In a broader perspective, records management is an essential aspect in any organizational setting. It entails the activities that facilitate the systematic creation, and maintenance of the organizational records. This organization has faced numerous problems associated with electronic data management, and therefore, an outstanding solution to this problem is fast required. One of the core problems associated with the current set of operations in regards to the same is that a lot of time is required for the classification of the available data. In this essence, classifying and grouping similar and related data is not only complex but also requires a lot of time input. Furthermore, such complexity is observed during the storage of the data, as no defined mechanisms for the same are put in place. The aspect that the information is electronically stored makes the process much more complex since the above-mentioned process is complicated. Besides, such data needs to be secured since some of the contained information is confidential. The current mechanisms of doing the same are not outstanding, and hence the confidential information is prone to leakage. Over time, the organization has set aside quite an enormous budget for information security, although cases of information leakage have been reported. Other crucial processes that are at risk in this perspective include the retrieval and tracking of relevant information. The processes are quite complex, tiring and above all costly. As such, this affects service providence to the clients. This limits the number of clients served on a given day.
Also, there are issues with searching for a document electronically. This is attributed to the fact that there is the use of Identity keys used in retrieving the documents that are not well coded for easy location. The documents are in most cases organized haphazardly hence the difficulty in retrieving the documents electronically.
Business activities and the processes involved and the processes affecting
The problem mentioned in the above perspective affects almost all processes in the organization since the electronic documents are used in almost every department across the organization. Precisely, some of the most affected processes include the access to the records, classification, and organizing of the electronic data. Therefore, preparation of financial reports, performance reports, and financial auditing processes are affected. To counter issues with electronic retrieval of documents it is important to have the documents arranged in a hierarchical manner while also ensuring that they are well stored in the right files. This will make it easy when searching for file by using a browser and look for the desired document. In addition, processes such as preparation of financial statements and proposal preparation activities are affected. Moreover, with the management of electronic documents, it is also vital to have them well encrypted so as to avoid any access from parties not allowed use the documents. Also, to avoid misplacement of documents electronically it is essential to have them well stored in the cloud browser. In that case, if there are any incidences, there can all be retrieved in without problems.
Actual Performance(e.g., current Baseline)
At the moment, the organization is able to serve averagely 100 patients on a given day. However, this is beyond the set objectives, as the organization aim at serving 350 patients on a given day. Other similar organizations that have successfully implemented such process serve as twice as the quoted number. On instances that this process is enhanced, access and retrieval of information, which is crucial in this aspect will see the set objective being achieved. On the other hand, preparation of financial reports, which is also a crucial process in the organization, takes averagely 3 days. However, on instances that the information is enhanced as proposed, this process can be reduced significantly. Such is because access and retrieval of the information, and sorting it becomes simplified by the new system. Furthermore, quite a good number of the processes are automated, therefore enhancing the retrieval of information, which facilitates quick and accurate preparation of financial reports. On the other hand, the budget allocated for the securing of the electronic records, for the past two financial years stands at $8,000 and $8,500 respectively. However, security of the same has been compromised severally. Also, the preparation of the financial reports takes a maximum of twelve hours, whereas financial auditing takes a month to be effectively completed.
The enhancement of this process will see the organization achieve its set objective, of serving a minimum of 350 patients on a daily basis. On the other hand, the time taken for the preparation of the financial report will significantly reduce from three days to one day. Also, the budget set aside for the securing of the records will reduce at a higher rate. On instances that this project gets affected, this is greatly reduced to $1,500 as more enhanced processes for the same are put in place. On the other hand, this reduces the time taken to prepare performance reports to six hours, and the budget for the same gets reduced. Also, since financial records and related records are easily available and traceable, the time taken for the preparation of audit reports reduces to one week.
The performance gap observed in this aspect in the above-mentioned perspectives. For instance, the number of patients served in this perspective increases by more than half, since retrieving their past historical records is enhanced. Also, processes of financial and performance report also increase by more than half. Therefore, this will see the overall organizational profits increase by more than half, and facilitates better customer experience as compared to the past.
Organizational KPIs affected
The following organizational KPIs are affected either directly or indirectly affected. Admissions, outpatient and inpatient departments, Sales revenue, return on asset, Return on investment.
The input of the following personnel is crucial in this perspective. They include the Chief executive officer, Director of admissions and outpatient, Manager of the sales and customer department, Head of department finance, and managers of all departments who are tasked with the preparation and maintained of financial and performance reports.
Tentative Solution Strategy
Investigate and determine the feasibility that is essential in the acquiring and implementing a quick, easy to use and effective electronic data management that easily facilitates quick access, retrieval, storage, securing and classification of electronic records in the organization. In this essence, the proposed system provides an interactive interface that facilitates the named processes, which makes the organization achieve its set goals and objectives.