Digital Utility Professionals Group

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Enterprise Content Management -- Going paperless can save more than trees

Economic conditions have slowly begun to improve, but the mantra for municipal and cooperative electric utilities has remained the same: Do more with less. Squeezed between fluctuating energy prices and appeals from the community to avoid or at least minimize rate increases, regional and rural energy organizations -- whether a producer or provider -- are under more pressure than ever to cut costs and still provide safe, reliable power.

But there are limits to maximizing operational efficiencies and reducing non-essential expenses. And once you've reached that point, where can you institute labor-saving measures that won't jeopardize service?

Managing costs by managing content

Many utilities are streamlining accounting and financial processes, as well as engineering and customer services, by implementing enterprise content management (ECM) technology. ECM technology captures documents (in paper or electronic form) as they're received, extracts the data and stores both data and images in a secure data repository. Images and data are then linked to the appropriate application, and routed for processing or review.

In addition to the "green" benefits of using less paper, utilities can significantly improve customer service and business processes. Questions about bills or service orders can be answered quickly because electronic documents can be accessed instantly without putting a customer on hold or making callbacks. ECM technology also can be used to scan, import and index engineering documents, such as staking sheets, to enhance collaboration among field offices and crews.

ECM technology makes it easier to ensure records are maintained, stored and disposed of, in keeping with state and federal regulations. Finally, ECM can be a crucial component of a business continuity strategy, eliminating the risk of losing customer and vendor records, and, in the case of natural disasters, allowing recovery efforts to begin sooner because key information is readily available.

ECM and ROI

ECM offers obvious benefits in terms of customer service, business continuity and compliance. But with budgets tighter than ever, utilities must be able to estimate a return on investment -- and start seeing that return in a reasonable amount of time.

Here are some factors to consider in calculating ROI:

  • Increased productivity -- because documents are available in digital form, employees can focus on their key responsibilities, instead of spending time filing, transferring or searching for documents;
  • Savings on supplies, printing and photocopying -- digital documents can be distributed instantly, significantly reducing costs for paper, toner, printers and photocopiers, as well as filing cabinets and supplies;
  • Reduced need for storage space -- file cabinets take up an enormous amount of square footage that can be reclaimed for meeting rooms and additional offices;
  • Enhanced collaboration and communication -- digital documents can be viewed simultaneously, promoting better communication among employees, resulting in better decision making.
Choosing ECM technology

The ECM technology you choose will have a significant impact on how quickly you realize the savings outlined above. Here are some key factors to consider as you evaluate solutions:

  • Flexibility -- the solution should function across multiple business applications, so you can easily add more work processes as you roll out ECM;
  • Integration -- it should integrate with virtually any business application with no coding;
  • Ease of use -- it should be easy to use, offering immediate, measureable improvements to business processes.
Mid-Carolina Electric Cooperative -- a Case History

Mid-Carolina Electric Cooperative, Inc. (MCEC) is a not-for-profit electric distribution utility headquartered in Lexington, S.C. MCEC selected ImageNow® document management, imaging and workflow suite from Perceptive Software for use in the customer service, accounting and finance departments.

ImageNow was easily integrated with existing financial software and several homegrown applications that run on an Oracle platform. With the connection between host system records and documents stored in ImageNow established, users could retrieve information from their host system screens with a single click.

MCEC converted 300,000 existing document images from a proprietary format into TIFF files that were imported into ImageNow. WebNowTM, the full featured, browser-based complement to ImageNow, extended instant document access to employees at another MCEC location.

"The simplicity of the WebNow interface is one of the best things about it," said Aleshia Bailey, application systems analyst. "It's easy to operate and install and training new users takes minutes."

ECM can mean significant benefits and savings for municipal and cooperative utilities. But, as with any technology deployment, the key to realizing those benefits is to assess your current processes and determine where ECM is likely to help you gain the most efficiencies. Then evaluate technology for ease of integration, fast deployment and usability by non-technical personnel. This process will help ensure your company -- and your customers or members -- will see the benefits of ECM as quickly as possible.

Content Discussion

John Bender, PE's picture
John Bender, PE on April 20, 2010
Here we go again- Transmission implementation fails in the lurch.

Ontario Hydro and Nebraska Public Power, 1977-ish, tried to do the same thing- route UHV power lines through the US to share generation and load. That effort inspired the movie "Ohms"

http://www.imdb.com/title/tt0081257/

Now transmittus interruptus is happening again. And it will continue to happen until regulators and legislators get the message that transmission is an essential need for things like wind farms and central station optimization. What would be greater than exploitation of hydro for "green" power? The problem is- you gotta get it here!

Ponnappa Muthanna's picture
Ponnappa Muthanna on August 20, 2016

When moving to a different ECM platform, typically the need exists to migrate the unexpired legacy documents (scanned images, PDF documents, COLD reports, etc) and associated indexes to the new document archive. Format conversions, e.g. from AFP or Metacode to PDF may be required for the new environment. Whereas most platforms make it easy to ingest documents, there is typically no facility for the batch export of documents. Even when utilities or APIs exist to expose the data from the legacy archive, the available bandwidth is often not sufficient to make ‘online’ solutions feasible for all but the smallest archives.

Data Strategies Int'l, Inc. has over 20 years of experience with media conversion and data migration services. Our off-line migration services are unique in that they use technologies and processes that do not impact the customer’s day-to-day operations. 

We have provided solutions to Utility majors in Energy, Water management space in US region.

@dsiintl

Ponnappa Muthanna's picture
Ponnappa Muthanna on March 12, 2018

https://go-dsi.com/document-archive-migration/ #Enterprise #ContentManagement #ECM #DataMigration