M-Files Makes QMS Easy – Ensure Quality and Compliance with Effective Information Management

eBook

Companies that operate in highly regulated and frequently audited environments are often challenged with managing an ever-growing mountain of compliance documentation.

The stakes are high for these companies to ensure they are managing their compliance-related information in accordance with mandates, due to crippling fines and liability issues that can result from non-compliance. However, many companies still maintain manual processes for routing, filing and organizing compliance-critical documentation. These error-prone and time-consuming practices present a major risk and can easily compromise a company’s ability to meet  ISO 9001, PoPI Act  and other regulations and standards.

Given the high priority for regulatory compliance and the amount of documentation required to prove compliance, it is no longer practical to manage the content separately from compliance efforts. If compliance management teams are asking themselves the following questions, chances are their organization is at significant risk for non-compliance due to inadequate content management practices and procedures:

  • Where is the gatekeeper? Do compliance management processes slow or stop production when a key person is sick, on vacation or exiting the company?
  • Has everyone read the latest compliance-related communication? Is it difficult to get the accurate status about compliance-related tasks, procedures and workflows?
  • Are policies being followed and schedules being met? Who has visibility over the completion of the specified processes?
  • Where are the required signatures? How easy is it to locate the documents that verify the approval processes?
  • Have all of the audit issues been resolved? Are employees and managers barraged with repetitive reminder emails while the status of essential action items remain unclear to key stakeholders?
  • Is compliance slowing down the business? Is the organization at a competitive disadvantage because it takes a long time to adjust to the latest regulatory compliance requirements?

Find out more, download the eBook – Ensuring Quality and Compliance with Effective Information Management… QMS is easy with M-Files

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QMS is easy with M-Files…

Leveraging Information Management To Improve Quality Systems and Regulatory Compliance-Recovered

Companies are Leveraging M-Files Information Management To Improve Quality Systems and Regulatory Compliance.

Companies that produce products with rigorous quality requirements face numerous challenges associated with meeting quality objectives—ranging from the need to comply with quality standards (such as ISO 9001, FDA 21 CFR Part 11, CGMP and EU GMP Annex 11) to operating in highly-regulated and frequently audited environments.

Organizations of all sizes and across all industries can easily fall prey to quality issues without effective information controls as a core component of their quality management systems. The result can range from organizational inefficiencies and poorly allocated resources to negative brand perception, lost revenue and increased liability. Without a centralized and organization-wide approach to managing their content, companies leave themselves vulnerable because of the difficulty and complexity of managing critical and sensitive information and processes that affect quality and compliance. Establishing document and data control processes within a quality management framework improves manufacturing and production processes, enhances collaboration, better utilizes existing resources, and drives organizational efficiencies that affect a company’s bottom-line business objectives.

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How many Christmas Trees do you have in your office store rooms?

christmas tree

So last week I was conducting a couple of site visits with a new M-Files client in South Africa, which has multiple offices and locations around the country.

The aim was to get a feel for how different people within this national company work with their existing systems, documents and processes so we can align M-Files into their business seamlessly – just part of our consulting service.

One thing that amazes me on these site visits is how many Christmas Trees we find hiding in store rooms, filing rooms and cabinets. We go looking for documents and find Christmas Trees, go figure!

Let us help you find your Christmas Trees and in the process bring the Magic of M-files to your business.

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About Vanessa

VanessaVanessa has over 20 years’ experience in content & document management, information management, business process management and knowledge management. During the course of her career she has assisted many organisations.

Vanessa has lead her company into the 21st century with the M-Files solution and in 2016 VM Consulting became M-Files Gold Partners and were awarded for Outstanding Achievement in Commitment to M-Files at the EMEA Partner Conference. Vanessa is passionate about the M-Files solution and bringing solutions that work to businesses within South Africa and Africa.

HR – The Last Digital Frontier.

HR BlogOrganizations are growing daily and employees come and go, while new technologies are being adopted across the business landscape.

But how many HR departments are still full of paper? From paper based Employee Files, to the manual pink leave form, HR departments are often the forgotten abyss when it comes to digital transformation.

