Neomind

Author: Siegnorett Beulke

  • How to Implement a Document Management Solution

    How to Implement a Document Management Solution

    In the digital age, it is unacceptable for companies to continue working with physical, paper-based documents. A document management solution is nothing short of crucial for organizing these files, optimizing processes, improving security, and increasing productivity.

    Businesses that do not have automated documents suffer from storage costs, higher risk levels, information losses, and many other inefficiencies.

    Capable of bringing a wide range of benefits, this is a complex topic that should involve all areas of the company, as well as its processes and people. Given how positively this type of management can transform your business, learn how to implement a document management solution.

    Why is document management so important?

    Document management is a process that includes the generation, organization, filing, and proper and secure disposal of documents. This encompasses all types of papers that exist in a company.

    Due to the many competitive advantages it offers, it is important to consider the nature of the documents and their specificities. In addition, management requires the establishment of classification guidelines and access permissions.

    Overall, document management ensures that the company achieves its objectives by making routines more productive.

    Another issue is the organization and accessibility of documents. When opting to implement a document management solution, the handling of files changes.

    Adopting a technological solution like Fusion Platform allows you to find any document quickly and easily. It also prevents the duplication of information, loss of documents, errors, and risks related to misplacement and non-compliance.

    The key point is that information is always accurate and up-to-date, accessible via the internet, contributing to corporate mobility.

    Implementation involves a series of critical steps, starting with assessing the organization’s needs, followed by choosing the appropriate technology and integrating it with existing processes.

    Implementing Document Management

    Although it may seem like a complex task, by following a few simple steps, implementing a document management system is practical and straightforward.

    In a simplified way, the first essential step is to conduct a detailed analysis of current workflows and identify inefficiencies and risks. Next, it’s time to choose a robust platform, like the Fusion Platform.

    Finally, the implementation begins with categorizing existing documents, configuring access permissions, and creating automated workflows integrated with documents.

    Assessing your business needs

    The first step in document management is understanding exactly what the company needs. In this case, a department must be selected so the transformation can occur gradually.

    At the initial stage, goals and objectives must be set. Defining specific values, such as a percentage increase in productivity, facilitates tracking the results.

    Knowing where you want to go, it’s time to understand how activities currently happen. Analyze the workflow to identify the types of documents generated, the level of complexity, and how they should be managed. The more detailed this stage is, the better the results will be.

    Choosing the right technology for the job

    A document management solution is a great ally in the mission of digitally transforming your company. Therefore, choose wisely.

    Keep in mind that this solution must be able to meet the business’s needs and achieve the defined objectives.

    Neomind’s Fusion Platform is a tool that helps manage processes, documents, metrics, risks, and digital signatures.

    In addition to process automation, all documents are generated or digitized by the solution. This provides a much more organized, accessible repository with centralized information.

    The solution is user-friendly, customizable, and scalable to meet the business’s specific needs. It also fully integrates with other systems, allowing for the collection of data and documents from different sources.

    Solution Implementation

    Implementing a document management solution like the Fusion Platform is very simple. Since we are working with records, the new activity flow must be established to incorporate automation.

    In this regard, improvements should be applied, such as the use of forms, automated workflows, and access permissions:

    • Configuring access permissions: Before a document is published, the Fusion Platform allows you to define which user or user groups will have access to its content. With the creation of profiles, the interaction between records is managed, determining who can view, read, create, or modify them. Organized into folders and subfolders, there can be different levels of permission, emphasizing the high level of reliability. Another highlight is the possibility of sending notifications when a document is attached, needs a signature, or is nearing its expiration date.
    • Creating automated workflows: This involves defining a logical and orderly flow so that actions and steps are completed. It is necessary to determine what will trigger each action so they can be properly configured. Always test the flow to ensure it works as intended within the company’s routine.
    • Creating forms: There’s nothing better for management than standardization. This is why the Fusion Platform provides functionalities to create fully customized forms. You are free to create various fields, such as text boxes, selections, option buttons, among others. Add conditions so that fields are displayed based on each user’s responses.

    The implementation of a DMS solution should prioritize continuous improvement. This means that your company needs to monitor performance and analyze results to identify opportunities to further enhance the management of documents and processes.

    Getting to know Fusion Platform’s document management Module

    Being a comprehensive solution, Fusion Platform offers a series of features that provide invaluable benefits.

