“The areas that give the most return to the business were implemented first, and now it’s about the, ‘nice to haves,'” concludes Cunningham. “Nycomm would recommend Contentverse because it has extensive capabilities out of the box. It’s customizable, and it’s a good value product.”
-John Cunningham, Group Operations Director at Nycomm Limited
Nycomm Limited is the UK’s leading telecommunications and data distribution specialist for telephones, telephone systems, headsets, audio conferencing units, integrated systems, structured cabling solutions, and all ancillary products. Nycomm Limited includes the Manchester and Yorkshire telecoms businesses Nimans and Rocom.
Nycomm had a largely paper-based environment, and the company, led by Group Operations Director John Cunningham, determined that there were three major contributing areas to Nycomm’s growing paper challenge. These functions included accounts payable invoicing, purchase order processing, and the day-end ERP reporting. All of these processes involved handling large volumes of paper, both internally and externally.
The company had gone as far as designating a large area of floor space that was specifically sectioned off for the long-term archival filing of paper reports – which was becoming increasingly less manageable. They began to realize their current situation would not be sustainable long-term.
Nycomm Investigated Many Options
Due to the growing paper filing burden, Nycomm began investigating document management and business process automation products. They began with an internal study executed by the IT team regarding available technologies and their basic capabilities. Departmental surveys were then issued to determine which areas of the organization would benefit most from a document management system and what their colleagues would want to see in such a system from a usability perspective.
Nycomm considered multiple products before dismissing them as not having the required capabilities. The remaining products considered in some detail were SharePoint and Contentverse.
Choosing Between Microsoft Sharepoint and Contentverse.
“When it came down to choosing between SharePoint and Contentverse, it was felt that SharePoint was much more limited in its ‘Out of the Box’ capability and would require far more customization to achieve what Nycomm was looking for,” Cunningham says. “In contrast, Contentverse had the vast majority of the functionality instantly available and is an extremely flexible product in terms of customization.” Sharepoint, a product that initially presented as affordable, quickly priced itself well beyond what Nycomm was willing to allocate for the project.
During the sales process, Computhink met with Nycomm very early in their engagement. Based on the advantages that Contentverse offered in terms of both total cost of ownership and ease of use, Nycomm made the decision to commit to moving forward with Contentverse.
The Contentverse Nycomm Implementation
Before beginning implementation, Nycomm explained that they wanted to fully integrate Contentverse with their ERP system, Masterpack. Nycomm decided they wanted to produce custom utilities to automate this integration into a business process workflow. For purchase orders and invoices, they wanted to be able to fully automate the process from receipt/creation to output via email, which Nycomm uses heavily to communicate internally as well as externally with suppliers and customers. The Outlook integration, for purposes of email output, was available standard with Contentverse.
“Contentverse was a relatively simple implementation, and the overall engagement was professional and helpful,” continues Cunningham. “The project was delivered on-time, and Nycomm is delighted with the result and the successful move to a complete paperless system for key business processes.”
Nycomm is enjoying the benefits of a huge reduction in paper usage and management:
- Automated Workflow
- Space Savings
- Near-Instant File Location
- Audit Trail and Security
- Return on Investment
Nycomm’s Continued Return on Investment (ROI)
Nycomm estimated savings of £120,000 ($189,000 US) yearly over the first three years. “Significant savings are being made as fundamental business processes have been automated,” explains Cunningham. “The space set aside for paper document retention will only reduce moving forward and can be reclaimed year on year and put to better use. There is a belief that Contentverse has definitely met the high expectations set when Nycomm originally went to the marketplace to review the products available.”
“The areas that give the most return to the business were implemented first and now it’s about the, ‘nice to haves’,” concludes Cunningham. “Nycomm would recommend Contentverse because it has extensive capabilities out of the box, it’s customizable and it’s a good value product.”