Taking your company mobile means looking at how to turn your business processes into a Mobile solution. It also means assessing whether the solution can easily incorporate all your business documentation As-Is, otherwise you are only addressing half of your business needs.
The Apps you need to run your business can be defined by the following;
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Integrated: The App has to interact in real-time with a data source in order to retrieve information or content to complete a specific or required task. |
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In-Take: The App has to capture content (documentation, data, signatures, photos, voice notes, etc.) and deliver this content to the office or back-end applications so that other business process and workflow can begin. |
In-Take Apps will be the lion share of the apps needed to address many front-line and field operations within your business and is the key that starts the overall business process engine. The real question is; how many different apps will you need to address the varied business processes and software applications you use?
Most companies will first contact current software vendors and use their Apps to address specific needs. They then move to the open market to see what other Apps are available to fill in the gaps. Small businesses can end up with as many as 5 – 10 Apps and larger companies are likely to end up with hundreds of specific Apps addressing the needs of each department and business process.
One of the biggest reasons small to mid-size businesses don’t take full advantage of the Mobile revolution is the cost to acquire, support and maintain all the Apps needed to facilitate the initiative. Larger organizations end up using hundreds of Apps and spending hundreds of thousands, sometimes millions of dollars on their mobile initiatives.
Before going on your quest for the Apps you need to run your business, or if you are already knee deep into the process -- take a breath. Determine how many manual processes and workflows you have that need In-take Apps verses those that need a fully Integrated App. Significant importance should be placed on the collection and processing of In-Take documentation because to make your business truly mobile the documentation process must be part of the equation as the business process cannot begin until the documentation and its data (content) is first collected.
Now the big question becomes … is there one In-Take App that will easily incorporate all of my business documentation AS-IS and can it be shared or integrated into all my software applications? Remember, the more Apps you use exponentially increases the cost to acquire, support and maintain.
We have compiled a list of questions below that every business should ask when considering Apps for a truly productive mobile initiative that includes your business documentation.
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Digital Writing C2P |
Application Specific Apps |
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Ease of Use |
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Can I use my internal documents or forms AS-IS? |
YES |
There may be limitations on the type and structure of the documents you can use and may require custom programming and development and incur additional costs. |
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Can the App capture and process my documentation from a Tablet as well as Pen & Paper? |
Yes |
Most Tablet Apps are designed for paperless processing and may not address your requirements for paper-based documentation. |
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Can I use documents from third parties like vendors, suppliers or governing agencies AS-IS? |
YES |
If permitted may require custom development or programming with additional costs. |
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Can I add documents from different sources (internal and external) to create a one comprehensive document? |
YES |
Generally no however, if permitted may require custom development or programming and incur additional costs. |
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Can I add multi-page documents and will it automatically populate repetitive fields on multiple pages? |
YES |
If permitted however, it may require custom programming and development and incur additional costs. |
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Can I add documents that have large amounts of instructional text? |
YES |
If permitted however, it may require custom programming and development and generally do not work well on small screen sizes. |
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Can new documents and applications be added by any of my employees at any time? |
YES |
Undetermined - if the App is built well yes, otherwise it requires custom development and may incur additional cost. |
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Can changes or edits be applied to my documents at any time? |
YES – and it can be done by any employee |
There may be limitations on the type and structure of the documents you can edit. |
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Can my employees update and change field settings on the fly? |
YES |
Undetermined - if the App is built well yes, otherwise it requires custom development and may incur additional cost. |
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Are changes and updates uploaded to the in real-time? |
YES |
In most cases, this is true however, there may be limitations on what you or your users have control to do. |
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What is the turnaround time to deploy new documents? |
Yes, within minutes |
Yes, for some. Takes weeks or months to deploy for others. |
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What is the cost to deploy new documents or applications? |
A fraction of the hourly salary of any employee in your company |
This may require custom project work and additional cost may apply. |
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Do my employees need specialized training to use the application? |
No – they simply fill out business par usual |
Generally, additional training is needed to teach employees how to use the App. |
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Can my employees freely manage all aspects of the application? |
YES |
Undetermined. |
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Integration |
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Can the solution be integrated with my backend applications? |
YES, in real-time |
YES, some in real-time, others with delay. |
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Can my internal IT staff do all the integration? |
YES |
Yes, if the App has an open API/SDK . Otherwise, it will require custom development by the vendor. |
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Technology |
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Can I use any Tablet? |
iOS and Android |
Most Apps today can function on multiple platforms. |
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Will it work OFFLINE? |
YES |
Many Apps or Web based solutions require a consistent Internet connection. |
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Do I have access to all document PDF files in real-time? |
YES |
YES. |
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Can I access my documents source files (PDF and DATA) any time without using email? |
YES |
In most cases yes, but some may require additional components or development with added costs. |
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Can my employees use cursive handwriting to fill out documentation? |
YES |
Most Apps only have keyboard input |
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Will the App convert cursive handwriting into typed data on the fly? |
YES |
Most Apps only have keyboard input. |
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How many languages does the App support out of the box without incurring additional cost? |
33 Languages and alphabets including custom dictionaries and lexicons |
Most Apps will address multiple languages but may have limitations on the number they support. May require additional plug-ins and components with added costs. |
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Custom dictionaries & lexicons |
Yes – managed by the user |
May require custom development or the purchase of additional components with added costs. |
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Signature & Initial Capture |
YES – managed by the user |
Generally yes, may require additional plug-ins and components with added costs. |
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Mandatory fields and field validation |
YES – managed by the user |
Generally yes, but may be limited if access or control to the development process is not allowed. |
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Spell Check & Word recognition |
YES |
Generally, built-in. |
Your business documentation processes are the lifeblood of your business. Ensuring that your documentation can easily be incorporated in your mobile initiative is a significant part of making all your business processes, workflows and content integration easier, more productive, efficient and cost effective. To unify that process Digital Writing C2P is the one App that every business should have in its toolbox.
For more information about how Digital Writing can transform your business, reduce cost and minimize your Mobile initiative expenditures contact us for a free consultation and demonstration at;
Additional Resources:
- Digital Writing Highlight Video
- Digital Writing Uses
- FJDA Blog & News
- AIIM (Association for Information and Image Management)
FJD & Associates, Inc.
General Inquires: info@fjdassociatesinc.com
Partner Inquires: partners@fjdassociatesinc.com
P: 516 665-0144
www.fjdassociatesinc.com
Digital Writing C2P (Capture-to-Process) Solutions