    The document management module centralizes storage, facilitates retrieval, and ensures document security. It also includes:

    • Organization and indexing: Documents are classified and organized to facilitate search and retrieval.
    • Version control: All changes are logged and trackable by the system, ensuring document integrity. Every user who accesses the repository knows which version is being accessed.
    • Security: With access control, sensitive data is protected against unauthorized access or misuse. The user can enable and register different types of authentication.
    • Integrated electronic signature: This allows documents, such as contracts, to be signed digitally with the same legal validity as a physical file. Signers don’t even need to be users of the Fusion Platform. The request can be sent via email or WhatsApp, ensuring total practicality and convenience.
    • OCR: A technology that recognizes text and extracts information from scanned documents. Automation allows for quick, agile, and error-free data collection and completion.
    • Auditing: Traceability makes audits easier, especially when checking access, updates, and proof of compliance.

    Besides, the processes and the company’s performance as a whole can be monitored in the Central Analytics. Risks can also be managed and mitigated in the Risk Management module.

    Bringing numerous positive impacts, document management is more than a necessity; it is a differentiator that provides competitiveness. It can be the factor that keeps the company efficient in facing a competitive market.

    Transform your business today. Try Fusion Platform and have your documents in one place, easy to find and ready to use.

  • Data Analytics: what is it and how to apply it in practice?

    Data Analytics: what is it and how to apply it in practice?

    By now, we all know how valuable data can be for enterprises of all sizes and fields of activity. But, do we understand why Data Analytics is so important?

    Data analytics means examining data to draw conclusions and obtain information using statistical methods and tools.

    Every day, a large volume of data is generated and needs to be processed and analyzed to extract valuable information.

    With the use of this data, it will be possible to understand markets, and customers, anticipate trends, define strategies, and make decisions based on solid evidence.

    The main question is, how to transform the collected data into actionable knowledge capable of driving growth and ensuring competitive advantages? That is what Data Analytics aims to do.

    What is Data Analytics?

    Data Analytics, or Data Analysis, encompasses the process of examining and categorizing a set of data.

    Derived algorithmically or mechanically, the analysis will allow for the extraction of information, the generation of ideas, the identification of patterns, and the making of strategic decisions based on the collected information.

    Although it is a term that has gained popularity recently, the core is already a well-known and studied field: statistics.

    However, it is the growing importance, volume, and intensity of processing that makes data analysis so essential for companies.

    Currently, data is collected by various means and media. The main issue in data analytics lies in the use of intelligent tools for data search, storage, and processing.

    Data alone is just a collection of values or a sequence of symbols. It is their interpretation that transforms them into useful and important information for the business.

    What differentiates Data Analytics from Data Science and Big Data?

    The three terms refer to working with data. However, they have different focuses and methodologies and are complementary within organizations.

    In a very practical way, the definition of each can be understood as:

    • Big Data: uses methods and technologies to handle large volumes of varied data generated at high speed;
    • Data Science: extracts knowledge and ideas from structured and unstructured data. For this, it uses scientific methods, systems, processes, and algorithms;
    • Data Analytics: the process of examining data to extract useful insights and support decision-making.

    As you can see, although similar, each treats data differently. While Big Data focuses on storing and processing large volumes of data, the other two analyze and interpret this data.

    Between Data Science and Data Analytics, the difference is that the former is broader and involves the use of advanced modeling and machine learning techniques. The latter, as we have discussed, deals with traditional statistical and exploratory analysis techniques.

    It can be said that Big Data deals with the necessary infrastructure to work with data on a large scale. That is, even in large volumes, without being interpreted, they are not usable.

    The role of Data Science and Data Analytics is necessary to extract value and obtain knowledge and information for the decision-making process.

    Types of Data Analysis

    Analyses vary according to the origin, size, and other factors related to the data. However, what will define the approach are the business needs or objectives. That is, what do I want to know with this data?

    Even though there are a vast number of possibilities, commonly, 4 types of data analytics are most used:

    • Predictive Analysis: the act of anticipating possible effects of a given decision. Using statistical models, the diagnosis establishes cause-and-effect relationships of what may happen and the probability. This analysis can answer questions like the expenses of a particular input for the coming months if production is increased. Or, the impact on the final product if there is an increase in a specific resource for production;
    • Prescriptive Analysis: more complete and complex. It aims to provide an answer on what should be done in each situation. That is, what alternatives can maximize or minimize one of the business objectives? It uses mathematical and statistical resources. It solves questions involving the most economical alternative, such as minimizing the expenses of a particular input, among others;
    • Descriptive Analysis: refers to understanding what is happening at the present moment, to understand the company’s current performance. It explains, through data, what is happening. It presents data in graphical resources and reports, such as total sales, customer satisfaction, productivity, costs, sales, and revenues;
    • Diagnostic Analysis: detects, in the current context, the explanation and reasons for something happening. It is used by companies that have already gone through a complex period and want to learn from the experience so that it does not repeat in the future. Unlike descriptive analysis, here, the goal is not to understand what is happening, but why a particular event occurred.

