Client Overview
A major government infrastructure project required a structured solution to efficiently track and manage executive correspondence and briefing notes. The goal was to ensure that approvals and decisions were properly documented, while also meeting strict project deadlines and government reporting requirements. As the organisation had already implemented Micro Focus Content Manager as its authorised eDRMS, it was the preferred platform for this solution.
Challenge
The client faced several challenges in managing executive correspondence:
- Process Complexity: Multiple types of correspondence with varying approval processes.
- Regulatory Compliance: Ensuring all approvals and decisions were captured.
- Timely Decision-Making: Meeting project timeframes and government reporting deadlines.
- Automation Needs: Reducing manual tracking and streamlining document workflows.
Solution
Yoku Solutions collaborated closely with the client to analyse their correspondence types and associated workflows. The solution was designed and implemented within one month, leveraging the inbuilt workflow engine of Content Manager to create an efficient and automated system.
Automated Workflow Implementation
Yoku Solutions developed 25 complex, automated workflow templates, including:
- Multi-Step Approval Workflows: The most complex workflows involved over 20 sequential steps.
- Electronic Approvals & Signatures: Facilitated digital sign-offs to streamline decision-making.
- Workflow Timelines: Time constraints assigned to each step to ensure deadlines were met.
- Document & Folder Workflow Options: Enabled process tracking at both document and folder levels.
- Editing & Decision Capture: Incorporated editing steps, decision trees and rollback options.
- Automated Auditing: Ensured full traceability of approvals and actions.
Advanced Reporting Capabilities
To enhance visibility and oversight, Yoku Solutions implemented:
- Out-of-the-Box Content Manager Reports: Standard reporting functionalities.
- Custom Content Manager Reports: Tailored reporting for deeper insights.
- Power BI Dashboards: Interactive visual reporting to track workflow progress and performance.
Training & Knowledge Transfer
To support adoption and long-term success, Yoku Solutions developed:
- Comprehensive “How-To” Guides to assist users with workflow processes.
- Online Training Videos for quick and accessible learning.
Outcome & Impact
- High Adoption & Efficiency: Within 12 months, over 2,500 workflows were successfully initiated and completed.
- Enhanced Compliance: Improved tracking and auditing of approvals and decision-making.
- Scalability & Expansion: Following the success of the Executive Correspondence solution, Yoku Solutions expanded workflow automation to include Procurement, Travel and Purchase Requisition Approvals.
- Informed Decision-Making: The client now has a mature and data-driven understanding of its Executive Correspondence and Approvals processes.
Conclusion
By leveraging Content Manager’s workflow capabilities, Yoku Solutions successfully delivered a scalable and automated Executive Correspondence solution within an aggressive one-month timeframe. The system now serves as a model for future process automation within the organisation, improving efficiency, compliance and transparency across multiple business functions.
