IT Brief New Zealand logo
Technology news for New Zealand's largest enterprises
Story image

Where content services fits in a shared services model – Hyland

By Contributor
Tue 1 Oct 2019
FYI, this story is more than a year old

Article by Hyland country manager A/NZ Jamie Atherton

The modern enterprise relies heavily on the accurate, timely presentation of data, files and other documents, right across the departmental spectrum.

Whereas once Human Resources worked independently to Accounts, who in turn produced, stored and referred to their own files which were seldom made available to marketing and so forth, there is a much greater interdependence of information in the modern enterprise.

The workplace has evolved, and now there is a heavy reliance on Shared Services as a means to increase efficiency.

The Shared Services model creates efficiencies by linking business units back to an internal organisation that creates, shares, stores and dispenses information.

This way, greater collaboration and visibility allows all independent units to focus on the requirements of the core business.

The organisation or department that initiates the shared services is effectively an internal service provider, acting for the greater good of the enterprise by focusing on collaboration and reducing latent overheads.

Saving on cost is perhaps the most obvious benefit of this model, as many resources and solutions can now be attributed to a centralised department.

This eliminates double handling of content, and in some cases removes the need for duplicate software licences and other resources.

Staff resources are also used more efficiently, with one department responsible for the control of information and services throughout the entire organisation.

This negates the need for a variety of people across the company being responsible for their small share of the role, which frees up time across the board and leaves staff available to pursue higher-value tasks.

Before these benefits can be realised, steps need to be taken to ensure that information will be available when it is required, in a format that is useful to the end-user.

A three-sixty-degree view of files and documents requires that the platform delivering them can process both structured and unstructured data and present it across the whole spectrum of devices and operating systems including mobile.

Since the data from web resources and social media became an essential part of an enterprise’s intelligence-gathering, the average organisation ingests exponentially more data, in a wide variety of formats.

This, in turn, means that, in order to truly have a holistic view across the whole organisation, a platform is required which can read all files, documents and images, then present those in the right format to end-users anywhere in the organisation.

In other words, one single repository for all file types, right across the spectrum of departments and corporate functions.

Therefore, using a content services solution to aggregate this data will save organisations time, effort and money - as well as streamlining business processes.

Rather than implement major organisational changes in each department on an independent basis, shared services organisations can leverage the one content services solution to transform their process automation and document management strategies.

From finance through to human resources and IT, it is possible to automate manual processing and connect information across disparate systems to accelerate these processes and therefore improve decision-making.

Let’s examine the benefits on a departmental basis:

Procurement & Purchasing: Streamline the purchasing process by automatically routing purchasing information for approvals, changes or denial. Automatically create purchase orders and give staff the information they need to make informed purchasing decisions with seamless ERP integration.

Accounts Payable Invoice Processing: Improve visibility into invoice volumes and process performance to shorten payment cycles and improve cash flow management. Reduce manual data entry with intelligent data capture, automated approval workflows and seamless integration with the ERP. Capture PO and non-PO invoices electronically and automatically verify the data against the information in the ERP. Electronically route invoices for review and approval to speed exception handling and the entire invoice cycle.

Employee File Management: Effectively and securely manage a comprehensive digital employee file from hire to retire. Improve access and visibility by connecting digital files with the employee data in the company’s HRM system.

Employee Relations: Maintain consistent processes for handling employee complaints, grievances, safety violations or misconduct. Get a holistic view of all tasks, conversations, notes and documentation surrounding an employee issue from a single location. Minimise legal risk with increased security and control over sensitive employee information.

Contract Management: Manage the entire contract lifecycle, from contract request and authoring to execution and renewal. Automate approval, routing and escalation tasks to speed processing, and increase visibility into contract revisions and status.

Compliance Document Management: Maintain compliance and easily prepare for audits by digitising and centralising all records as required for the particular industry. Improve control and tracking over employee files and financial documents and quickly identify any missing documentation in advance of an audit.

IT Asset Management: Connect and centralise all of the information and work requests related to the procurement, maintenance and repair of IT assets. Make documents easily accessible to equip IT staff with the content needed to respond effectively to service requests.

The list goes on.

