Providing employees with easy, secure access to applications, systems and documents can boost productivity and better inform decision-making. Portals have commonly provided a means to achieve this but have traditionally been expensive and complex to implement. Recognising a growing need in the public and private sector for a collaboration 'gateway', e.com institute has upgraded its proven Homebase Collaboration Suite.
"To remain competitive, businesses must efficiently and effectively create, capture and share their organisational knowledge and expertise," says Schalk Roelofse, Manager: Information Management at e.com institute.
"The Homebase Collaboration Suite takes organisations one step beyond traditional portal functionality, however, enabling not only access to applications and business systems but providing a platform for collaboration by combining content, context and process."
The solution removes boundaries between divisions and lines of business, helps with the application of policies, such as governance, increases productivity and collaboration, improves project management and enables document audits and security, explains Roelofse.
The suite contains numerous information management solutions, including project administration, document management, security and a BI reporting platform. Homebase is modular, with a change to the security module, for instance, immediately updating all other modules. Modules can also be developed and added as required.
"We have engineered the solution to 'trap' or record information in the organisation network and employees' heads - ie, explicit and tacit knowledge," notes Roelofse. "Implemented in a number of environments, the solution has proven itself invaluable. One organisation that deals with complex regulatory scenarios that require high levels of security and access to numerous documents has, for example, found Homebase to be pivotal to its ongoing operations."
Homebase is server-based and licensed per company. The only user restrictions are thus the hardware and bandwidth the company has available.
The KM matrix
Homebase provides a customisable taxonomy on which a knowledge management (KM) strategy can be configured.
"The key to taxonomy design is knowing how and where knowledge is generated, how and where information is used, and how an organisation will 'trap' or find the knowledge that is generated quickly and effectively," explains Roelofse. "Homebase's taxonomy is not just based on the structure of the business. Instead, it allows users to map organisational structure, systems and data to a matrix that includes functions, divisions, products and people. The matrix makes it easier to locate and access information, while the multiple dimensions allows for easier collaboration."
Homebase's taxonomy only acts as a reference model. Users can up or downscale the taxonomy to adjust to organisational change. "These attributes differentiate Homebase from other KM solutions which mostly only make provision for silos of information and most often end up being a document and data storage facility rather than a KM strategy enabler," says Roelofse.
The matrix helps identify the dynamics of the organisation and create a KM roadmap. However, the development of a KM strategy is an ongoing initiative as knowledge continues to grow over time.
Homebase will:
* Improve operational efficiency through centralised management, automated business processes and better information sharing.
* Reduce risk by eliminating data loss, improving corporate governance and enabling strong control over information, helping to ensure regulatory compliance.
* Improve business continuity and operational efficiency.
* Enable immediate access to critical information, whether for business or compliance requirements.
Primary functionality
Homebase's primary modules include document management and project administration.
Homebase's Document Management Server cost-effectively manages critical document needs and processes within an organisation, to concurrently increase workflow and productivity. It assists in managing and exploiting the value of an organisation's document and information assets by automating information lifecycle management.
The document repository stores all documentation, including templates, contracts, general documents and electronic copies of signed documents in a central repository, enabling organisations to quickly locate content that is critical for productivity and efficiency. Features include security, user and group management, version control and workflow with approval facilities.
The Project Management Office (PMO) module allows for project communication and for related documentation to be stored in a pre-defined hierarchical structure set up by the administrator. The ability to store status reports, project meeting minutes, project lints and resources. Features include the ability to capture project related information such as project budgeting, sequential or parallel workflow approvals, resource allocation, automated alerts and project distribution lists.
Share
Editorial contacts