Empowerment, Confidence and Compliance with TechOne ECM

In today’s fast-paced business landscape, it is crucial for organisations to leverage technology that drives efficiency, enhances customer and staff experiences, and mitigates risks. Enterprise Content Management (ECM) offers a pathway to achieving these objectives through streamlined processes and automation.  At Lánluas, we believe that effective content management is not just about deploying a robust system—it’s about empowering organisations to harness and navigate their digital landscape with confidence and independence.

This article delves into the importance of TechOne ECM and Connected Content in transforming business operations, drawing insights from a discussion between Fran, Client Development Specialist, and Dan Shay, TechOne Enterprise Content Management Consultant at Lánluas.

We find that the happier people are using a product, the more inclined they are to improve and uplift what they’re using day to day. I don’t see too many people getting excited about records management and document management, but with ECM you are able to empower them more and they get a lot more proactive and excited to do things, quicker and faster. It’s great!

Dan Shay

Understanding TechnologyOne Enterprise Content Management and Its Impact

The TechnologyOne Enterprise Content Management system is designed to centralise an organisation’s files, from documents and emails to videos and audio files, into a digital format. By bridging various departments, ECM supports an organisation-wide alignment on business processes, compliance and objectives.

The innovators that are really doing well with ECM and getting the most out of it are making executive level and collaborative decisions together so that all the departments can come together and get the most out of ECM.

Dan Shay

The Compliance Advantage

Staying Ahead with Proactive Compliance

One primary benefit of TechOne ECM and Connected Content is its ability to foster a proactive approach to compliance. The significance of retention disposal schedules and the alignment of ECM operations with policies such as VERS in Victoria. By automating compliance checks and classification through Connected Content, organisations can avoid the pitfalls of having thousands of unchecked documents, which can be a nightmare during audits. Non-compliance can be easily avoided when the right systems, policies and processes are in place from the get-go.

You need to make sure that classification is happening as intended and it does align with your records policies, otherwise you might have a year’s worth or seven years’ worth of documents at a thousand or a couple of hundred documents a week. That’s a lot to get through if you get audited.

Dan Shay

Mitigating Risks with Connected Content

Avoiding the 800,000 Document Pile-Up

A crucial point is the correct initial setup of TechnologyOne Connected Content to avoid overwhelming document backlogs. Proper configuration ensures that documents are ingested correctly, thus preventing the chaotic scenario of having a large volume of unclassified documents.

There are a few customers in that position and they’ve got, I think it’s close to 800,000 documents just waiting to be classified properly. That’s the sort of thing we like to avoid.

Dan Shay

Enhancing Customer and Staff Experience

Empowering Productivity Through Automation

TechOne ECM not only bolsters compliance but also revolutionises the user experience for both staff and customers. It allows for real-time document retrieval and processing, reducing call handling times and enhancing customer satisfaction. Improving system usability directly impacts employees’ ability to serve customers and citizens more efficiently and with greater satisfaction.

If employees don’t know how to get the most out of your system, then your system is only as good as it can operate.

Francesca Acharya

Efficiency through Intelligent Automation

Leveraging Data Models and ETLs

With ECM, organisations can automate background processing tasks using data models and ETLs, thus freeing up human resources for higher-value tasks. Background automation supports ongoing efficiency, allowing for more strategic deployment of personnel efforts.

With data models and ETLs you can schedule or automate a lot of background processing. So we’re not really talking about the user manually stepping through a process here. It’s mostly just background processing with ETLs and stuff like that. Providing you’ve got the TechnologyOne licensing with ETLs, there are a lot of different things that you can do. You can create reports, run them, send them to people.

Dan Shay

Unlocking the power of TechnologyOne Enterprise Content Management and Connected Content

Improving efficiency and staff experience starts with upskilling, tailored ECM training, scheduled and customised reports, tailored business process automation (BPA) configuration and enhanced Connected Content processing.

