Creating value by iPad-enabling processes in top management Research note on mobility with cBrain F2
Mobility is a major force in changing the way organizations are using technology. This research note is based on interviews with key employees in three Danish ministries: • • •
The Danish Ministry of Climate Energy and Building The Danish Ministry of Social Affairs, Children and Integration The Danish Ministry of Environment.
The research note describes how cBrain F2 Manager and cBrain F2 Minister iPad-enables cBrain F2 Case Management Software and change the way top management work in Danish government.
Content Optimizing through mobility .................................................................................................. 2 More efficient case management ........................................................................................... 2 Paperless management ........................................................................................................ 3 Experiences from a top manager ........................................................................................... 4 Getting started with F2 Manager ............................................................................................ 5 F2 Manager on iPad is as secure as possible............................................................................ 5 Benefits of mobilizing cBrain F2 with F2 Manager ..................................................................... 6
Optimizing through mobility Mobility is by far the strongest technology driver right
Management Software to make cases and documents
now. Comparing findings from various research
available in the F2 Manager app on the iPad. Managers
organizations leaves the lasting impression, that
are then able to work with cases both formal and
access to data and ability to do real work with data
informal whenever wherever. F2 Minister is designed
whenever and wherever needed are becoming top
for the workflow of a government minister.
priorities in many organizations. Mobility optimizes processes and ultimately frees up time for the mobilized workforce to core activities or new ones. Since Apple introduced the iPhone in 2007 and the iPad in 2010 mobility has been driven by user demand as well as strategic wishes for process optimization. According to media coverage of Gartner analysis 80 percent of iPad owners at heavy users, meaning that there are using their tablets at least ten times a day. And the iPad is increasingly becoming the choice of organizations when mobilizing the business processes is seriously on the agenda because of its intuitive use, simple interface for apps and high security. These are all elements in cBrainâ€™s F2 mobility strategy. F2 Manager enables users of cBrain F2 Case
More efficient case management The Danish Ministry of Climate, Energy and Building
The traditional batches of cases with all the important
has implemented cBrain F2 Minister and cBrain F2
documents printed for reading, annotations and
Manager to iPad-enable work processes for the
approval or rejection need to be printed, collected,
Minister and the senior management. On the surface it
delivered to the minister and brought back to the
is an add-on to this organizationâ€™s cBrain F2 Case
organization for further processing. By using F2
Management Software, but in reality a vital change of
Manager and F2 Minister, employees at the Ministry of
working processes in The Office for Case Management
Climate, Energy and Building are able to create access
and for the Minister of Climate, Energy and Building
to cases and all its related documents on iPad.
and the ministerâ€™s top managers.
From their iPad senior managers and the Minister are
The implantation of F2 Minister has led to more
able to work with all documents related to a case,
efficient case management, and at The Office for Case
create personal notes and approve or reject a
Management it is estimated that the iPad-enabling has
presented case. When travelling or working out of the
meant a 70% reduction in time spent on the tasks
office on an iPad top management are working with
needed after the approval processes in top
access to the archive of historic documents and the
management. The process of a case ending with an
ability to start an online discussion with other
approval from the Minister happens much more
managers in their management team as they work on
continuous now compared to the traditional batch like
cases presented for their approval.
flow with printed documents delivered to the Minister.
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Paperless management At the Danish Ministry of Social Affairs, Children and
of that strategy even though the demand for mobility
Integration the management meetings on director
in the organization is driven just as much by users in
level are now totally without printed documents. All
the organization as it is initiated from a strategic wish
documents from the cBrain F2 Case Management
of optimizing return on investment in cBrain F2 Case
Software needed for the management meetings are
Management Software. Next step using cBrain F2
accessed from the directors’ iPad by cBrain F2
Manager at the Ministry of Social Affairs, Children and
Integration will test the rating function in F2 Manager with the work processes in top management.
F2 Manager builds the daily agenda with meeting material for top managers in the Ministry of Social
The rating function enables top managers to indicate
Affairs, Children and Integration. The complex
their position on an item and include their personal
organization contains numerous departments
notes. The rating function could replace discussions
responsible for core activities in the welfare state
taking place by e-mails between the top managers and
depending on large numbers of decisions, approvals
determine whether an item will end up on the agenda
and rejections every day. And even a small new detail
of a management meeting.
might be able to change the direction of a case. With access to all documents in cBrain F2 Case Management Software from the iPad organized by the cases on
The rating function of F2 Manager, enabling managers to indicate their position on items, has the ability to dramatically changes the way a chairman of a meeting
today’s agenda a director is always up to date with the latest details in a case without waiting for printing or transport of documents.
is able to manage the time and discussion in meetings. Ultimately an item with all managers’ agreement before the meeting doesn’t need to be discussed and
At the Ministry of Social Affairs, Children and
might be removed altogether or just mentioned at the
Integration the mobilization of top management is part
meeting. The chairman will know why some managers
of the strategy for smart case management. Using
disagree on proposed solutions and be able to prepare
cBrain F2 Manager and F2 Minister is an important part
the discussion for the meeting even better.
Documents are made available in the F2 Manager App on iPad. Work processes can be done online as well as offline. The F2 Manager App synchronizes the latest changes and updates whenever online and makes it possible for top managers to continue working when offline.
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Experiences from a top manager Mr. Jesper Brask Fischer is Deputy Permanent
documents. Of course I can forget the iPad – and then
Secretary at the Ministry of Social Affairs, Children and
I am in trouble.”