Some HR practitioners prefer the site of paper, as they think they have control of it and shuffling paper “makes me look busy”… But the reality is, paper is more of a black hole than many realize.

Then we come to the conversation of the complete 360 degree view of an employee. This is often a dream for many HR teams, but the reality of making this happen seems to be too big for many HR and IT Departments to embark on, with  HR being sidelined.

Whether you are an HR Practitioner, part of the Payroll team or steering the employee with learning and development, all these HR Practices seem to be at the bottom of the technology priority list.

Your time is now!

Let’s take the baby steps required and start with:

  • Ensuring we have a single Master Employee Record.
  • Let’s turn paper into digital artifacts and do away with the manual employee files.
  • Let’s reuse the same information and data, and not duplicate or even triplicate copies of documents or information across the same department, let alone the same business.
  • Let’s get control through visibility.

Once we have some of these small steps in place, totally automating processes, case management, creating electronic forms and integrating with multiple data stores is not that far off.

Artificial Intelligence is then not pie in the sky stuff, but closer to being a reality than you think.

Learn more about how we are assisting HR departments here in a South Africa, with the power of M-Files.

About Vanessa

VanessaVanessa has over 20 years’ experience in content & document management, information management, business process management and knowledge management. During the course of her career she has assisted many organisations.

Vanessa has lead her company into the 21st century with the M-Files solution and in 2016 VM Consulting became M-Files Gold Partners and were awarded for Outstanding Achievement in Commitment to M-Files at the EMEA Partner Conference. Vanessa is passionate about the M-Files solution and bringing solutions that work to businesses within South Africa and Africa.

Digital Transformation

Digital Transformation-Recovered

Whether a multinational company or an SMME, digital transformation is still a myth to many businesses.

Some Businesses have still not embarked, let alone finished their digital transformation journeys and yet we are facing another round of technological progress in the form of Bots, Artificial Intelligence, IoT (Internet of Things), and crypto currency…

  • Far too many businesses are still using excel spreadsheets to managed data and information.
  • Paper documents, manual files and electronic content repositories are still scattered all over the business.
  • Forms or documents are still in paper format and require manual completion with a pen and then stuffed in filing cabinets.

Let’s face it, information silos are still the order of the day and Business applications are not being used on Mobile devices.

Don’t get me wrong, I am a technologist, an information management specialist and a champion of innovation. AI is something I am passionate about… but let’s be a realist, many South African businesses still need help getting past step ONE on their digital transformation journey.

However the good news is, it is not too late. It is not too late for transformation, innovation and the competitive advantage.

Everyone is born to take baby steps… some just learn to run quicker than others.

About Vanessa

VanessaVanessa has over 20 years’ experience in content & document management, information management, business process management and knowledge management. During the course of her career she has assisted many organisations.

Vanessa has lead her company into the 21st century with the M-Files solution and in 2016 VM Consulting became M-Files Gold Partners and were awarded for Outstanding Achievement in Commitment to M-Files at the EMEA Partner Conference. Vanessa is passionate about the M-Files solution and bringing solutions that work to businesses within South Africa and Africa.

Debt Collecting should not be an isolated process within the business

Debt Collection Process Blog Image

Customers are key to any business, but we need to ensure we are bringing the right customers into a business.

Far too often on social media and in business discussions, we hear stories of dodgy customers. Customers not paying their bills as agreed. I hear business owners asking, how did we get to this point, where did we go wrong?

Let me be honest, no business is the same, and I am definitely not an expert in the debt collecting arena. However one thing I have learnt from my customers is to make sure you work with customers that are going to be good for your business. Have visibility on the internal touch points within your business that are associated with your client.

When you are onboarding a customer –

  • Check if they have a good credit rating.
  • Have a copy of the signed credit application.
  •  Ensure they understand your terms of engagement.
  • Is the quotation approved and do you have a corresponding Purchase Order from them.
  • Do you have a solid contract that has been agreed and signed and what are the key deliverable’s  / milestones?
  • Are contract renewals visible?