• Training: Structured training tailored to your staff and business needs. Covering what your staff need to know, and they don’t. Prioritise topics covered to help your staff make the most of their time and further empower them with ECM.
• Reporting: Scheduled or ad-hoc reports to easily extract actionable insights via useful data. Enable proactive records management with information delivered to your team automatically, keeping them informed and your system compliant.
• Automation: Automating and streamlining records processing with BPA. Quantify tasking and maintain consistency with dynamic workflows minimises manual intervention. Enables staff to rapidly action as required without tedious and manual data capture.
• Connected Content Uplift: Maximise classification and data capture for attachments with extensive Connected Content configuration. Workshops can be provided to fully understand unique business requirements regarding attachment processing and define scope for your records team.

The main thing customers need to be aware of, and sometimes it may get missed in implementations, is the initial set up of Connected Content configuration. If you have your property teams, your finance teams, all adding documents to these attachment grids, if Connected Content is turned on and it’s not configured properly, then you have a lot of documents automatically getting picked up by ECM and being registered. …  Because it’s coming in via Connected Content, the classification, if there’s not much there, it’s hard to clean up and start looking at okay, these thousand documents we need to do this with.

Dan Shay

A Collaborative Path to Mastery

Understanding and Supporting Unique Organisational Needs

Navigating the complexities of TechOne ECM and Connected Content requires subject matter experts who comprehend the distinct operational facets of your organisation. Rather than simply providing a service, Lánluas engages in a collaborative process that fosters an understanding of client environments, thereby tailoring our advisory services to meet specific needs and challenges. Lánluas is committed to forming strong partnerships with our clients.

One main focus is extracting value from ECM and their platform, but also empowering users to start thinking for themselves and just arming them with enough knowledge so they can think about how they’re looking for things, how they can access things, how they can do things in bulk.

Dan Shay

Learning and Empowerment

Tailored Advisory Services for Lasting Impact

Key to Lánluas’ approach is a focus on tailored support that addresses the specific gaps in an organisation’s ECM knowledge. Our TechOne ECM and Connected Content training sessions are designed to be flexible, enabling clients to concentrate on areas that directly influence their operational efficiency and strategic objectives. This ensures that teams gain practical skills that enhance their daily responsibilities and overall productivity.

There’s tailored or ad hoc training, where depending on the challenges or gaps in the business for knowledge, we can do ad hoc training, and they’re usually really successful because customers focus on what they want to focus on. They don’t have to take two days off to cover a whole lot of training when they only need that half day, and the other half of the day can also be just showing them some tips and tricks as well. They get more out of it. If they aren’t new to ECM, ad hoc training is really great.

Dan Shay

Enhancing Self-Sufficiency

Empowering Users for Independent Success

Lánluas strives to move beyond traditional support by empowering clients to independently navigate and modify their ECM systems. Our goal is to enable organisations to become self-sufficient, reducing dependency on external support and fostering a culture of innovation and adaptation. By arming teams with the necessary knowledge and resources, we help them make informed decisions and implement changes autonomously, ensuring long-term efficiency and agility.

We want to empower them to be knowledgeable about the system and be able to feel confident in making decisions themselves and doing some config.

Dan Shay

Erasing Non-Compliance

Achieving Proactive Compliance Through Education

Part of empowering organisations involves educating them on best practices for compliance and risk mitigation. With the correct guidance and configuration, TechnologyOne Enterprise Content Management facilitates proactive compliance, reducing the risks associated with audits and regulatory changes. By integrating compliance into everyday processes, organisations not only streamline operations but also increase their resilience to external scrutiny.

Your Independent TechnologyOne Enterprise Content Management Partner

Lánluas is committed to empowering organisations through effective ECM practices that promote learning, independence, and efficiency. By prioritising a collaborative and educational approach, we enable businesses to harness the full potential of ECM, driving sustainable success in an ever-changing digital landscape.

For more insights on how Lánluas can support your journey towards self-sufficiency and enhanced operational efficiency, watch the full conversation between Fran and Dan.

For more information, contact Lánluas today.