Category Archives: Workflow

Use a Shared Technology Platform to Reorganize your Digital Media Activities

Digital marketing” is now a familiar term across age groups spending time on online and mobile interfaces. The digital media space can no longer be ignored and companies in varying fields, from pharmaceutical to telecom have started to take it seriously, and invest in it for the long term.

Large companies would need a strong presence in the digital arena. This means that many stakeholders would be involved in handling different kinds of digital media. For example, one agency might be in charge of the website creation and social media content, while another might handle email campaigns and banner ads. Add the technology service provider to this mix, and you could be headed for confusion. It is prudent to address this situation before it gets out of hand.

To implement a collaborative platform for one of its clients in business information services, HCL Tech used the following main 7 components:

Shared Technology Platform

The platform that was implemented had to be common across all the digital agencies and the technology service provider. It would form the foundation of the solution, and had to be capable enough to handle all the common assets, activities and reporting mechanisms.

Common Understanding of Objectives

The big picture is very important in such a collaborative scenario, and each digital agency and technology provider should have an idea of the objective to be achieved. This would help them understand the importance of their individual responsibilities clearly.

Definition of Roles

When multiple stakeholders are involved, the interfaces between them play an important role. This means that a single point of contact should be defined in each digital agency, as well as at the technology service provider and at the client’s end. The team structure within each team should also be uniformly and clearly defined, including special role definitions such as BIS digitization services.

Clear Definition of Responsibilities

In most situations, the final accountability might lie with the client’s business team, but it is important to define a responsibility matrix for all the stakeholders involved. This would help to identify the points of success, as well as to pinpoint any issues at an early stage.

Training Requirements

It is essential that the service provider provides the required training about the platform to the digital agencies, and also is available for guidance after the participants have started using it. Some of the aspects to be covered by the training include features of the platform, storage and access of digital assets, managing information, workflows and reporting mechanisms.

What are Workflows?

A common platform is effective only if used in a collaborative and uniform manner by all the stakeholders. The creation and review of workflows need to be performed by the end users of the platform from the client’s team, but in close discussion with the digital agencies.

Why are Reporting Mechanisms Important?

Reporting is an important step for tracking progress, and requires a common template to be established for use by all agencies.

Why are Reporting Mechanisms Important?

Reporting is an important step for tracking progress, and requires a common template to be established for use by all agencies.

Opting for a shared technology platform at an early stage of digital marketing would improve efficiency and brand image. It would also ensure that your digital marketing campaigns reach the required audience within an optimal period of time.

To know more about the topic please refer to the whitepaper written by HCL Technologies

ZOOcore Moves Media Production Workflow to the Cloud

ZOO Digital, a provider of workflow management software and services for creative media production, has launched its new Cloud-based platform, ZOOcore.

ZOOcore is a workflow and collaboration platform for creative and production businesses designed exclusively for the Cloud, enabling tailor-made workflow management systems to be configured and deployed very quickly at a fraction of the cost of bespoke software development. It is a centralized system to organize and control production information and brings significant efficiencies to project tracking, online review and approval which enable a reduction in email traffic and spreadsheet management.

ZOO has already deployed ZOOcore systems for a number of clients in diverse business areas including a major film studio for review and approval of artwork, a global TV network for co-ordination of advertising campaigns, a major US book publisher for preparation of eBooks, a post production facility for management of DVD, Blu-ray and digital product creation, a marketing agency for campaign management, and an international printer for job processing.

Such existing clients report that the use of the product eliminates many administrative overheads and enables robust and reliable collaboration, giving shorter time to market and lower operating costs.  It is fully configurable and deployments of the ZOOcore Enterprise Edition can be tailor-made to support each client’s unique workflows.  For smaller workgroups, ZOOcore is available in simplified pre-configured versions.

ZOO will be showcasing ZOOcore at the National Association of Broadcasters (NAB) Show in Las Vegas between 8 – 11 April 2013at booth N-CP2.

Gordon Doran , President of ZOO, commented: “We have been delighted with the feedback from early adopters of ZOOcore, who are already reporting significantly reduced administrative overheads in creative and production workflows.  We believe that this new platform will enable us to license and deploy workflow systems more quickly and widely than before, delivering highly cost-effective solutions to our clients.”

TriZetto Acquires Cloud-based Claims Workflow Automation Company

TriZetto Corporation today announced its acquisition of Franklin, Tenn.-based Healthcare Productivity Automation (HPA). HPA’s healthcare workflow automation solutions will be integrated with TriZetto’s business management services unit over the coming months. Terms of the transaction, which closed on Dec. 17, were not disclosed.

