation, growth and revenue that growing midsized companies need to thrive.
  5. While much has been made of the silver tsunami of retiring Baby Boomers, on the other end of the spectrum is the growth of the Millennial workforce. According to PwC research, Millennials will account for nearly half the global workforce by 2020. In some companies, they already constitute a majority. Organizations that want to attract and retain fresh talent will need to recruit this cohort of digital natives and ensure that their journey through hiring and onboarding is supported through mobile and social platforms.

Addressing each of these trends requires: a) an end to manual approaches; and b) once the commitment to automation is made, a simultaneous commitment to a strategy to manage process information in an integrated fashion and bring all employee information together into one place.

So as you think through these trends, and the challenges of managing all the information required to run a modern HR operation, here are 8 “must haves” as you consider your content platform: 

  1. Ease of integration with on-premise or SaaS process solutions.
  2. Effective management of employee information throughout the lifecycle of the relationship, including disposition of the information once it is no longer required.
  3. Ease of use, including access on mobile devices.
  4. Ease and speed of implementation.
  5. Automated digital signatures and workflows. HR processes are loaded with signature requirements, and this is not the place to assume that a copied/pasted TIFF signature image is a “digital” signature.
  6. Secure and comprehensive audit trails.
  7. Secure protection of private information.
  8. Built-in compliance and regulatory workflows. Keeping track of HIPAA, COBRA, and specialized regulations such as the Family Medical Leave Act (FMLA), Uniformed Services Employment and Reemployment Right Act (UNERRA), and demonstrating compliance with these and other regulations on request can be overwhelming.

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Successful businesses depend on good people. HR plays an increasingly strategic role in hiring and retaining good people – and mitigating the risks associated half-baked documentation of poor performance.  All of these processes need to operate in a smooth, effective and modern way – or risk alienating the Millennials who are critical to maintaining competitive advantage.

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What is Business Process Management in the context of automating HR processes?  Are you in the Research Triangle, Toronto, NY or DC metro areas?  We've got a process improvement seminar coming up in your neighborhood!  They're FREE.

Raleigh NC Information@Work event -- September 21 at The Capital Grille

Washington DC event -- October 4 at the National Press Club

RSVP Now

New York event-- October 6 at the Manhattan Penthouse

CLICK HERE FOR MORE INFO

Toronto event -- October 13 at the Allstream Centre

CLICK HERE FOR MORE INFO

 

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Topics: document management, business process, bpm, human resources

4 Must-See Resources from Around Our Community

Aug 22, 2016 12:49:03 PM by Sean McGauley

Here's some great resources from around the AIIM community to help you keep up with the latest trends and information from our industry as well as an opportunity to participate in our latest research. Review these great pieces and stay at the top of your game.

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Information Chaos Summer Catchup - 6 Tip Sheets and 28 "Must Knows"

Aug 19, 2016 10:23:32 AM by John Mancini

Digital Transformation Roundup -- 6 Information Management Tip Sheets and 28 "Must Knows" You Don't Want to Miss

In case you missed them while taking a few days off this summer, here are a few of my most popular tip sheets and posts from the summer. Check 'em out.

7 Tips to Create MORE Information Chaos

There are lots of ways to being to attack the challenge of information chaos.  But how might you inadvertently make things worse

Download Your Tipsheet!

6 Things You Need to Know About Emerging Markets and Information Management

Among both information management users and information management solution-providers, the digital disruption that is coming drives a number of opportunities and challenges.  On the user side, organizations must extend their content and information management capabilities into new markets, and understand how those markets are different from the traditional markets they serve, and think through how those different needs translate into different content management infrastructure requirements.  Similarly, content management solution providers have focused on established markets and economies. They will now face two pressures: 1) new “home-grown” content management competitors who really understand the unique issues of their home markets; and 2) pressures from their customer base to provide the tools they need to penetrate emerging market. 

Download Your Tipsheet!