Integration making him responsible for the day to day management, strategy and international relations. At a breakfast meeting arranged by cBrain in October he told about his experiences by iPad-enabling processes in top management.
However Mr. Brask Fischer isn’t in deeper trouble than finding the time needed to get a new iPad and synchronize with the cBrain F2 Case Management Software. Data on the iPad is hardware encrypted and cannot be accessed without a valid password. Together
There are 1400 employees in the department of the
with an encrypted connection and synchronizing with
Ministry of Social Affairs, Children and Integration and
the F2 Case Management Software behind a firewall
its three agencies. As the Deputy Permanent
the mobile case management is as secure as possible.
Secretary the goal for Mr. Brask Fischer isn’t just an optimized and efficient organization but also a clearly targeted administrative culture. The top management meets every other Wednesday for a two hours management meeting between 09.00 and 11.00 with no papers – only their iPad.
“There is also good economy in mobile case management, since it becomes easier for the employees to work with the material before meetings and decisions after the meeting.” The CEO at the Ministry of Social Affairs, Children and Integration finds the challenges mostly in the iPad form factor.
“You asked me what happens when top management is mobilized with an iPad.” Mr. Brask Fischer
“I would like Apple to make an iPad in the A4-format. Right now the screen becomes to small when working
continued with the answer to the question about his
continuously on the iPad.” Mr. Brask Fischer works
experiences with paperless management meetings.
from a desk top in the office, an iPad and a Mircosoft
“Time. Economy. Flexibility.”
Surface. However it is the iPad with cBrain F2 Manager
“Time is saved. The academic staff prepares the items
he brings everywhere.
for the agenda and delivers all material to my iPad
“The total dependence on technology is another
through F2 Manager. No administrative staff is needed,
challenge to mobile case management,” Mr. Brask
and I can start preparing the meeting right away,” Mr.
Fischer told and stressed the importance of both
Brask Fischer told, and he continued talking about the
connectivity and intuitive use in mobile case
flexibility in iPad-enabled case management.
The CEO experiences a lot of flexibility in always
“Top management isn’t trained on the iPad. And the
knowing where to find the documents and not missing
daily agenda with all the meeting material is a
material from an inbox – digital or analogue. The iPads
management tool they excel in. The digitized daily
of the top management are synchronized with the F2
agenda therefore needs to work for them right away to
Case Management Software when online ensuring
be accepted as a new management tool.”
updated documents and cases.
Deputy Permanent Secretary at the Ministry Jesper
“I can work everywhere and immediately be able to
Brask Fischer delivered a speech at a cBrain Breakfast
find historic documents, whenever a checkup is
on mobile case management October 11, 2013.
needed. I am not at risk forgetting a batch of
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Getting started with F2 Manager The Danish Ministry of the Environment has recently
First reactions from managers tend to be, that they
started using F2 Manager to iPad-enable work
always have documents available in the latest updated
processes in cBrain F2 Case Management Software.
versions now. At meetings finding historic details
The introduction happens gradually to managers
related to the case is easy, and delegating new tasks
allowing adjustments in personal work processes as
happens almost as a part of the meeting.
screen reading replaces papers.
F2 Manager on iPad is as secure as possible F2 Manager has been approved by authorities in
nosy people away from you data offers another layer
Denmark for mobile case management at highest
government level. When using the full set of security
The advanced security model of F2 Manager also
features the iPad is the most secure mobile client.
depends on secure data traffic. The approval of F2
On the iPad there are two important security features.
Manager for mobile case management at very top of
Data on the iPad is hardware encrypted and cannot be
government also requires encrypted connections and
accessed without a valid password. Secondly the
synchronizing with the F2 Management Software
hardware lock designed for keeping children and other
behind a firewall
It often takes a full binder to contain all the files and documents on the agenda for just one day in top management. In the F2 Manager App all meeting agendas and documents are just at the fingertip on the iPad. Managers are able to work with all documents connected to a submittal and engage in dialogue with peers and employees on the build-in chat in cBrain F2.
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Benefits of mobilizing cBrain F2 with F2 Manager Optimizing workflow: Management is handling submittals and case management continuously wherever they are, minimizing stop and go production in the organization. Minimizing resources: Using F2 Manger minizes the resources used for compiling, printing, transporting and processing approved documents. Social/collaboration: F2 Manager enables users to engage in online discussions with peers and employees through the build-in chat function. The vote function enables better decision making by registering users positions on a subject. Updated documents: Changes in documents or new documents in a case is delivered directly in F2 Manager â€“ no waiting for print or transport. F2 Manager synchronizes the latest changes and updates whenever online and makes it possible for top managers to continue working when offline. In app annotation: F2 Manager comes with build in annotation enabling managers to annotate directly in documents and syncrhonize the notes with submittals and all other documents in cBrain F2 Manager. Security: F2 Manager has an advanced security model, which supports the very high governmental security requirements. When using the full set of security features the iPad is the most secure mobile client.
cBrain F2 â€“ Digital transformation cBrain F2 is an innovative all-in-one software package that covers all internal workflows and knowledge sharing. While fast to implement, cBrain F2 does work from the very first day delivering true measurable results. A total of eight Danish ministries, including the Prime Ministers Office and the Ministry of Foreign Affairs now use F2 as their digital platform. Want to know more: www.cbrain.com or at cBrain Research: email@example.com
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Published on May 9, 2014
cBrain Research; December 2013 Mobility is a major force in changing the way organizations are using technology. This research note is base...