However, it’s clear that a comprehensive content services solution will take care of many aspects of organisational change associated with becoming a shared services organisation.

Related stories
Top stories
Story image
Amazon Web Services / AWS
Zscaler, AWS accelerate onramp to the cloud with zero trust
Zscaler has announced an extension to its relationship with Amazon Web Services, as well as innovations built on Zscaler's Zero Trust architecture.
Story image
Aqua Security, CIS create software supply chain security guide
Aqua Securityand the Center for Internet Security have together released the industry’s first formal guidelines for software supply chain security.
Story image
Threat actors ramp up their social engineering attacks
As people get better at identifying potential threats in their inbox, threat actors must evolve their methods. Their new M.O? Social engineering.
Story image
Commerce Commission
ComCom puts electronics sector on notice over resale price maintenance
The Commerce Commission has concluded an investigation into allegations that television manufacturers were engaging in illegal resale price maintenance.
Story image
Corpay partners with supply chain platform PracBiz Exchange
Corpay's new partnership with PracBiz’s allows more than 4000 B2B suppliers on the latter's platform to use Corpay's global payments services.
Story image
Microsoft launches app for modern selling experience
The new release is designed to enhance CRM systems with customer engagement data from Microsoft 365 and Microsoft Teams.
Story image
Sealord partners with Infor to improve sustainability
Sealord has chosen Infor as a strategic partner to implement an operational cloud-based platform that provides day-one functionality and sustainability gains.
Story image
Consumers want personalisation, but don't trust brands with their data
Customers expect personalisation during every brand interaction but they don't trust brands to keep their personal data secure and to use it responsibly. 
Story image
Airwallex, Xero extend partnership with easier invoice payments
Airwallex has extended its long-term partnership with Xero by releasing a new payment link integration for Xero invoices that will make receiving them easier and faster for Australian businesses.
Story image
Secure access service edge / SASE
Cloudflare adds new capabilities to zero trust SASE platform
New features for Cloudflare One include email security protection, data loss prevention tools, cloud access security broker, and private network discovery.
Story image
Canstar finds Flick Electric NZ’s favourite provider
Canstar’s annual research to find New Zealand’s favourite electricity provider reveals Flick Electric has come out on top.
Story image
Network Security
Netskope announces zero trust network access updates
Customers can now apply zero trust principles across a range of hybrid work security needs, including SaaS, IaaS, private applications, and endpoint devices.
Story image
Dark web
Cybercrime in Aotearoa: How does New Zealand law define it?
‘Cybercrime’ is a term we hear all the time, but what exactly is it, and how does New Zealand define it in legal terms?
Story image
VMware wins Google Cloud partner award for infrastructure modernisation
The cloud computing and virtualisation company was recognised for its achievements as part of the Google Cloud ecosystem.
Story image
How TruSens air purifiers can create healthier workspaces
The pandemic has heightened our awareness of our own and others’ health, and made us all much more conscious of the environments we work in.
Story image
Microsoft expands APAC Enabler Mentorship Program
"Mentors are the key to success for every professional. A good mentor is a coach, a guide, as well as a vocal advocate."
Story image
Industry-first comprehensive risk-based API security enhances protection
Application Programming Interfaces (APIs) have become a crucial part of operating web and mobile application businesses and are causing significant economic growth in the digital sector.
Story image
Why is NZ lagging behind the world in cybersecurity?
A recent report by TUANZ has revealed that we are ranked 56th in the world when it comes to cybersecurity - a look into why we're so behind and what needs to be done.
Story image
F5 Networks
Telstra, F5 team up to bolster services and solutions
“This partnership demonstrates our ongoing investment into APAC as we continue delivering high value services and solutions to our partners and customers."
Story image
Contact Centre
Customer service agents don't want to return to contact centres
A new report has revealed that 85% of customer service agents want to work full-time at home and not return to contact centre offices.
Story image
Ingram Micro launches vendor-backed security program
Ingram Micro has unveiled a new program intended to give resellers the effective offerings their customers need to stay safe in the evolving threat landscape.
Story image
Cyclone selected as NZ MOE software licensing partner
Following a recent Request for Proposal (RFP), Christchurch-based company Cyclone Computer Company Ltd (Cyclone) has been selected as The Ministry of Education’s software licensing partner.