3 Reasons Why Document Processing Should Matter to the C-Suite

Here’s the fundamental question for many organizations – When it comes to streamlined document processing, why bother? What business results can you expect if you go down this path?  Let’s take a look at intelligent document recognition and streamlined document processing through the prism of the 3 things that keep C-level executives up at night:  Cost, Compliance, and Customers.

Download Your Tipsheet!

4 Steps to Leverage What You Already Have and Know to Improve Customer Experiences

Digital Disruption. Digital Experiences. They are on the wish list for just about every C-level executive. But where do you start? How do you move from the hype to value? A good place to start is by leveraging the capabilities you likely already have – scanning, capture, and the digital mailroom – and extending them into the core processes that you use to run your business.

Download Your Tipsheet!

5 Faces of Information Chaos

For many years, I’ve watched people in organizations that I KNOW could benefit from content technologies politely listen to sales presentations, nod their heads and then back away from a decision.  I find this “reluctance to commit” mysterious, because most of the people that I’ve spoken with who have automated a previously paper-driven process swear by the results and wouldn’t return to life pre-content management for anything.  I’m convinced that this “reluctance to commit” is due to the fact that many on the sell-side of our industry (including AIIM at times, I’ll confess!) can’t resist talking about technology.  ECM! BPM! Taxonomies! Metadata! Capture!

Download Your Tipsheet!

3 Questions to Ask About Content Creation

Content is a valuable corporate asset, driven by value, created by many authors, and generated from many sources. Yet content creation is often taken for granted by business organizations as something that just happens as part of the daily business routine.

Download Your Tipsheet!

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You might also be interested in these 6 blog posts...

8 Reminders About Why World Paper Free Day Matters

Digital Disruption and the Structure of Emerging Markets

7 Tips to Unstick Your SharePoint Implementation

Big Data, Content Analytics, Information Capture and the Hype Curve

Preparing for the Era of Intelligent Machines

What Part of Being Blockbustered Don't You Understand?  Digital Transformation In Action

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In the Toronto, NY or DC metro areas?  We've got a process improvement seminar coming up in your neighborhood!  They're FREE.

Washington DC event -- October 4 at the National Press Club

RSVP Now

New York event-- October 6 at the Manhattan Penthouse

CLICK HERE FOR MORE INFO

Toronto event -- October 13 at the Allstream Centre

CLICK HERE FOR MORE INFO
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Topics: process management, capture, information chaos, digital transformation,

6 Things You Need to Know About Emerging Markets and Information Management

Aug 18, 2016 1:11:04 PM by John Mancini

 

Digital disruption is moving quickly past the surface level of disruption as technology innovation in the consumer realm gets incorporated into the very fabric of how business is done, creating radical disruption along the way.  All of this ultimately manifests itself in international trade, financial, and data flows and the impact these on the individual knowledge skills that workers need to have to survive and the organizational competencies in information management that companies and governments require to continue to be relevant and competitive.

I came across a great McKinsey study on this, Digital globalization: The new era of global flows which got me thinking about the six points below. 

6 Things You Need to Know About Emerging Markets and Information Management

  1. The global trade, services, and financials flows that have traditionally driven the world’s economy have stalled. 
  2. We are now in an era in which global data and information flows are the primary determinant of economic benefit.
  3. Digital disruption will be accelerated by the growing gaps between the world as it was and the world it is becoming.
  4. Emerging markets are where much of the growth in information management will occur in the next decade.
  5. Radical disruption and its impact on emerging markets is opening up a host of opportunities for new players.
  6. In order to capitalize on the opportunities arising in emerging markets, organization must look hard at their organizational structures and the information systems that support them – and that means content management

Download the full Tip Sheet for more information!

Download the Tipsheet!

 You might also be interested in this post:

Brexit, Presidential Campaign Follies, the Olympics and Disruption Déjà vu

 

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Topics: data, content management, analytics, emerging markets

Unleash More Value from the Data You're Already Collecting [Webinar]

Aug 17, 2016 10:30:00 AM by Sean McGauley


Information is driving today’s organizations, it has become the key to better insight, seamless experiences, and improving performance overall. Many of us are gathering information every day in the form of business documents; but, how many of us are actually putting this data to work? It's time to shift your focus to utilizing this information to provide more insight and improve your processes.

