Automated document management
Moore Stephens LLP, an accounting and financial advisory organisation, is using Codeless Platforms’ BPA Platform to integrate and monitor over 500 databases linked to its document management system, issue notifications and alerts regarding data problems, as well as distribute reports regarding synchronisation, purchase orders and correspondence. This has improved internal processes and reduced manual, time-consuming tasks.
“We wanted to integrate data from multiple systems and then generate reports and alerts from the combined data. We knew that we needed a cross platform monitoring, reporting and alerting tool. Codeless Platforms’ BPA Platform is the market leader for doing what it does – and we certainly knew that it would add value. The number of man hours required to duplicate the things that BPA Platform does automatically just wouldn’t have been worth the effort. There wouldn’t have been a business case to even do the work. This is about improving internal processes and service quality really.” Charles Verrier, Information & Database Architect, Moore Stephens LLP.
Issuing alerts for problematic documents
The first task that Moore Stephens implemented with the BPA Platform was to routinely monitor the database of the organisation’s document management system, to identify cases where document usage was not adhering to the company’s internal processes or according to best practice. It also monitored usage patterns to identify data problems in the database, which would then alert the IT department.
“The BPA Platform automatically sends alert messages to users to let them know about a problem before it becomes a problem,” explained Verrier. “We can spot patterns in the data that, from experience, we can tell are going to cause the user a problem. We can now send them an email saying this document is going to be a problem if you don’t do something, or you need to change the way you are handling it. We have those set to run twice a week.”Charles Verrier
Automated document management: Generating and distributing reports
Another requirement was to deliver a weekly summary to department managers of all correspondence that had been created in the department during the week. Previously, this was achieved by manually recording every letter that left the building in a physical ‘letter book’.
“The BPA Platform generates a report at the end of each week, categorised and organised by department and person, and then emails it to departmental managers who need to do a quick review of activity during that week. We also use it within our purchase ledger system. Once a week it assembles a report of purchase orders still awaiting approval and circulates that report to stakeholders, just to make sure that we keep on top of our purchase ordering.”Charles Verrier
Exploiting the full capabilities of Codeless Platforms’ BPA Platform
Moore Stephens has only just started exploiting the full capabilities of the BPA Platform. It is currently investigating its further use to replace some custom written reports that it uses for warning people when their timesheets haven’t been completed on time, by integrating it with its time and fees product. The organisation is also looking at using the BPA Platform for monitoring IT infrastructure.
“While there are individual applications that can monitor all of these things, they all tend to generate their own flavour of reporting and own way of alerting when something goes wrong. We have been looking at Codeless Platforms’ BPA Platform, therefore, as a way of consolidating alerts from other specialised systems, so that we have a single, consistent approach for generating infrastructure alerts within the business.”Charles Verrier
To read more about this project, download the full case study on automated document management below.