Home working, remote access and stretched resources – in the past year we’ve spoken to hundreds of organisations who suddenly realised their existing case management system wasn’t suited to the new world we find ourselves in.
What was once a project for the years ahead was suddenly at the top of the agenda – adapting existing processes simply wasn’t going to work.
If this is you, you need the right system, and you need one that can be set up quickly. The faster you deploy, the sooner you reap the rewards. However, budgets are being squeezed so you don't want to pay premium for fast delivery. How can you achieve this?
Off-the-shelf vs bespoke
Whether we’re talking HR or complaints, FOI or SAR, most organisations don’t need an entirely bespoke case management system. Not that there’s anything wrong with this approach – we offer fully-tailored case-management deployment, but we also realise it’s not right for everyone.
How do we know? We’ve been in the case management business for a while – since 2003 to be precise. Hand on heart: most organisations aren’t quite as unique as they think they are, and we use this to your financial advantage.
However, most organisations don’t want completely ‘off-the-shelf’ case management either. They want to be able to reflect their own ways of working in the system.
At Workpro we offer Fast Start implementation packages to give you the best of both worlds. Each Workpro version (whether HR, Complaints etc.) is pre-configured with common case types, targets and report templates – all built from years of seeing how customers use our systems. Your specific package is also designed to meet all the most common regulatory needs – for example, our Financial Services version ticks all the complaint handling boxes set out by the Financial Conduct Authority (FCA).
Does that sound a bit rigid? It’s not. Many of the standard settings in Workpro can be easily adjusted to make the system yours. And if you prefer, we can do all of this for you.
Think company-specific terminology, and categorisations that match the language your team actually uses. Plus user permissions, templates, targets and more. We can even adjust the standard data sets to make sure your reports hit all the right metrics.
Placing all this under your control (with a little help from our training team) gives you flexibility for the future and keeps costs down.
Bespoke systems take months to agree, let alone build
Imagine you’re commissioning a fully-tailored build. Before you can even begin to agree a go-live date or cost, it needs to be scoped from scratch, with every deliverable agreed.
You’ll definitely need a dedicated person to manage all this on your side – it more typically requires a small team, with members drawn from across your organisation.
All this demands time. If you’re really lucky, it might take six months to get your new system up and running.
Like we said – bespoke systems are absolutely the right choice for some organisations. But for those who don’t need the last word in tailored case management deployment, it’s a lot of effort for very little gain.
Fast-track in around eight weeks
You can have a typical deployment of one of our standard options up and running in around eight weeks. This allows for the time to configure the base system to suit your needs, and training for your team.
If eight weeks still feels like too long, we can go even faster – we’ve rolled out the system in as little as six weeks. Talk to us about your situation and we’ll give you a straightforward answer.
We always suggest you focus on what you need right now. So while you’re enjoying the lower costs and increased productivity of your new Workpro system, you can plan for the additional configuration work in a phase two implementation. This still gives you that final couple of percentage points of gain, but without a long wait for the main benefits – the best of all worlds.
Here’s another reason for choosing this approach: once you have a functioning system in place it’s easier to see where changes would be most effective. Then we can work with you to make sure changes are applied in the right way. Of course, you might just find the system already has everything you need – that’s the case for around 40% of our customers.
We’ll help with IT headaches
We’ve deployed hundreds of new systems and worked with almost every system architecture you can imagine. Whatever your challenges, we can help overcome them.
That’s actually the main reason we include standard public cloud hosting with the fast start package. Cloud hosting is much quicker to setup than an on-premises installation or VPN solution. And it doesn’t require anything like the same degree of integration.
Our technical experts can talk you through the options, and even work directly with your IT department to make sure nothing delays your project.
Training for the team
Not only can we train the team on how to use the new system, we can offer support in specific areas. Need to give them a little more guidance on how to write reports? A refresher on template management? Whatever it is, we can help.
We pass the savings in implementation time on to you. A fast-start case management system for a small team can cost around £5,000 a year for licensing, hosting and support. There is a one-off onboarding fee of roughly the same amount.
Compare that to a bespoke system – £5,000 probably wouldn’t even get you past the scoping phase. Then consider the money you’ll save by implementing sooner – not later. And the reduction in human-error and hours-per-case when your case management system is this easy to use.
Procurement made simple
We know the procurement process can stand in the way of getting the system you need. To save you time and headaches with approvals, we set out clear project deliverables and outcomes in the contract.
If you’re in the public sector, visit the UK Government Digital Marketplace. Here you’ll find our quick quotes and pre-agreed contract terms, all designed to cut your workload and timescales.
From build to go-live
To deliver such a swift implementation, we follow a tried and tested deployment plan. We minimise time calls on customers, but the inputs you make at key points are well rewarded by the end result.
In the first couple of weeks, we’ll build your specific Workpro site, working with your IT colleagues to set up your email and authentication settings.
Over the next few weeks, we’ll train your administrators to set up the lookup lists, create templates, add users and change field captions. Our experienced team is on hand at every step.
As we approach the final deployment date, we’ll deliver user and report writer training, alongside the robust testing you would expect. And within a matter of weeks, your new case management system will be ready to go live.
Finally – almost every aspect of the system can be custom-configured. From system integrations to data migration, it’s there if you need it – either during onboarding or later. Additional services are clearly costed ahead of you giving approval.
Or to put it another way, you get sustainable gains in around eight weeks – plus all the flexibility you need for the future.