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Future Development Of the System Presented By Kevin May & Robert Stewart Swordfish Housing EDM User Group 23 rd January, 2007.

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Presentation on theme: "Future Development Of the System Presented By Kevin May & Robert Stewart Swordfish Housing EDM User Group 23 rd January, 2007."— Presentation transcript:

1 Future Development Of the System Presented By Kevin May & Robert Stewart Swordfish Housing EDM User Group 23 rd January, 2007

2 Future Development Outstanding Tasks System Scope Issues Future Development Other Requests

3 Outstanding Tasks Microsoft Plug-in –To enable documents to be directly imported from Outlook / MS Word / MS Excel. –Currently awaiting code fix from CRL Scanning - Batch Save –To enable multiple scanned documents to be imported to Swordfish using a single save –Currently awaiting code fix from CRL

4 Outstanding Tasks (cont. 1) Forwarding documents by –When using document copy functionality, files are created with a non-pdf suffix –Currently awaiting code fix from CRL The “Ghost” records issue –Sometimes, after you have indexed an item, you get a new un-indexed item with an image that cannot be opened. –Currently under investigation by CRL

5 Outstanding Tasks (cont. 2) Amicus’s Comino Workflow Documents –Over 1 ½ million images have been exported from the Comino workflow system –It is currently our top priority to get these imported into Swordfish in a useable format Remaining CRL Back-Scanned Documents –There are a number of boxes of documents that were sent to CRL for which we are awaiting the cd’s to import: - Surrey Quays transfers and decants Leasehold garages Lansdowne Green transfers HOPS former tenants

6 System Scope Issues The Tenants not in arcHouse Issue –Bureau scanned records have tenant/property code and no name/address details –Need to find a way to populate these details to enable searching –What do we do for new documents that relate to former tenant? –How much of a problem do you think this is? Linking documents to records in REACT

7 Future Development Linking the system to arcHouse Plus –Integrated workflow and business process management Better work assignment and escalation Housing & EDM processes and data on the same screens –Better Contact Management Easier to find “to and from”correspondence Proper replacement for Comino’s Workflow system –Is it going to happen?

8 Future Development (cont. 1) Reporting –Swordfish has no inbuilt reporting capability –A test Cognos Cube has been developed which has received a positive response when demonstrated –SLFHA have requested following reports:  Outstanding correspondence per person  Outstanding correspondence per department  Age of correspondence  Percentage answered within 10 days  Date correspondence acknowledged –Please inform us of your requirements

9 Future Development (cont. 2) Un-indexed Item Search –To enable Managers/Team Leaders to check for outstanding items allocated to absent staff –Will need development time –May not be necessary if a report can supply information –Opinions?

10 Future Development (cont. 3) Automated s –Add hyperlink (as with Invoicing EDM) –Improve layout/information displayed –Assist Operational Management Folder view when searching from arcHouse –Currently displays Document Type –Should display Document Class –Additional info such as date –Using Advanced Search within Swordfish may provide required document quicker

11 Other Requests Acknowledgement process –The current EDM system was designed as an ‘electronic filing cabinet’, not a workflow process –The acknowledgement process will become part of arcHouse Plus, in which Housing EDM will be incorporated

12 Other Requests (cont. 1) Deleting Records –Only System Administrators can currently delete documents from Swordfish –Need to be able to set up method by which authorised member of staff within departmental offices takes responsibility for deleting records. –Once a scanned document is deleted, there is no going back. System backups are only kept for six weeks.

13 Future Development – Q&A Any other questions?


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