HPA solutions employ a highly advanced, cloud-based claims workflow tool, Health Mason®. The Health Mason solution automates certain manual processes in claims administration, which can greatly improve the efficiency and quality of the provider reimbursement process. The tool replicates human decision-making to review large volumes of claims, enter data and determine the best way to process claims. Processing can be up to 30 times faster than typical manual processes, with high reliability – more than 95 percent first-pass accuracy on a rolling 12-month average across HPA’s book of business.

“The acquisition of HPA underscores TriZetto’s continuing investment strategy to provide innovative, integrated technology and service solutions that simplify healthcare and improve both its efficiency and effectiveness for payers, providers and members,” said Harish Mysore, senior vice president of corporate development and strategic alliances at TriZetto. “This acquisition builds on our commitment to enhance payer-provider collaboration by increasing the quality, accuracy and efficiency of claims processing and payment.”

“We’re excited to join TriZetto because its large payer and provider client base allows us to make a bigger impact on healthcare,” said Sal Novin, HPA’s CEO. “In managing the claims administration function of dozens of health plans, TriZetto will leverage HPA’s technology to bend the cost curve of processing claims and increase administrative efficiencies for both healthcare payers and providers.”

New AWS Pipeline Tool Aims to Make Effective Use of Your Business Data

AWS Pipeline Diagram

Amazon’s new AWS Data Pipeline product “will help you move, sort, filter, reformat, analyze, and report on  data in order to make use of it in a scalable fashion. ” You can now automate the movement and processing of any amount of data using data-driven workflows and built-in dependency checking.

A Pipeline is composed of a set of data sources, preconditions, destinations, processing steps, and an operational schedule, all definied in a Pipeline Definition.

The definition specifies where the data comes from, what to do with it, and where to store it. You can create a Pipeline Definition in the AWS Management Console or externally, in text form.

Read more.

Iron Mountain Takes Paper Out of Accounts Payable with New Electronic Invoicing Solution

Image representing Iron Mountain as depicted i...

Iron Mountain Incorporated today announced a new service for streamlining the way organizations receive, process and manage their accounts payable (AP) invoices. The Iron Mountain Electronic Invoice solution digitizes paper invoices and allows customers to manage these bills via an online tool that automates basic AP tasks like matching invoices to purchase orders and routing them for approval. By digitizing a traditionally paper-heavy process in accounts payable, Iron Mountain’s invoice-processing offering frees up AP departments to focus on higher-level activities and enables organizations to run their AP process faster and with fewer mistakes.

Most companies still receive mostly paper invoices. With paper, accounts payable teams must manually check invoices against purchase orders and receipts, and they must manually seek payment approvals, passing invoices from reviewer to reviewer. In this model, the process moves as fast – or as slow – as the person who currently holds the invoice. This wastes time, leads to errors and, worse, doesn’t allow the organization a holistic view into its cash flow or spending levels. Moving to electronic invoice receipt and automated workflow accelerates approvals, improves accounts payable process visibility and increases customers’ ability to control spend and manage their cash flow.

“Waste Pro has grown rapidly since our creation in 2001, expanding both organically and by acquisition throughout seven southeastern states,” said Don Phillips, CFO of Waste Pro USA, Inc. “That growth has greatly expanded our network of suppliers and business partners and increased the volume of paper flowing through our accounts payable department. Our processes were becoming increasingly more complex, and we required enhanced ability to work with suppliers and vendors, manage our payment cycle, and support our next decade of growth. We required a solution that would help us streamline electronic invoicing, remove paper from the process for quicker reviews and approvals and ultimately enable faster payments. Iron Mountain delivered on that need with the added benefit of making the solution flexible enough to support a gradual rollout to the entire company.”

The Iron Mountain Electronic Invoice solution is powered by Corcentric’s COR360™ cloud-based accounts payable workflow automation platform. The online workflow tool makes it easier for organizations to access, identify and share invoices that require further review. By automating this part of the accounts payable workflow, organizations gain greater visibility to better capture supplier discounts, drive cost savings and meet compliance requirements for accounts payable. Organizations can further speed invoice processing times by using their mobile devices to access the solution. And, as a cloud-based offering, the solution integrates into ERP and payment-processing solutions, and can scale throughout the organization as needed.

“The sheer amount of information moving through accounts payable departments – much of it on paper – is slowing down payments and endangering supplier relationships,” said Chris Churchill, senior vice president and general manager, Document Management Solutions for Iron Mountain. “Because it is so paper-intensive, accounts payable is an excellent example of a new wave of information management focused on outsourcing and automating manual processes for cost savings and improved compliance. Our expertise in helping companies better manage paper and digital information, as well as supporting the transitional period when an organization uses both, made accounts payable a natural addition to our services, and we’re thrilled to help our customers improve this vital business process.”

