Document-Intensive Processes: Digital, but Still…

Print and document management is driving corporate digital transformations, according to a current study. A record-breaking 91% of all companies in Germany have recognized the potential of digitization for document-intensive processes. According to the study, 53% of all documents are already transmitted digitally.

 

Development Slower than Projected

Many companies, however, are still finding it difficult to say goodbye to paper. The IDC also researched the reasons for this in its study on the issue, entitled: “Print & Document Management in Germany 2016.” Reason 1: customers want paper. 2: to conform with legal requirements. Reason 3: working with paper documents is physically easier. And, last but not least, reason 4: employees want paper.

 

The good thing about these reasons is that they are likely to dissolve as the workforce grows younger. Except for one of them: if companies have legal concerns with switching over to electronic documents, this either means that policies and regulations are too comprehensive or too complex, or that ECM system suppliers need to explain their products better – or both.

 

Process Optimization is a Key Motivating Factor

This is especially true since the reasons for digitizing document-intensive processes are so convincing: 56% of survey participants see opportunities to optimize their processes. This represents a peak in this view – two years ago, “just” 42% saw room for optimization. In 2014, lowering operating costs was the main priority, with 54% approval. Today, it’s just 43%. Lowering printing costs remains crucial for about half of study participants.

 

Of course, in 2014 IDC expected the percentage of digital documents in companies in the year 2016 to already be 13% over the numbers from 2014. As of now, the growth is just a sluggish 2%. Of course, 2016 still has a little ways to go. And as IDC found out, companies still have some big plans in the works: 51% are preparing document workflows, 49% are working on electronic archiving, and 48% are automating document-intensive processes. By the end of the year, it is likely that significantly more documents will be available digitally than they are today. What was it Victor Hugo said? Nothing is more powerful than an idea whose time has come. More information here.

EASY HR 3.0: The Solution for Efficient Personnel Management

Previous versions of personnel management solution EASY HR 3.0 were already successful – but in 2016, we feel that the topic of digitization has truly arrived in the HR department. Division heads and employees want solutions that address this change. Companies can benefit from more efficient personnel processes – especially now that EASY has significantly expanded both the technical and functional basis of its own HR solution with HR 3.0.

 

Standard Processes Included

First, let’s take a look at the technical side: EASY HR 3.0 includes significantly more processes, even with default settings. Besides master data and file management, application, onboarding, and offboarding processes are also integrated. One feature that’s especially interesting for EASY partners: EASY delivers a configurator along with the solution that allows them to define additional processes in a flash. A powerful workflow engine is also included, which greatly simplifies the integration of customer-specific reports. Thanks to this tool, EASY HR 3.0 can quickly and independently adjust to even complex customer processes.

 

Compliance Simplified

Another great feature is that EASY HR 3.0 provides effective support in the area of Compliance. Whether a company is adhering to all requirements, of course, remains in the hands of its HR department employees, even with EASY HR 3.0. However, EASY HR 3.0 does make their lives easier. For instance, if they need to review diplomas, health certificates, or drivers’ licenses due to legal initiatives, or if additional qualifications are required, the system will request these automatically.

 

Significantly Slimmer & Better Performing

EASY HR 3.0 has also made quite a few improvements from a functional standpoint as well. Just as before, users can still access the HR solution from anywhere through the web. New features, on the other hand, include reporting and access management. EASY has expanded these significantly for the new version. Now, there are hardly any personnel management roles that can’t be mapped with just a few clicks. Another great feature: just as in the new EASY Archive, in HR 3.0 it’s possible to restrict installation to the functions customers truly need. This makes installation and the entire system much slimmer and better performing.

 

Optimized Interface

Last but not least, EASY has cleared up and optimized the interface. The result is a slimmed down interface through which it’s easy to connect to all current portals such as the Bundesanstalt für Arbeit (Federal Labour Office), Stepstone, or Monster. All in all, we’re proud to say: with version 3.0, EASY HR is more flexible, slimmer, and better than ever before.

Digitizing midsize businesses: EASY a top notch address

Mobile working are also increasingly gaining in significance in midsize businesses, because digitization is fast becoming prevalent in a growing number of organizations. However, working with different systems and software solutions will be possible not just in your own office rooms, but also from home or on the move. Mobile solutions make all required information accessible from anywhere. They simplify worker processes in enterprises. With its EASY ECM Suite, EASY also offers, among others, solutions that simplify and automate business processes, and make them more efficient. Mobile interaction with EASY ECM Suite? No problem.

Fittingly, in this conjunction the EASY product HR was recently given excellent rating by the Initiative Mittelstand (a midsize business initiative) as part of the innovation prize IT 2016: it came out among the top 20 IT solutions in Human Resources. EASY HR offers future-oriented, digital personnel management that enables great time-saving benefits for personnel departments.