This is one of the first things that a debt collector will ask you for and many businesses fall short in managing the onboarding process, and ensuring the right documents have been signed and stored for future use.

When we move into the operations side of a business, there may be signoff certificates, delivery notes, progress reports, or approvals that the client needs to be part of, however where these are stored could be a mystery for some.

Do you have all customer communication, emails, documents, drawings, agreements, sign off certificates, complaints etc in a single place, so you can get to it easily?

Can you say you have the complete 360 degree view of your customers?

All of these may not seem too important as you are delivering a service or a product, but when there is a dispute on payment, trust me, it is that document or email you cannot find that is the one you need.

Some businesses will have internal debt collecting divisions, others outsource this debt collecting function, but one thing I have learnt, is the more due diligence that is done upfront on a customer, the more control and visibility you have on your internal processes,  the better the customer experience and customer satisfaction and the less likely they come into contact with your debt collecting team.

Learn more about how we are empowering organisations with M-Files to give them the complete 360 degree view of their customers.

PS: If you need help in ensuring you have the right wording on your credit applications / contracts or need assistance in managing your credit risk? One of our clients specializes in this, and they use M-Files too.

 About Vanessa 

VanessaVanessa has over 20 years’ experience in content & document management, information management, business process management and knowledge management. During the course of her career she has assisted many organisations.

Vanessa has lead her company into the 21st century with the M-Files solution and in 2016 VM Consulting became M-Files Gold Partners and were awarded for Outstanding Achievement in Commitment to M-Files at the EMEA Partner Conference. Vanessa is passionate about the M-Files solution and bringing solutions that work to businesses within South Africa and Africa.

M-Files has been named “Leader” in the 2018 Nucleus Research Value Matrix for Enterprise Content Management (ECM).

VM Consulting, an M-Files Gold partner, Distributor and Solution Provider in South Africa is pleased to announce M-Files has been named “Leader” in the 2018 Nucleus Research Value Matrix for Enterprise Content Management (ECM).

2018-Nucleus-ECM-report-graphic-630x750pxDALLAS, March 20, 2018: M-Files Corporation, the intelligent information management company, today announced that it was named a “Leader” in the 2018 Nucleus Research Value Matrix for Enterprise Content Management (ECM). This marks the fifth consecutive year that M-Files has achieved “Leader” status, and the company continues to distance itself from competitors as the frontrunner in this sector.

Nucleus Research evaluates ECM providers on two core criteria, usability and functionality, as determined by analysis of interviews with end users and ongoing research by the firm. The 2018 report included reviews of 20 vendors and placed them in quadrants based on how Nucleus Research assessed them as Leaders, Experts, Facilitators and Core Providers.

“The placement of M-Files as a true market leader in the 2018 Nucleus Research Value Matrix for ECM report reflects our major strides in innovation with system-neutral architecture and implementation of AI,” said Greg Milliken, senior vice president of marketing at M-Files. “Nucleus Research projects that data migration will become an obsolete practice in five years, and the M-Files Intelligent Metadata Layer (IML) delivers on this promise. M-Files can connect to and apply metadata to information from a variety of systems – including other ECM platforms – to provide a single screen that users can search for information, regardless of where it’s stored.”

To read more and view the full report click.

Ho Ho Ho – It’s December Already

M-Files

Christmas is fast approaching and there are many office parties in full swing already… The kids have finished their exams and the school prize giving is wrapping up..

For many of you Christmas is a time to get away from the office, a time when you switch off, relax and do the compulsory South African waddle to the swimming pool as the summer weather gets into full gear.

But for many business owners, including myself, the quieter office days leading up to Christmas and beyond, are our treasured time to catch up on all our unanswered emails, read those articles we just didn’t get to read and start thinking of new ideas. I also find it is the best time to investigate what is hot and what is not, in the software and technology space…..

