Working in direct consultation with the staff managing the manual document review process we identified the key steps in the process that could be streamlined with a software system. In addition to understanding the system must be self-service we broke the project into key delivery milestones:
- Upload of all of their existing documents into the system including setting the unique title, descriptive keywords for easy search and the future review date for each document
- Implementation of the workflow processing so that as each document comes up for review the relevant stakeholders are notified, allowing them to login securely to review their own copy of the document and provide their own comments in a central location, visible to others.
- Implementation of the final approval process allowing documents to be marked as final and promoted to all staff as the new version, whilst archiving previous versions so that they are accessible to management if required.
Once all of that was in place we ran through a set of tests with the management staff, making sure the system was working for each different scenario.