“An excellent supplier to work with; dedicated, worked tirelessly on the project, whilst proactively resolving issues and offering solutions.”
Vodafone Supply Chain
Vodafone had inconsistent, disparate and difficult to manage processes in place to manage their unique records management process across hundreds of sites throughout the UK. These processes had developed historically and become unwieldy and incompatible, leading to errors, delays and issues.
The existing processes were growing in costs to manage, as well as causing duplication of effort and rework throughout the business. A solution was needed to meet the needs of diverse business areas, departments and stakeholders across the business to drive efficiency and consistency.
The key outcome of the project was the development of a specific, tailored piece of document management software that reduced costs and met business and user needs.
By enhancing the data stored around archived materials and automating the destruction and retention process, this saved Vodafone £400,000 over 2 years. The new document management system maximised efficiency and streamlined the archiving process.
Following Agile principles, we started with a discovery phase. This involved key Vodafone stakeholders, focusing on requirements analysis and process mapping to identify waste in the existing process. By mapping the existing state we began to determine the desired future state that would improve the overall end-to-end process, based upon user needs and the optimum user journey through the system.
Using the discovery output, we created a simple, effective user-led design to achieve the desired outcomes. Through Agile development stages, including prototyping, testing and trial and error, we developed a successful, streamlined archiving system.
Using time-tested document management software modules, we tailored them to the specific needs of the user, delivering a solution to efficiently track and manage over 90,000 archive boxes, and the activity surrounding them. The software was also implemented to effectively integrate with 3rd party systems, including O’Neil’s records management.
“We appointed Switchstance to develop and implement a new front-end archiving solution, working to very tight timescales.
They were an excellent supplier to work with; dedicated, worked tirelessly on the project, whilst proactively resolving issues and offering solutions. The system was delivered on time and under budget. I’d certainly recommend them to other clients.”
Nic Thompson, Vodafone Supply Chain