In my most recent blog entry, [Evolution] “Influences of a mobile world” we took a look at how mobile devices are influencing the direction of the ECM market. In the second part we will pick up from here and examine the resulting requirements for ECM software as well as solutions that meet these requirements.
In discussions with customers and partners, we at SAPERION have seen that knowledge workers are repeatedly confronted with the same problems.
In order to describe and help others identify with these problems, we have developed fictional employee profiles. The profiles help us find and develop solutions while encouraging communication and feedback from our customers, salespeople, and marketing specialists.
In this spirit, today I will introduce the profile of Project Manager Stefan P.:
Stefan P. is 45, has a degree in business management, and operates his own event-planning firm. Like many in his industry, he frequently uses mobile devices like a tablet computer or laptop.
As an organizer of large events with a modest number of colleagues, he is – like many – a workaholic.
Stefan spends time acquiring new customers as well as communicating and collaborating with existing customers. He also leads the organization as project manager. One of his biggest challenges is to manage the many different types of documents, like contracts, invoices, drafts, etc.
Stefan’s top priorities are centralized document archiving and having the ability to exchange information with customers. It is not uncommon for customers, project workers, and subcontractors to work on their own versions of documents. The project manager then receives each version via e-mail and must attempt to reconcile them manually.
Can you imagine the unsettling feeling that you are not using the most recent version and are unable to access previous versions?
With a file server, retrieving documents is also difficult, of course. Having an ECM system can help in this situation, although it may lead to complicated client applications for what appears to be a very simple scenario.
For this reason, Stefan determined that he needs a centralized system that is accessible anytime, anywhere and allows him to collaborate efficiently with customers, project workers, and subcontractors. He settled on SAPERION ECM Together, which may be hosted internally or rented as an online version.
Our product makes it easy for him to control who may do what in a project. This does not require a complex system of rights. Instead, just three levels of authorization are sufficient: “Read“, “Write“, and “Project Manager“. The latter has the authority to invite other people to join the project.
Invitees automatically access the most recent version and can see who did what and when. If an important version is overwritten, it can be easily restored or downloaded/viewed for comparison purposes.
Collaboration on documents is further supported by an integrated Comments function like those found in social networks.
Projects, folders, and documents can be assigned tags (in addition to a name and description), which make them easier to find. Particularly for younger employees, this method of keywording and categorizing is a routine task. Little explanation is needed on the meaning of specific fields.
Can you identify with this person? Can you think of other profiles that we should consider? We look forward to receiving your thoughts and suggestions:
Please write to us at: firstname.lastname@example.org
About the author:
Daniel Manzke, Product Architect, has been active in the ECM market for more than ten years. As a sales consultant, he worked closely with customers and partners to plan complex projects, compiled requirements for products, and implemented the conclusions with product management and development.
Since 2011 he has served as the technical interface between sales, product management, and development. He is responsible for recording expectations from customers and partners and integrating these as technical requirements for the product while simultaneously observing and advancing the corporate strategy.
Coordinating closely with others, he plans the long-term development of new and innovative SAPERION products.