    How Data Analytics works and how to apply it in practice?

    Applying this type of data analysis consists of collecting relevant data and using software capable of identifying patterns. Finally, the obtained information is used to make decisions that can optimize processes and strategies.

    Indeed, it is not the amount of data that gave rise to data analytics. But, the evolution of resources capable of processing, organizing, and structuring them.

    Currently, specialized programs can perform data analytics, providing information in reports, dashboards, and graphs, making the knowledge useful and accessible.

    And, this is the case with the Fusion Platform’s Central Analytics.

    Fusion Platform’s Central Analytics

    Neomind’s Fusion is a platform for managing processes, documents, and indicators. Therefore, the data is centralized in one place, facilitating its collection, processing, and analysis.

    In Central Analytics, data is categorized, analyzed, and presented in a way that makes interpretation easy and quick with the use of panels and graphs that have updated data and can be monitored in real time.

    Being complete and customizable, each business can define which information it wants to obtain. Thus, a panel can contain data about customer behavior or process productivity.

    The knowledge obtained in Central Analytics helps identify business opportunities and improvements.

    Data can be extracted from various sources, whether structured or not, such as spreadsheets or databases. By enabling integration, Fusion Platform can collect data from other software that was previously disconnected.

    After processing and modeling the data, the solution communicates the obtained information with reports, and interactive dashboards, among others.

    As it does not only deal with data but is a complete process management tool, documents, and indicators, with Neomind’s solution, it is possible to develop action plans to implement alternatives that promote continuous and complete improvement throughout the organization.

    In addition to generating valuable insights, all actions can be continuously reviewed and adjusted. Thus, your business is free to use the obtained information according to the project’s or organization’s internal goals and strategies.

    Try Fusion Platform and use data analytics to enhance your business’s results and overall success!

  • Process Automation in the Textile Sector

    Process Automation in the Textile Sector

    The textile sector is an essential component of the Brazilian economy, and a hallmark for the global market. Due to its significance, the process automation in the textile sector is a crucial factor for organizations that aim to grow.

    The quality of products manufactured in the country has led to the textile chain’s revenue reaching R$190 billion in 2021, according to Abit. This value contributes to approximately 5.7% of the national industrial GDP.

    Despite an increase in exports and a diverse domestic market, there are some challenges that the sector still needs to overcome. International competition with cheaper labor, production costs, and, primarily, the lack of investment in technology and innovation make its operations less competitive.

    However, the adoption of technologies such as process automation can improve efficiency and reduce costs. Furthermore, it contributes to sustainability issues, a recurring theme in the segment.

    Learn more about the reasons why your company should invest in solutions capable of providing textile automation.

    Reasons to Implement Automation of Processes in the Textile Sector

    As mentioned, one of the main challenges faced by the textile industry is the lack of modernization in its processes. The industry’s over 200 years of history justify the existence of complex processes filled with repetitive and dispensable activities. However, maintaining them in this way is unsustainable for a truly promising future.

    Integrated Management Platforms are essential to address this challenges. They are technological tools that can automate processes, unify documents, and streamline key indicators, all in one place.

    The implementation of process automation in the textile sector aims to modify and implement better practices in production, distribution, and management.

    One of the steps for implementation is to analyze current processes, mapping the entire activity flow. Know this will allow the company to understand how its production is carried out and which activities can be excluded or redesigned for better execution.

    Furthermore, mapping allows the definition of a flow geared towards textile automation, providing standardization, greater performance, and productivity.

    By implementing an Integrated Management Platform, companies can carry out their activities, and collect and analyze information about the business as a whole. Moreover, this information is obtained in real-time and used to understand the performance of process execution.

    Continuous monitoring and a quest for efficiency contribute to continuous improvement. After all, it allows the creation of a leaner management and a less risky, more productive, and competitive production model.

    In general, process automation can reduce costs, waste, rework, minimize errors, and increase productivity, efficiency, and control of all activities carried out in the business.

    In practice, where to use textile process automation?

    When we talk about process automation in the textile sector, we are referring to the use of an end-to-end platform. Specifically Fusion Platform, a solution that manages processes, documents, and indicators all in one place.

    In the case of textile automation, the tool optimizes processes such as:

    1. Inventory control, supplies, and materials

    Textile process automation allows the use of Fusion as an automated inventory management system. It provides better control over supplies and materials, tracks inventory levels, generates purchase orders, identifies shortages or excesses of inputs or products, among other functions.

