Cost-effectiveness of good governance bb workspace

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Cost-effectiveness of an effective management system bb workspace

This comparison was made on the basis of the average time spent on management and workflow in the organization, used 50 workstations. When the number of jobs, the effectiveness of the use of systems bb workspace increases exponentially.

Comparison of time cost management and workflow before and after the introduction of effective management systems
bb workspace

Ongoing action	Time to implementation, hours	Time after introduction, hours	The number of repetitions in a month	Number of employees involved, the person	Total time to implement, persons/hour	Total time after introduction, people-hours
The interaction of employees with each other	0,05	0,01	200	50	50	10
Get all the information on customer	0,5	0,02	50	3	75	3
Register external correspondence	0,05	0,02	400	2	40	16
Registration of internal documents	0,05	0,02	300	1	15	0
Preparation of model documents	2	1	10	15	300	150
Preparation of regulated records and registers	0,5	0,05	10	2	10	1
Harmonization of documents and tasks	3	0,25	20	5	300	25
Inspection of documents and tasks	0,5	0,1	10	50	250	50
Notices and reminders about the timing of execution of documents and tasks	0,2	0,01	300	5	300	15
Formation and coordination of budget	5	1	1	10	50	10
Scan paper documents with subsequent cataloging	0,05	0,01	300	1	15	3
Search for documents from the known attributes	0,2	0,01	20	50	200	1
Search for documents with unknown attributes (the text content)	2	0,01	2	50	200	1
Reproduction on paper	0,01	0	1000	2	20	0
Time spent on maintenance of copiers	1	0,2	5	1	5	1
TOTAL:					1830*	286**

* 1830 man / hours. That is, on average, for 50 staff and 20 working days in a month, it turns out that each employee spends on technology every day to work with paper documents ~ 1,9 hours ie about two hours.

** 286 persons per hour. That is, on average, for 50 staff and 20 working days in a month, it turns out that each employee spends on technology every day to work with electronic documents ~ 0,3 hours, ie not more than 20 minutes. The difference with paper-based technologies work is more than 6 times.

Multiplying this value by the average cost per person / hour in each organization, you can get a monetary value of the efficiency of applying the system.

In addition, the same can still take into account the cost of consumables (paper, ink cartridges for printers and copiers), which are increasingly consumed with paper technology work.

Effective management system bb workspace helps significantly reduce the costs of administration and record keeping, will direct those resources and funds to further develop your business.

Advantages of the integrated bb workspace system

Confidential office-work

Depending on the edition of bb workspace, the visual layer bb docflow has different nonclassified secret files to work with documents.

Inter-institutional document flow according to GOST

bb workspace is implemented the upload of the documents according to GOST R 53898-2010 "Interaction of electronic document management".

Random article:

'Creeping revolution' in the system of paper record keeping to EMS

Familiar situation: an office full of shelves with stack of papers, different folders, a lot of employees and they are busy keeping records and document flow.

For years all record keeping in Russia was a paperwork. With the development of new era of IT technologies some elictronic programs start to appear which allow to automate to a certain level the manual paperwork. Time of combined papaerwork and electronic programs started. The process was launched; the commercial companies started to use electronic document management. Untill now the use of these programs was limited to automation of preparation, approval, execution of the document, in fact, in the very begining of document life cycle. With the development of a new product bb workspace in EMS the life cycle of a document became fully automated.

Many skilled professionals of the old school can exclaim: why should we use the system of electronic document management if we alreadyhave relaible paper record keeping system, it saved the documents, everything is files in folders and we don't need to educate our personel. On one hand they could be right, but just imagine how much time it takes to write a document by hand, search of a client, registry and distribution of documents, all the work that staff does with paper record keeoing. And during the reporting period? How much time it takes to prepare documentation and report following a set standard? The use of EMS allows to significantly reduce time and financial costs. With the use of EMS the following tasks are now much easier to perform:

timely processing of all required documents
quality control on all stages of the document flow
tracking the location of the document in any stage
control over task performance

In addition, the execution of some tasks requering employees attention now is automated:

sending documents and notifications
control over the documents
communication between the employees within the organization and with the partners

Conclusion: The use of bb workspace which combines the traditional paperwrok with electronic document management is capable to put any company on a new level of organization and systematization of internal activities, which in its turn, leads to increase profit. This is the goal of every manager, isn't it?

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