2009/03/30

Business Processes Become Transparent

Optimization of operations of the companies and organizations is becoming one of the most important tasks of these times. Multiple processes take place there, such as internal and external communication, preparation and receipt of documents, issue of decrees, allocation of work and management of various resources. Everyone wants to work effectively, to reduce the costs of operations, to find week areas and to save up. This requires instant access to the necessary information and transparent observation of what is happening, where and how.
How can this be accomplished? The fact that the document and information management increases operational effectiveness is shown in the surveys of Gartner EXP and other universal organizations performed on the leaders of various levels. The leaders noticed the reduction in costs, return on investment, increase of competition, enhanced quality of processes, transparency of operations and improved customer service. Special effect is achieved when the document management systems are integrated into other management systems of a company.
Documents and other information are the essential elements of decision making. Their role in the everyday operations of an organization is extremely important, it is like blood circulation in a human body. Therefore, high quality management and precise allocation of them can greatly raise the business value and internal culture of an organization. One of the document and company operation processes management systems successfully existing on the market is the DOVAS system developed by the old-timer in the IT market Baltic Amadeus UAB.

Baltic Amadeus has solid experience not only in the IT field, but also in the document management field in Lithuania. It actively operates in this field for longer than 8 years and its developed Dovas system is a unique fusion of creativity, understanding of the needs and employment of the new technologies, which meets the document management requirements of Lithuania and the EU. It is applicable to both business and governmental needs, and therefore, is implemented in both large companies and government institutions.

The system is rather simple and easy to use, it can intuitively be figured out by anyone who has ever used the Internet. It is linked to the very common Microsoft Office programme suit, thus the environment is recognizable and not frightening to a user. Dovas is easy to implement and adjust to the user needs.

Dovas encompasses many areas of information and process management of an organization: management of the received and sent messages and documents, task control, planning of the common resources of an organization, decrees and orders of an organization, centralized organization of the business contacts, quality control, personnel data, agreement and project documentation, customer service and handling of requests and complains. Dovas is continuously developing and encompassing more and more aspects of information management, and these new possibilities are rather easily implemented in an operating system.

A heavy flow of various messages is often encountered in an organization: paper and electronic ones, faxes and electronic letters. An organization itself also sends them daily. Dovas registers and stores all such messages. They can be found and read at any moment. Besides, an organization that received or is preparing a message for dispatch may have to take certain actions: to reply, to prepare, to coordinate or to begin a project. The messages should not only be stored and accessible, but also distributed within an organization. They can be meant to provide information to the responsible employees. Work tasks, decrees and orders are also being allocated… Administrators and coordinators are being appointed, terms and priorities are being determined. This complete process needs supervision and control. Workflow management helps to effectively achieve the aims of the operations by prioritizing the tasks and the performed work. Dovas allows for an uncomplicated description of the workflow. This ensures a flexible and swift adaptation of the system to the ever changing business conditions.

However, documents can be presented not only in an electronic, but also in a paper form. Dovas envisages all the necessary means that allow scanning them, saving not only the original form of the documents, but also recognizing its text.

Dovas ensures true team work. The documents can be prepared by several employees at the same time in accordance to the standardized templates and maintaining the quality requirements. The progress of this process can be coordinated. The employees can plan the use of common resources (conference rooms, transportation, equipment, publications, etc.) of an organization, organize congresses and events, regular meetings, invite participants and coordinate other “calendar” activities.
Business companies are obliged to work with the customers. Dovas not only allows storing information about the customers, documents (purchase, maintenance and loan orders and messages), receiving their requests and complaints, but also allocating relevant work to the employees, supervising performance and informing the customers about the progress of solutions to their problems.

What happens if you are not at your workplace? You could connect to the system thought internet. And what if there no such possibility, then you must definitely have your mobile phone with you. With the help of your mobile phone you will be able to access all the necessary information.
What happens if business grows and the complexity of the processes increases? This does not concern Dovas – it is adjusted to deal with extra large quantities of data. Even if the processes in an organization will change or new processes will emerge, the module structure oriented towards operation processes allows expanding the operating system. Therefore, Dovas is suitable to the organizations of different sizes, where, after having performed the analysis of the processes, it is possible to select and install the necessary modules.

But in order for the system to be able to effectively manage the processes and flows of tasks and documents, it should have certain information about an organization, such as information concerning organizational structure, employees, resources and processes. Different organizations already have implemented various accounting, ERP, personnel and other types of systems. Dovas teaches to connect to them and make use of the data stored in them. More importantly, it also provides standardized means that allow communication of other systems with Dovas. It may, therefore, seem that an organization does not have several but one flexible global system.

This system also provides various necessary reports on the stored information. These reports show how different processes happen in an organization, what are the volumes and modifications of the documents and work, weak areas are becoming visible in order for the measures of their elimination could be taken and the ways to save up could be found.

You can save all the information available in an organization in Dovas. But is this safe? Absolutely! The system provides access to the data and reports only to those employees, who have corresponding rights to that. Responsible employees can be managed in a flexible and easy way. When exchanging messages with other organizations, they can be written by means of electronic mail, this way ensuring the authenticity of the sender and that the content of a letter remains unaltered. However, another side of business safety is just as important. The documents are safely stored in one place and not in different computers of the employees, as well as accidental or unsanctioned removal and loss of information in the event of breakdown of the computer equipment is avoided. The history of document preparation is always visible, and it is guaranteed that the last version is available. The contribution, compiled documents and business contacts of the employees that are no longer working in an organization are not lost, this way the safekeeping of information is ensured.

As we see, Dovas is designed to straighten the information chaos in an organization, to increase efficiency, to introduce the discipline of the operations, to plan resources, to observe the processes in a transparent way, this way saving time and money. Life with Dovas will no longer be this complicated.
 

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