The four components of Iron Mountain’s Electronic Invoice include:

  • Virtual Shared-Service Center – Customers can set up a secure
    P.O. box, managed by Iron Mountain, for their vendors and suppliers to
    send paper invoices for digitization. Options for fax and email
    transmittal are available as well. Organizations can also eliminate
    paper invoices by having their suppliers submit electronic invoices
    and purchase orders to Iron Mountain’s free self-service portal, in
    any file format (XML, ASCII, etc.);
  • Cloud-Based Workflow Automation – This feature automatically
    matches invoices to purchase orders, routes invoices for review and
    approval, and streamlines the overall process before advancing to
  • Archiving and Destruction – Iron Mountain can store paper and
    electronic invoices or securely dispose of them depending on the
    organization’s business or compliance requirements;
  • Reporting & Dashboard Functionality – Reporting
    capabilities, coupled with real-time dashboards, provide greater
    visibility into spending and payment-cycle times, showing audit trails
    and workflow history to monitor discounts, identify cost-savings
    opportunities and support compliance requirements.

Iron Mountain will demonstrate the Iron Mountain Electronic Invoice solution at the Fusion 2012 conference in booth #225. For more on the new solution, visit

Benefits of Cloud Based ECM Systems

Guest Post by Steve Williams

Smart businesses everywhere have begun to take advantage of Enterprise Content Management (ECM). This system helps companies organize, store and retrieve eDocuments. Encompassing a variety of different programs, ECM helps businesses to organize their work flow and be prepared in case of any future litigation. Moving the ECM to the cloud presents even greater benefits.

Benefits of the Cloud

  • Security. Prevent the loss of critical data with regular backups of infrastructure hardware and more.
  • Cost. A cloud solution costs a fraction of an on-premise ECM solution. The pay-as-you go nature of cloud services also make it scalable to your needs.
  • Reliability. Cloud solutions can offer high uptime and keep planned downtimes at a minimum Access. Access all your content remotely through any device (mobile, desktop etc.)

Top 3 Benefits of ECM:

1. Improve Organization

Without an ECM system, employees may find it difficult to access records held by coworkers or find older documents. With an ECM system, the business can reduce its volume of content up to 50%. In the event of litigation, having fewer documents to search through and a more organized system helps employees and lawyers to prepare. The ECM system manages all of the data throughout its lifecycle and keeps it in one central place.

The Advantages:

  • One central location to retrieve all content.
  • Ensures compliance with new standards and policies.

For larger companies, having a central location means lawyers do not have to rush around various locations and can easily carry out the discovery process. To facilitate the legal team’s work, employees should be trained on policies regarding the various regulatory requirements or the company’s internal policies.

Prior to having an ECM system, a company would have to go through files by hand to check and see if workers were complying with the regulations. In the case of a hospital, new policies may get missed by workers. A proper ECM system could alleviate the problem by electronically tracking which employees signed new policy forms and ensure that everyone at the company is on the same page. Numerous state and federal regulations exist—each business must ensure that their employees are complying completely. Without an ECM system to track employee training and policy updates, employers are left without the safeguard they need to make sure that everyone is kept up-to-date on new regulations.

2. Prepare for Litigation

No business plans on having court battles, but in the event that it happens, being prepared early on makes litigation easier. Various regulations like Sarbanes-Oxley require that eDocuments be kept for a certain length of time. The ECM can be set to automatically put documents on hold and store them for a defined period of time. This aspect protects the documents from being deleted on purpose or by accident.

Instead of hiring out help, companies can handle litigation internally and reduce their overall cost. The system seamlessly integrates real-time updates and records prior versions of the file. Although no one intends to have a court case, preparing in advance saves the company valuable time and money.

3. Save Money

Having double copies of a file makes it more difficult for employees to access, change and use data. An ECM system works to prevent this by organizing the volumes of information in one location and with an easily searchable system. A user merely has to type in a keyword in the search box to have their file and related documents popup. Instead of having to search through documents by hand or go to different networks to find data, users have one location that they can access. Overall, this saves the company time and money spent on wages.

The Bottom Line:

Creating an ECM will require some initial spending, but overall the company will see immense savings on labor and IT infrastructure costs by moving to the cloud. If any litigation takes place, the company will save even more money on lawyers’ fees and throughout the discovery process. By being able to easily access old files, the company is protected from any allegations that they violated regulations. This protects them legally and financially.

This system also gets employees out of low-value tasks and into a role that makes the company more money. No more faxing over documents or hand-picking through old files. With a cloud-based ECM system, the program is intended to do all the work so the company does not have to hire an employee to do it.

Across the board, having a cloud-based ECM saves the company money and makes doing business more efficient. It improves the company’s ability to manage information and comply with federal regulations.