Don’t get me wrong, I do not sit all day in the office as summer is knocking at the window. With mobility I can catch up on documents, emails, tasks and bits and pieces while watching the kids swim in the pool, or building sandcastles at the beach.. (Yes my European friends, Christmas sucks in Africa ..hehe)

For those of you looking for that piece of software that is going to make a difference to your business in 2018, and set you apart from your competitors, you really do need to take a look at M-Files. I am not saying this because we are partners and solution providers of this amazing piece of software. But, as the saying goes “we practice what we preach”.  The M-Files solution has been a key tool in the operation of VM Consulting over the past couple of years, and it stores all our client, project and business information. In addition to this, we use it to run our support desk, timesheet system and sales tracking. That allusive 360 degree view is real, I promise you, we have it!

M-Files is a completely customizable solution. An Intelligent Information Management solution, that allows businesses to store information, documents, content,  automate processes and pretty much become the solution within your business, that is your business.

Now I know reading may not be top of the priorty list for many of you over the next couple of weeks, but I have made it easy….. Grab a glass of wine, put the feet up on the sun lounger and take a look at a couple of these videos showing more about this amazing tool…

Then give one of my team a call, if you want to take a closer look at the solution that is going to take over the world in 2018……

Happy Viewing…..Happy Holidays

M-Files Overview Video

M-Files 2018 with Intelligent Metadata Layer Demo Video

 About Vanessa 

VanessaVanessa has over 19 years’ experience in content & document management, information management, business process management and knowledge management. During the course of her career she has assisted many organisations.

About 6 years ago Vanessa realized she needed to find a more affordable solution for South Africa, without jeopardizing functionality, this is when she discovered the M-Files solution. M-Files is a versatile platform that can be designed to fit any business from legal, insurance, Banking, manufacturing, HR and many more…

Vanessa has lead her company into the 21st century with the M-Files solution and in 2016 VM Consulting became M-Files Gold Partners and were awarded for Outstanding Achievement in Commitment to M-Files at the EMEA Partner Conference. Vanessa is passionate about the M-Files solution and bringing solutions that work to businesses within South Africa and Africa.

Claims Handling Made Simpler

Insurance

In the after math of the vicious storms that rocked Johannesburg and Durban this week, Insurance Brokers, insurers, assessors and claims handlers are going to be working at full tilt to assist in processing claims quickly and efficiently.

In chatting with friends and clients in this sector yesterday, the calls for insurance assistance were coming in from the south of Durban before the north of Durban had been hit by the storm. Submerged vehicles and flooded homes were the immediate calls for help.

But today even more calls and claims will start to come through as business and home owners assess the damage.

In times like these Insurance Brokers need the right solutions in place to ensure visibility on every claim coming in. Whether you have the mandate to settle claims or are just acting as a “post office” between the client and the Insurance House, insurance brokers need to manage the claim case.

Our solutions give this visibility to an insurance broker, providing them with a case management solution that gives them the ability to create a claims case against a policy, save content to the claim, and manage the process through workflow. Let’s not forget automatically feeding back to the policy holder via SMS on the status of the claim if they need.

Learn more today by contacting one of our consultants … Email infor@vmcs.co.za

HR & The Black Hole

By Vanessa Miller

hr new

I have had the privilege of working with many organizations around South Africa and over the years have been called in to assist a number of HR departments.

As you can probably guess, HR is a typical paper intensive department, with lots of documents, files, processes and information.  The business and teams the HR departments serve are very different, from telecoms, insurance, manufacturing, to retail. You name it every  business has people; every business has some need of managing the information documents and processes associated with their people.

But one thing many HR departments seem to have in common, is the Black Hole.

That hole which seems to swallow up a specific document about an individual, at the most inappropriate time.

From missing employment contracts, copies of ID’s or even evidence of a disciplinary matter, this information seems to disappear from time to time into an abyss, the twilight zone or a black hole.

Corporate  and large companies are all coming up with audit findings, and they all seem to have the same theme :

  • Missing Employee records.
  • Missing critical documents within an Employees File.
  • Uncontrolled access to Employee documents.
  • Haphazard processes surrounding HR functions.

So what corrective action do companies put in place to mitigate the risk of an audit finding continuing year on year?

Well there are a couple of options, but the most important one is to get your processes sorted and then align yourself with an intelligent solution that is proven to work in this space.

Let us help you seal the black hole within your HR department before it is too late!