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Case study 3 - Cloud and Document Management
- 1. CLOUD STORAGE AND DOCUMENT MANAGEMENT: Josh Grover MIS 4596 Sec 002 A trend in the right direction?
- 2. Agenda: •New technology: adopt or ignore? • Business processes • Benefits •Systems in action • At work • At play Is it right for you?
- 3. The Technology • Enterprise Content Management (ECM) • Building, organizing, managing, and sorting all digital works • Enterprise level (for complex processes) • Cloud Computing - Access anywhere • Shared resources: virtual machines, offsite storage, etc. • Software as a Service (SaaS) - Delivered as needed • Collaboration tools, document/content management
- 4. Why use them? Benefits: • ACCESSIBLE • INTEGRATIVE • EASILY (DE)SCALABLE • ADAPTABLE • COLLABORATIVE • USER-FRIENDLY • COMPETITIVE PRICING SaaS GOOD for business
- 5. Application: AT WORK - MLRT Individual Systems: • Congregant database • Accounting software • Spreadsheets/analysis • Credit card payment processing • Check scanning software • PayPal (online) * • E-mail/communication • Marketing: groups, newsletter * Not hosted on-site
- 6. Application: AT PLAY Cloud Computing and SaaS: • Google Suite (incl. Drive, Gmail, Docs, etc.) • Microsoft SharePoint and OneDrive • “OwlBox” (Box) • TUPortal (incl. all associated offerings) Provides instant access to my information wherever I am and at any time!
- 7. So, is it right for you? • Used on the enterprise level • Used in small- and medium-sized businesses • Used personally by individual consumers • Used by many without even realizing… It’s time to update to Cloud Computing and Document Management ?
- 8. Works Cited • googleapps02. www.knowledgewave.com/hubfs/blog- files/googleapps02.jpg. • Kbi4ibpG. pbs.twimg.com/profile_images/458756244300247040/Kbi4ibpG.png. • OWLboxlogo. owlbox.temple.edu/images/OWLboxlogo.jpg. • Shibboleth_Login_Page_New. www.temple.edu/emailgraphics/Shibboleth_Login_Page_New.png. • Unnamed. lh3.googleusercontent.com/fvcvos7yoV2ARXkiudyQlKEL8Hohf_o2juA u_fuY8KLmp5GMbdE4CISdRFGsWRE4PyU=w300.
Editor's Notes
- Enterprises benefit from improvements to complex processes SMBs benefit due to minimal upfront investment with easy scalability Don’t have to purchase as much, or as robust, hardware Can share computer resources – run applications/programs on many connected computers at the same time Don’t have to install software onsite or maintain expensive mainframe data centers running powerful software can pay on-demand for needed users and features Business processes: Sales and marketing – provides powerful feedback loop; easy scaling; file-sharing for collaboration; BYOD facilitation Purchasing/Ordering/Shipping – improves document management; handles complicated workflow HR – records management; communication Finance/Accounting – easy viewing of reports by appropriate management IT – consolidation/integration of processes and their varying needs; less hardware/software to manage Overall, the two technologies integrate systems/processes for greater efficiency, allow for access of information anywhere/anytime, and ability to provide greater customer value with consistency and simplicity
- MLRT = Main Line Reform Temple (Synagogue) Multi-million dollar non-profit with 1000+ member families, 600 student R/S, and 150 student ECE No unified system Congregant database – used for account maintenance, including: contact and demographic info; dues/tuition, A/R and donations; account adjustments Accounting software – A/P and general ledger: journal entries, bank reconciliations, and financial statements Credit card payment processing Check scanning software (from bank) PayPal (online) MS Excel – analysis and reporting MS Outlook – for internal and external communications Constant Contact – email groups, blasts (newsletter) Servers on-site with desktop workstations hardwired to network File sharing through shared drive on server Manual processes to export/import data into other systems No congregant(customer)-facing system Would have GREATLY benefitted from: Cloud-based CRM: Congregants: Update own contact info/demographics/preferences Renew membership, register for school Make payments Register for events Employees and Congregants: Mobile version to access anywhere on any device Improve communications, marketing, and history (logs) API integration: Connecting CRM, accounting, and payment processing – data flows through seamlessly File-sharing Easy access to shared files anywhere on any device Document Management Automation of processes – cut down on paperwork processing and manual inputs Easy flow of forms/invoices for approval, payment, etc. Would improve access to timely, accurate information; reduce redundancy and manual entries, minimizing the potential for human error Remove key inefficiencies and many headaches!
- Describe the use of these Enterprise tools in your personal life. Identify where, why and how you use them? Identify any areas you have strong reasons for not using. Google Suite (incl. Drive, Gmail, Docs, etc.) Document management, collaboration, cloud storage Microsoft SharePoint and OneDrive Document management, collaboration, cloud storage Integrated with Office suite “OwlBox” (Box) Cloud storage, file sharing, collaboration TUPortal (incl. all associated offerings) Document management, process automation All usable on multiple devices (synced) NOT USED for storage of passwords and other particularly sensitive material