The Provincial Government, Department of Health - Forensic Pathology Services (FPS) has implemented an Open Text Livelink Enterprise Content Management (ECM) system with IT systems, software, hardware and consulting services provider, Datacentrix, in order to support key document management processes with a specific focus on overtime processes.
"An Open Text Livelink workflow solution was created to streamline the processing of all overtime claims received," explains Trish Dicks, strategic account executive at Datacentrix. "The electronic processing of claims has assisted FPS in speeding up the processing of overtime claims, with less movement of paper, reduced requirement to file multiple copies of the same document and, most importantly, a clear audit trail of approvals."
Says Deon Bruiners, Head of Admin Support at FPS: "The implementation of the workflow process allowed us to become more cost-effective due to the fact that we are using significantly less paper. In addition, our admin support staff has so much more time now to focus on other areas as they no longer need to spend hours each week photocopying, getting signed receipts from HR and filing the claims. The removal of the need to file physical copies of the claims has also freed up space and reduced their need for additional storage."
The implementation went smoothly, with 21 staff being trained in both document management and workflow within Open Text Livelink. Following the project going live, user adoption was high and all overtime claims are now being processed using the Livelink solution. Brian Booth, Assistant Director of HR at the Department of Health, believes that staff have adapted well to the system and adopted it with no complaints because they were involved early in the process and given ample opportunity to influence the system design, which created strong buy-in.
Once user training was completed, a wide variety of documents were added onto Livelink, including finance and supply chain governance documents, directives and determinations, HR policies and procedures as well as a templates and forms. "This created a central repository for content, allowing faster access to the document and enabling multiple users to access the same content at the same time," explains Dicks.
The Director: FPS, Vonita Thompson indicates that they are looking forward to the roll-out of the Open Text Livelink solution to a further 20 sites, as it will bring about significant efficiencies in document management as well as business process flow.
Datacentrix is an Open Text Global Alliance Partner, which means that the company is an authorised reseller of Open Text products in the southern Africa region and is also an accredited service and software partner for SAP.
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