A major Italian Energy Industry player asked beNIMBL to help them transition from an old and unreliable solution to manage digital documents, to a new and innovative document management system tailored to real users’ needs. Discover how Innovation as a Service methodology delivered a best-in-class solution.

Goals & benefits

  • Provide a simpler interface, tailored to user needs, and improve search capabilities

  • Allow access to key documents from mobile devices

  • Increase system security and reliability

Challenges

  • Identify archiving patterns in line with business process archiving needs
  • Identify cross-department archiving structure to avoid documents duplication, ensuring the single source of truth
  • Team distributed over 2 countries and different cities

Scenario

In the day-to-day activity our client, a major Italian Energy player, receives and produces a huge number of digital documents and, as operations continuously scaled, the old shared folder structure clearly became unfit to support the increasing dynamicity of business users, also presenting considerable security and reliability issues. As archiving, recovering, and sharing documents got more and more time-consuming, the need to ideate, design, and implement an innovative Document Management solution became stronger.

Leveraging our Innovation as a Service methodology, we started a journey with our client to deliver the best-fitting solution, providing the most innovative document management functionalities while keeping the user experience as natural and seamless as possible.

Innovation as a Service

After an initial assessment of the application landscape in close collaboration with the client’s IT department, a software selection was carried out to identify a modern Document Management System (DMS) which had to be secure, highly integrated with productive tools and applications, powered by modern functionalities such as web and mobile interfaces, and above all, highly customizable.

Once the technology was identified, the first step involving business users was the Digital Onboarding, aimed at introducing the key functionalities offered by the DMS to business users. The Digital Onboarding is a key phase in beNIMBL’s methodology since it allows the full involvement of the people who will use the final solution. While getting to know the software, users began generating ideas on how to best apply it in their operational context. The ideas were then collected and rationalized, as per methodology.

The following phase was centered on workshops focused on users’ needs, to allow people to define their archiving, searching, and visualization requirements in a visual and intuitive way. The output of the workshops took the form of visual mockups for the final configuration of their User Interface on the DMS.

In order to address the main challenges of archiving patterns identification and cross-business functions archiving needs, we leveraged Design Thinking workshops to guide a group of user representatives towards a commonly accepted solution, addressing business pains and related needs. The result was the definition of a collection of metadata enriched Workspaces, orchestrated Workflows, and workspace-related customized views of the DMS content.
The whole system content and user interface were designed by those who would have used the Document Management System in the first place, ensuring the full alignment between technology and people.

Mock-ups and functional specifications were handed over to the Development team, who then worked in close contact with the Design team to implement the solution. Designers acted as a bridge between business users and developers, ensuring in this way the correct setup of all components. The solution, tested and fine-tuned, became a key component in our client’s day-by-day operations.

Takeaways

beNIMBL’s Innovation as a Service, one of the People Centric Approaches, is a fresh new way to approach innovation, leveraging the strong and multidisciplinary experience of a network of digital professionals, that brings high value from several past innovation experiences.

The key benefits of Innovation as a Service are:

  • Explore a wide range of opportunities aimed at resolving a generic or specific business pain, considering and comparing different technologies, solutions, and software, and finally select the best fitting option with the help of beNIMBL’s Subject Matter Experts.

  • Switch from obsolete systems and approaches to innovative, best of breed, fully tailored, secure and reliable solutions, accessible from either office laptops, business smartphones, or tablets.
  • Ensure continuous alignment between the solution to be delivered and business users who will adopt it in their day-to-day operativity, thanks to their participation in customized Design Thinking sessions, in which users will be assisted in designing their very own best fit. This will ensure a seamless adoption of the new solution, enabling innovative technologies to unleash their full potential.

Inside this Case Study

Services included

Agile Implementation

Data Source & Silos Assessment

Design & Prototype

Functional Requirements

Implementation Roadmap Definition

Technology Onboarding

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Agile Implementation

Data Source & Silos Assessment

Design & Prototype

Functional Requirements

Implementation Roadmap Definition

Technology Onboarding