For more information on digital contract management through EASY SOFTWARE, go to: http://www.easysoftware.us/ecm-modules/easy-contract/?lang=en

EASY for academically talented students: Scholarship awards at the Ruhr University of Mülheim

For the second time, EASY SOFTWARE AG awards a scholarship to an academically talented student at the Hochschule Ruhr West (HRW), or Ruhr West University of Mülheim. Prized at €300 per month, the scholarships goes to Manuel Fessen, student of the subject of “Human-technology interaction”. Clarissa Dubiel, head of Human Resources at EASY, solemnly handed out the talented student his document as part of the scholarship award.

EASY SOFTWARE AG is one among various enterprises committed to actively promoting and supporting gifted and talented students at HRW attracting positive attention through good marks and social commitment.

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Image (from left to right): Clarissa Dubiel, Heinz Lison (HRW) and Manuel Fessen (Picture: Andreas Köhring)

Mid-sized businesses making their way into the cloud – with EASY on hand to help

The cloud is taking off: some mid-sized businesses are still sceptical of its benefits, but the majority seem to be convinced, having decided that problems like data privacy and data security can be overcome. A recent study confirmed this shift. But one thing’s not in the study: the EASY ECM Suite from the cloud offers a way for mid-sized businesses to forget all their worries about data security and data privacy.

 

20 percent believe: the cloud’s getting safer

85 percent of mid-sized companies are already using cloud technology or are intensively considering the matter. Flexibility and agility are more important to them than cost reductions, as surveys by Crisp Research prove. That’s good to know.

Of course, their concerns haven’t gone away – 49 out of 100 companies surveyed worry that a lack of data privacy could be a problem. 63 percent are concerned about security. But, on the other hand, a fifth also believe that the cloud is getting safer.

 

Service providers have to gain trust

No wonder – when it comes to security and data privacy, quite a lot’s been happening in the past few years. Edward Snowden’s revelations and the failed Safe Harbor agreement have even strengthened this trend, and the EU is busy building a domestic digital market with the same rules for infrastructure and services.

This is great news, in EASY’s opinion. Of course, EASY was pretty early to the party. When we developed EASY ECM Suite from the cloud, we knew right from the start – although on-demand solutions do offer plenty of advantages, we still needed to overcome concerns and worries from our potential customers.

The solution is simple: we must only save the data provided by mid-sized companies in highly secure German computing centres. This is a measure that builds trust, with German data privacy provisions still counting as some of the strictest in the world. Above all, it’s important to be able to spit this protected data back out when it’s needed. EASY promises both, and EASY delivers both.

Webcast: EASY nextPCEM Personnel File – the Digital Personnel File within SAP

On May 3, 2016 at 2 p.m. we will show you, as part of our Webcast series, how to pool all information and documents on your employees into a single location using our Digital Personnel File.

EASY nextPCM Personnel File offers an efficient alternative to time-consuming, paper-bound administrative processes. Whether contracts, important e-mail messages, MS Word newsletters or SAP data – the digital personnel file brings together what belongs together. The solution directly incorporates data from SAP systems; different document types are flexibly inserted into the file. For example, papers can be scanned at any time in the process through a previously added barcode, and be automatically stored in the correct file. Digitized papers are imported optionally via drag and drop or via an indexing mask into the virtual personnel file.

We will show you the benefits of our SAP-integrated solution in a live demonstration. Register today to take part in our free Webcast. Click >here< to register. Please note that this information is currently available only in German language.

Want to find out more? Tomorrow already we will inform you of how to significantly reduce processing times for purchase invoices using EASY Invoice, and how to eliminate error-prone routine input by employees. The Webcast also starts at 11 a.m. Click >here< to register. Please note that this information is currently available only in German language.

Digitalization: The economy has room to grow

The automotive industry is leading the way, but the tourism segment seems to have fallen asleep at the wheel when it comes to digitalization. Well, that might be a little too provocative, but the basic idea matches up with current findings by Arthur D. Little. Here’s a good example of one typical statistic: only two of 103 companies are already “digitally centred,” according to analysts.

 

“Digital Transformation – How to Become Digital Leader” is the title of the study, in which the corporate consulting firm determined the “Digital Transformation Index” for international groups. A few of the more than 100 corporate groups are even located in Germany.

 

Heterogeneous overall picture

At first glance, the results are shocking. Only two companies achieved 7.5 index points on a scale from 1 to 10. In times in which it seems everyone’s talking about digitalization, many international players achieve only a barely average index of 3.92.

 

Looking at individual industries, the automotive sector seems well underway with around 5 points. Media and telecommunications have acceptable results of 4.2 and 4.1 points. The worst digitalization results are, on the other hand, from segments like travel and transport. They barely make it to the finish line with 3.5 points.

 

Still room for development

No need to be sceptical, however. Quite the contrary: companies working through complex transformation processes have to keep their eye on the potentials. There’s definitely room to move up – just because results are bad now, that doesn’t mean companies aren’t doing anything or aren’t investing.

 

Ultimately, the investigation told us that the next three years were going to represent a focal point in efforts towards digitalization and automation. Companies can choose from a wide variety of solutions for this purpose. Knowledge on digital process design is also available on the market. The goal now for the IT industry is to utilize opportunities and make the advantages of digitalization clear. The next index is sure to look better.