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Topics: capture

7 Tips to Make Information Chaos Worse in Your Organization

Aug 16, 2016 8:42:29 AM by John Mancini

The possibilities for more information chaos surround us.  Content is proliferating at geometric rates, and organizations and the people who work in them are struggling with massive amounts of information overload.  The sheer volume of content and data entering our organizations is growing in complexity, volume, and variety.

That would all be complicated enough on its own.  But what are organizations doing – often with the best of intentions – to actually make things WORSE? 

Here are my top 7 tips to make things WORSE!  I've put together a free tip sheet with the details -- check it out, and feel free to spread it around if you choose -- just click the button.

How might you be creating MORE information chaos?  7 ways.

  1. Assume that your existing process platforms – like your ERP (Enterprise Resource Planning), Human Resource Information Systems or Accounts Payable system – can just handle everything.
  2. Assume your nephew can probably create the online forms you need because he is pretty good at technology.
  3. “Go paperless” by just using your copier to scan to a folder on a shared drive.
  4. Go cheap when it comes to getting outside expert help.
  5. Tackle ALL content and processes at once.
  6. Let IT handle this; business people don’t have time.
  7. Allow “the business” to buy lots and lots of unconnected single application SaaS solutions.

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In the Toronto, NY or DC metro areas?  We've got a process improvement seminar coming up in your neighborhood!  They're FREE.

Washington DC event -- October 4 at the National Press Club

CLICK HERE FOR MORE INFO

New York event-- October 6 at the Manhattan Penthouse

CLICK HERE FOR MORE INFO

Toronto event -- October 13 at the Allstream Centre

CLICK HERE FOR MORE INFO

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Topics: content management, document management, information chaos

Digital Disruption and the Structure of Emerging Markets

Aug 15, 2016 9:38:39 PM by John Mancini

Brexit, Presidential Campaign Follies, the Olympics and Disruption Déjà vu

I was in London during the Brexit debates and heard a lot of "interesting" things about trade during those debates.  Coming home, I and the rest of the world have obviously witnessed a lot of irrational pontifications in the context of our own presidential election about trade and jobs and disruption. 

Watching the Olympics opening ceremonies and the parade of nations got me thinking in particular about how all of this plays out in emerging markets. And in particular, it got me thinking about the critical role that information management and disruption plays in emerging markets in changing the game and bringing new customers and new competitors into the game.

Image source = http://www.indiaexpress.com

That led me back to James McQuivey’s Digital Disruption: Unleashing the Next Wave of Innovation.  I’ve been a big fan of the book, and find myself coming back to the book again and again in the context of thinking about the future of information and content management.

For those unfamiliar with his core premise, McQuivey starts the book with a description of a 12-year old entrepreneurial mobile app developer named Thomas.  As he thinks about the kinds of technology resources available to Thomas versus those available during his own youth, he offers this conclusion:

“What tools does Thomas need to pursue his digitally disruptive goals? A computer? Check. An internet connection? Check. A programming language and SDK? Check. A friction-free digital platform for distributing and making money from his innovations? Check.”

As he thinks about this disruptive stew, he reaches two conclusions about “old” disruption (the kind that Clayton Christensen talks about so eloquently) and what is going on now.

“Under old disruption, only a very small number of innovative companies can amass the tremendous amount of capital necessary to develop and bring a small number of possible ideas to market. Capital is the first constraint. You can raise capital through bank loans or IPOs or private investment, but as long as you have to spend money to make money, the market can only fund so many innovations. The second constraint is information. Because only a few ideas will make it to capitalization, people keep ideas secret, floating only those ideas that have immediately obvious economic merit. And the only innovators who get funded are those who have access to holders of capital and are willing to jump through whatever hoops investors deem necessary to prove their ideas have merit.”