Story image
Lenovo announces launch of Retail Solutions portfolio in A/NZ
Lenovo has announced the launch of its Lenovo Retail Solutions portfolio across the A/NZ region, which they say will help retailers transform their business and face future retail demands.
Story image
Volpara, Microsoft project to detect cardiovascular issues
Volpara Health Technologies is working with Microsoft on a research and development project to speed up creating a product that detects and quantifies breast arterial calcifications (BACs).
Story image
Jamf updates healthcare IT to protect data on Apple devices
Jamf has rolled out new functionality to help healthcare and IT teams protect patient data and streamline clinical access for their Apple fleet.
Story image
Varonis strengthens security capabilities for AWS and S3
Varonis has strengthened and expanded its cloud and security capabilities, with a critical aim of improving safety and boosting data visibility in Amazon Simple Storage Service (S3).
Story image
Rapid7 report examines use of double extortion ransomware attacks
New insight into how attackers think when carrying out cyber attacks, along with further analysis of the disclosure layer of double extortion ransomware attacks, has come to light.
Story image
Hybrid workforce
Why hybrid working is here to stay and how to ace it
Citrix's new report reveals hybrid workers are more productive and engaged at work than their office and completely remote counterparts.
Story image
Artificial Intelligence
Salesforce harnesses automated solutions with new developments
Salesforce has launched Sales Cloud Unlimited, a new feature to help accelerate productivity with AI and automation.
Story image
Orbital Insight
Orbital Insight solution set to drive better data-driven decisions
The company says the new Site Intelligence solution will provide granular visibility, behaviour analytics and deep insights about customers and competitors at any location. 
Story image
N4L, Spark, Chorus partner for Hyperfibre school upgrade
Networks for Learning (N4L) has partnered with Spark and Chorus to upgrade Wellington College to Hyperfibre, fostering stronger outcomes for students and teachers.
Story image
Market growth
Salesforce unveils new offerings for consumer goods companies
Salesforce has announced new products for consumer goods companies to help brands navigate increasing market complexity more easily.
Story image
Ready for anything with the PagerDuty Operations Cloud
In a world of digital everything, teams face increasing complexity. Ever-growing dependencies across systems and processes put customer and employee experience, not to mention revenue, at risk.
Story image
The best ways to attract young talent during labour shortages
New research from Citrix reveals hybrid working and ventures into the metaverse are top of mind for Gen Z workers.
Story image
Schneider Electric ups the ante on sustainability strategy
"We've made some progress but to avoid a major energy challenge, all data centres - including distributed edge data centres - must be more sustainable."
Story image
Disaster Recovery
Eaton provides business continuity with disaster avoidance application
Many SMBs often struggle with problems relating to UPS and IT assets due to the sheer amount of time and resources required to run effectively. 
Story image
IT and security team collaboration crucial to data security
Many IT and security decision makers are not collaborating as effectively as possible to address growing cyber threats.
Story image
How a single mandate changed software development forever
There’s conjecture about exactly when it was issued and by whom, but a mandate made twenty years ago is continuing to shape the software development process today.
Story image
Robotic Process Automation / RPA
rapidMATION helps Coates achieve success with landmark RPA solution
A strong Robotic Process Automation solution (RPA) can help solve many complex issues that businesses face daily. 
Story image
Cloudflare outage in 19 data centers worldwide due to own error
Cloudflare says its outage for 19 of its data centers yesterday was because of a change in a long-running project to increase resilience in its busiest locations.
Story image
Workday winning on culture and family focus
This family-first approach sees all employees receive access to family-wide private healthcare cover, as well as income protection and life insurance policies.
Story image
Significant security concerns resulting from open source software ubiquity
"The risk is real, and the industry must work closely together in order to move away from poor open source or software supply chain security practices."
Story image
Greater API usage raises concerns for protection - report
Radware has released its 2022 State of API Security report, which shows a rise in APIs, with 92% of the organisations surveyed significantly or somewhat increasing their usage.
Story image
Open source
DataStax secures US$115 million to fund database expansion
DataStax has secured US$115 million in funding, which it will use to develop and expand its Astra DB multi-cloud database and Astra Streaming service globally.