    In other words, the entire supply chain, including activities related to receiving, movement, and storage, is handled by the system.

    The Fusion Platform features a BPMS where purchase requests, for example, are made using specific forms created for the company’s demands. These requests are automatically sent to all relevant departments and individuals when needed.

    Easy access to information allows real-time monitoring and control of the entire supply chain from anywhere.

    2. Standardization in production and quality control

    One of the main concerns of the textile sector is to offer the same quality standard in its products. Quality inspection is undoubtedly much more efficient with automation, especially because it standardizes processes.

    To implement textile process automation, activities need to be mapped. In other words, a activity flowchart is created to enable the best possible execution. The process is standardized so it always occur the same way, reducing errors and failures, and consequently, reducing costs and waste.

    This practice makes it easy to identify non-conformities. Records are also stored within Fusion, which provides information to create action plans to address identified issues.

    3. Integration with other solutions

    With integration with other ERPs, textile automation with Fusion consolidates information and turns data into relevant management insights. It also facilitates communication between teams by letting them share information efficiently.

    Indeed, modernization in this sector often happens through machinery in the production sector. Many of these machines have systems that indicate productivity levels, maintenance needs, among others. However, these indicators are not always checked by managers.

    These pieces of information can be managed in the Risk Management Module, identifying threats and controlling compliance throughout the activity cycle.

    Fusion allows the collection and analysis of this data in custom graphs that provide a holistic view for the development of effective strategies.

    More opportunities to improve processes, documents, and indicators with Fusion

    With textile process automation using Fusion, your company can process orders, generate invoices, track shipments, generate payrolls, billings, employee admissions, and more, benefiting management.

    Specifically regarding documents, the solution stores, organizes, and provides information efficiently. All files are kept completely secure, following GDPR guidelines, with traceability and access control.

    Similarly, all documents can be signed with native electronic signatures tools. This feature provides convenience, speed, and the same legal validity as conventional methods, as well as being a more sustainable practice.

    Regarding performance, it enables the user to create dashboards to monitor indicators and automated reports for each department. After all, having data is not enough; it is necessary to transform it into relevant information which allows better control and management.

    And the best part of all this is the possibility to try Fusion Platform within your business’s reality.

    Invest in process automation in the textile sector and prepare your company to identify and seize opportunities, achieving even more success and growth.

  • How to control the validity of certificates and letters of attorney?

    How to control the validity of certificates and letters of attorney?

    Managing and controlling the validity of issued certificates and letters of attorney are still major challenges for many companies. Organizations often control the expiration date, type of certificate or letter of attorney on a spreadsheet, which makes it difficult to manage this information, especially when there is a large number of these documents.

    With regard to expired certificates or letters of attorney, in many cases we only notice the problem when we are about to use the document. When this happens, the company ends up not having time to update the document and, consequently, may suffer losses.

    To the list of challenges, we add what happens when the original document is not where it should be, because it may have been removed by another contributor for consultation or copying.

    How to solve the problem?

    The solution to manage and control the validity of certificates and power of attorney is in the company having a unified platform. In it, we were able to configure the metadata of the information we need for each type of certificate or power of attorney along with the expiration date of each of these documents.

    This platform should be configured so that all responsible are notified of the end of the validity of these documents sufficiently in advance to provide the due update, especially in the agencies, municipal, state or federal. The solution should also allow the control of who can access, print and copy the document, and ensure the traceability of those who accessed it.

    Software to control the validity of certificates and letters of attorney

    Fusion Platform is a solution that came to help with these things. The software is easy to parameterize and totally intuitive. In this way, we can configure your fields (metadata) for each type of certificate or power of attorney, its validity, responsible employee and other relevant security information.

    This setting allows us to be warned in advance in taking any action to renew a certificate or power of attorney in a timely manner, without causing any harm to the company. In addition, the document will be fully electronic, facilitating quick and immediate access to information, eliminating the difficulty of finding the document and ending the danger of misplacing it.

    Why invest in controlling?

    Electronic documentation with the control of expiration or validity of documents ensures the security of the information of those who can view, print and update the document, in addition to other management situations.

    More and more we will work entirely digitally. The government is creating legislation so that digital documents have the same legality as paper documents. Thus, over time, we will eliminate the use of paper in companies, becoming increasingly economic, ecological, with security in information and access to data in real time.

    Try it for 15 days free right now! Or, if you prefer, request a demonstration from our consultants. Count on us to answer all your doubts and help your company!

Fale com a gente