Genius BPM

In the area of human resources, the digitalization of the onboarding process, i.e. the entry of a new employee into your company, can play an important role. Divided into different phases, you can maintain contact with the new employee between signing the contract and the first day in the company, but also prepare your own team for this. Furthermore, wouldn’t it be great if the employee also has all the necessary working materials, laptop and mobile phoneare preconfigured, access control to the company premises is set up and the e-mail address works?
How much of a new employee’s first 100 days can and want to digitize is up to your company goals. You will certainly think of many useful applications.

Of course, most archiving solutions already have a connection for Windows PCs via printer drivers to their own solution. But what if the generated document comes from a Linux PC or from a host or mainframe system?
Although archive manufacturers offer the support of workstation scanners, this is rather a rarity.
Use the multifunctional devices of different manufacturers, which would be available nationwide with Genius BPM, to perform keywording at the MFP for employees who do not have a computer workstation.
Take the example of travel expense reports: many employees do not have access to a special document scanner, but almost everyone has access to an MFP in your company.

Since the Genius BPM solution is very flexible, different recognition and extraction methods can be used. Integrate external sources or use custom process steps to recognize data from a document and feed it into downstream processes such as payment approval or archiving.
Frequently, we achieve new solutions at our customers, using Genius BPM when the complexity of a workflow increases or when the costs of existing in-house solutions exceed the economic benefits.

Imagine having everything documented transparently and comprehensibly; from goods receipt to order and invoice verification to payment release. After successful completion, each subtask can trigger the next process in the chain until all tasks are completed. The approval processes follow your internal task and responsibility areas. Payments of less than 50,000 may be decided and released for payment by employee A, up to 250,000 by the supervisor, and everything above that by the person responsible for finance in the company.

The procurement or investment process is almost a classic. Frequently, questions such as:

• the examination whether it is a low-value asset and thus subject to a different approval procedure than other goods.
• or checking whether a good to be procured is possibly still in stock, such as mobile phones, computers, etc.
• whether the planned procurement is already budgeted or whether a budget extension must be applied for,
• etc.

can be clarified.

“Information about a package is as important as the package itself”
Mike Glenn, FedEx

Whenever the so-called metadata (who, when, where, how) of a process is as interesting as the process itself, the Genius BPM solution helps you to go through the process itself, as well as obtain the necessary metadata or enrich it with additional information (images, etc.).

Has an employee already received all valid company agreements?
Do you want to document read receipts from employees or do you have to provide legal documentation obligations / proofs (EU-DSGVO) in order to implement and fulfil these requirements correctly, to protect yourself and your company from damage?
With Genius BPM you can create user-specific tasks using multifunctional devices and/or the integrated web front-end. These tasks must be completed by that person or group before other functions can be used. This way, you enforce a prioritized processing of this task.
Which use case comes to your mind where you would like to force a prioritized processing / knowledge in your company?

Communication is everything. But it is precisely because of the supposedly simple things that major projects often fail.
Inform all those involved about upcoming changes. For example, use the visual possibilities of multifunctional devices for your in-house campaigns. An automated process will help you to make the most of this design advantage.
No matter whether it is a work meeting, the introduction of a new archive system or maintenance work on the SAP system, use the MFP’s communication interface (display) in combination with your change management.

You can find some examples of campaigns here.

Those who work with ITIL concepts and processes in IT will appreciate our Genius BPM. IMAC-D stands for the English terms Install, Move, Add, Change and Delete. Adapted to your company environment and working methods, the solution can help you in all areas and automate individual steps completely or partially.
The move process (Move) is certainly different for a PC than for a multifunctional device. With our solution, this can be mapped in a case-related, individual process, controllable and orchestrated manner. You may have outsourced services to third parties, which you need to integrate in a standardized way using workflows defined with Genius BPM.

Two examples from the fleet management for printers and multifunctional systems, which are nevertheless thematically close to our own, are intended to show the possibilities in this area.

• One of our customers has adapted the supplier’s acceptance protocol, which documents the handovers to his own employees, so that it was scanned directly with the signature of his own employee via a barcode to the master data of the end device as an attachment in a DMS system.
  
• Larger companies, which have their own premises with several buildings, may know the problem of “not being found again”, that when departments move, wild moves of multifunctional devices may occur. If you have an external service provider who is responsible for the maintenance, possibly refilling of toner or technical use etc., they can no longer find the moved systems. These can be reached in the network, but the master data for the location is incorrect. Analogous to the above-mentioned forced task for users, this is also possible for mobile device location information. This blocking task can be used so that the next user who logs on to the system that cannot be found must enter the correct location data before he can use the system.

It would also be possible to create a support ticket directly on the end device. For this purpose, the user’s login data in combination with the basic data of the device are used to create a support ticket on the multifunctional system and forward it to the correct internal or external location.

Many companies keep a guestbook for different reasons. Especially if this is done electronically, an individual workflow can support this.
Imagine the following scenario: a supplier or customer wants to meet you personally in your company for a meeting. You start the process and enter the required data in the predefined process. Depending on the data source, it might even be possible to search for this data from a database so that you do not have to enter already existing information again. You could combine this with a room booking and a calendar entry. All details would then be sent to the visitor and yourself by e-mail. The e-mail to the visitor is supplemented by a barcode, for example. If the visitor arrives at the main entrance, the barcode only has to be scanned from the e-mail (you could also create a “ticket”), so that no further manual action is necessary. By scanning the barcode when entering and leaving you would have done the necessary documentation for your guestbook almost immediately.

A practical example of how we use a Genius BPM process for our internal virtual machine management.

Many useful additional functions of virtual computers have convinced the companies and their IT departments to use these solutions. But if you work with them frequently, it can quickly become confusing.

When setting up and deploying a virtual computer, many parameters must be known for the setup: Memory, number of processors, fat disk size, operating system – to name just a few.
How long will this virtual computer be needed, is it important and how it should be connected to the network? Does it have to be secured or even fail-safe?
Are the resulting costs approved, etc.?
IT also has to maintain and manage some data for each virtual machine.

We ourselves use a large number of virtual computers. For testing, development, training, support, but also for our productive IT infrastructure, etc. The following video shows how we use a process of Genius BPM in our own company to optimize the management and post-processing for our internal IT.