Authorization Management: Make Data Accessible and Protect Information

More and more employees feel unsatisfied with their places of employment. Current surveys assume that up to 34 percent of employees will want to change jobs within the next two years. Fluctuation within companies is growing. Enterprise Content Management has never been more important than it is today.

 

Generation Y especially willing to change

Excessive demands and difficult targets, no promotions, a lack of meaningfulness – the reasons workers want to change jobs are varied, especially for young, high potential employees in Generation Y. These reasons can’t always be pushed out of the way with money, no matter how much it is. Against this background, companies don’t just need to ask how they can hang on to young employees. They need to think specifically about the functionality of their processes and the security of their data.

 

More and more data – accessible to every newbie?

Fluctuation isn’t the only thing that’s growing. Data volumes grow every year as well. Key information is hidden in a wide variety of places in the company – on file servers, in e-mail inboxes, and in the archive. Quickly training new employees and ensuring they are able to operate based on their existing knowledge without much prior training is just as important as protecting sensitive information from unauthorized access by new employees or by colleagues leaving the company. An authorization system is a necessity, and should be able to adapt quickly and easily.

 

New momentum for a well-known topic

This is not a new problem. It’s been around since the new generation of interns, the increasing number of freelance workers, and the trend of home offices came on the scene. However, new numbers on the likelihood that young employees will change jobs give them a new quality. Companies would do well to think about how they can make their data accessible while protecting it at the same time. Enterprise Content Management is certainly a must.

Digital Transformation: Bosses are responsible

Most companies understand the importance of process digitization very well. However, most companies also seem to have trouble with implementation, as one study found out. The problem: bosses delegate responsibility, instead of managing it themselves.

 

On size and complexity

At least, this is what one survey commissioned by a digital consulting firm found. 2,000 major companies with annual revenues of at least 250 million euros took part in the survey. The size of these companies alone tells us that they have to deal with a complex process landscape. There has to be some room for optimization there – any company that doesn’t digitize their processes today might have to clear the field for a better prepared competitor tomorrow.

 

Digitize, don’t delegate

Nevertheless, lots of companies seem to be stalled out – and there’s a reason for that. Less than half of all bosses consider digitization to be part of their jobs. The rest delegate digitization. In 24 percent of the companies, CEOs or executive managers are working on digitization. In another 24 percent, the executive board is handling the issue. Thirty percent of companies, in contrast, hand over the reins to the IT department, and ten percent set up a staff unit to deal with it. The rest divide the work over multiple smaller company units that work on digital processes.

 

Who’s got the big picture in mind?

Well, there’s really nothing wrong with letting the IT department handle implementing digitization or participate in developing a digitization strategy. In reality, it’s a necessity. But the vision for how a company plans to set up its processes in the future needs to come from above. Someone needs to set the course, hold it all together, and make sure that the company ends up with a comprehensive digital process model. No single division can accomplish this – it’s an obligation of top management. Bosses have to drive the process forward, instead of commissioning individual departments. If they delegate too much, all they’re doing is opening the door to internal rivalries and obstruction.

The Challenge of Big Data: Knowing What’s Important

The topic of Big Data has been enjoying increased interest in the press, the economy, and in research for quite some time. But it’s not without its controversies: both ethical and moral issues continue to come up for discussion time and again. For example, there is the concern that the mass collection of data may be irreconcilable with fundamental data protection. We could discuss the HR department as an example here: you’d be hard pressed to find anyone who thinks that making decisions on promoting or even firing an employee based solely on quantitative data would be a good idea. Nobody wants to see employers combing through exhaustive documentation of an employee’s every working hour.

 

Big, Smart, or Predictive?

But this isn’t really the purpose of Big Data. More and more, a growing chorus of voices is calling for Smart Data instead of Big Data, and new terms like advanced analytics or predictive analytics seem to be springing up everywhere you look. Diligent data collection won’t do anyone any good if data analysis and application doesn’t have functional value. What could be more boring than a giant data wasteland that never produces any meaning or any message?

 

The Answer to Complexity: Relevance

To avoid this scenario, companies need to be clear that not every piece of information is valuable in and of itself. The trick is to extract only relevant information and to use it as the basis for developing arguments or making decisions. This makes it possible to create exciting, future-oriented, and reasonable application scenarios. This has been the case, for example, in gene research, the automotive industry, and the insurance sector.

 

New Job Descriptions, New Solutions

The complexity of Big or Smart Data is also clear when we consider that the topic has spawned totally new job descriptions. The Fraunhofer Academy, for example, recently started offering a certification program for Data Scientists. EASY SOFTWARE AG is also moving towards a smart future, helping its customers to master all of their company data. EASY Discovery provides a good tool allowing enterprises to call up information from a variety of sources at once and assess it in an integrated fashion.

 

Key to Competitive Ability

One current 2016 study by BARC offers extensive insights on the topic of Big Data. 40% of users surveyed consider advanced analytic processes to be important, and 94% believe they will be relevant in the future. The biggest difficulties seem to be a lack of experience and IT resources. Nevertheless: up to now, most expertise is offered by the IT, financial, and telecommunications industries.