Content Management System Launch
Increasing Document Development and Acknowledgment
Background
For safety and quality, industrial facilities rely on controlled documents like standard operating procedures (SOPs), policies, forms, checklists, and troubleshooting guides. An industrial metals startup in North Carolina was developing and revising documents at a rapid pace to keep workers safe and informed. Unfortunately, the system in use exerted so much control over documents that it often took days to weeks to execute critical revisions.
Desired Outcomes
Based on user feedback and business needs, a team consisting of training, safety, operations, and IT leaders agreed that a better document management solution would achieve the following outcomes:
Repair user confidence in document management practices
Organically drive document collaboration, uploading, and interaction via easy-to-use interface
Contribution
Business case, project team selection, software selection, and business approvals
Project management, configuration, deployment, and documentation
Internal product owner—gathering feedback, identifying future use cases, and implementing enhancements
Process
Software feature comparison websites and existing vendors were used to make the first list of 7 potential providers. Follow up calls, demonstrations, and costumer referrals were used to narrow the list to one.
Selection criteria included the following:
Intuitive and reliable user interface.
Simultaneous document approval, review, and editing
User analytics for document views, downloads, edits, and more
Automated version control
Single sign-on and cloud-based SaaS
To ensure a positive experience, we prototyped and tested with users 3 document-search scenarios, 2 document editing processes, and 2 document naming convention options.
One of the many process maps we created to understand how we might configure the document editing flow.
Results
User analytics show CMS engagement since launch:
21% of current users log in daily, on average
6% of documents are previewed per day, on average
292 total documents uploaded since launch
407 document edits since launch
“I just want to say that this is awesome. It is so user friendly. Easy to upload and edit documents. Very pleased at the moment! ”