And he offers this prediction, which I think hits the nail squarely on the head in terms of the disruptive challenges facing companies, and the critical importance of information management in the disruptive times ahead:

“When companies adopt technology, they do old things in new ways. When companies internalize technology, the find entirely new— disruptive— things to do.”

That's exactly where we are right now, moving quickly past the surface level disruption of technologies as they play out in the consumer realm and get incorporatied into the very fabric of how business is done, creating radical disruption along the way.

All of this ultimately manifests itself in international trade, financial, and data flows and the impact these on the individual knowledge skills that workers need to have to survive and the organizational competencies in information management that companies and governments require to continue to be relevant and competitive. 

I came across a great McKinsey study on this, Digital globalization: The new era of global flows, and that led to this tip sheet, 6 Things You Need to Know About Emerging Markets and Information Management.

Check it out.

Download Your Free Tip Sheet!

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Topics: content management, enterprise content management, digital transformation,, digital disruption

8 Reminders About Why World Paper Free Day Matters

Aug 10, 2016 11:39:13 AM by John Mancini

Just a reminder, World Paper Free Day is November 4!  Just around the corner!  

Bookmark THIS LINK to stay informed about the latest plans.  There are a lot of exciting new things coming.

In the meantime, here's 8 paperfree nuggets to get the juices flowing.  You can get the full Executive Summary of last year's Paper-Free Industry Study HERE.

  1. Paper in the Office-only 17% of respondents work in what could be described as a paper-free office. 31% admit their office is piled high with paper documents and paper processes. 40% still use paper for filing “important stuff," and 56% are wed to signatures on paper for contracts and order forms.
  2. 20% report that their consumption of paper is increasing; but for 49% it is decreasing, including 11% where it is decreasing rapidly. This 2015 net of 29% compares with 23% net in 2014 and 3% net in 2011.
  3. 55% report that paper flowing through their processes is decreasing including 12% rapidly decreasing. With 20% increasing, this net of 35% compares with 21% in 2014 and 21% in 2011.
  4. The number of organizations actively looking at every process for paper elimination has grown from 9% in 2014 to 16% in 2015, including just 3% who feel they have reached the limit. 36% feel they are making good progress, with just 7% sticking with paper processes – down from 11% in 2014.
  5. Lack of management initiatives is given equal weight to staff preferences (49%) as the reason there is still so much paper around. 39% feel there is a general lack of understanding of paper-free options.
  6. 41% are using OCR in some form. 23% are capturing process data including 9% using intelligent/adaptive workflows. 16% are not using OCR, but workflow flat images, and 18% scan primarily for archive.
  7. The biggest driver for scanning and data capture is improved searchability and sharability (53%). Higher productivity, reduced storage space and faster response are all key drivers. 27% have an environmental policy to reduce paper usage.
  8. 40% of organizations report that more than half of their invoices are now delivered electronically - but 35% agree that most get printed anyway. 31% agree that most of the paper documents they retain are only there for the signatures, and that most of the documents they scan are unchanged from printer to scanner.

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I rather like this ebook -  "Going Paperless in 90 Days."  Check it out.

Download Your eBook

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In the Toronto, NY or DC metro areas?  We've got a process improvement seminar coming up in your neighborhood!  They're FREE.

Washington DC event -- October 4 at the National Press Club

CLICK HERE FOR MORE INFO

New York event-- October 6 at the Manhattan Penthouse

CLICK HERE FOR MORE INFO

Toronto event -- October 13 at the Allstream Centre

CLICK HERE FOR MORE INFO

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Topics: world paper free day, paperfree office, paperless processes, wpfd

SharePoint: Get the Information You Need to Plan for the Future [Webinar]

Aug 10, 2016 10:50:11 AM by Sean McGauley



The launch of SharePoint 2016 has brought forth some new questions for you to address. Do you make the transition to SharePoint 2016? Are there new features in the latest release that can improve the way you work? Do you adjust your current set up to meet your needs?

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Topics: capture

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The Impact of SharePoint 2016