Exploring document review amongst oracle users
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The document discusses the results of a survey conducted at the 2013 Oracle OpenWorld Conference regarding document review processes amongst Oracle users. Some key findings include: - 70% of respondents said document review was part of their job but 40% had no review process - 95% said lack of a proper review process caused challenges like working on the wrong document version - Common documents reviewed included procedures, product specs, code, and proposals - Most reviews involved 2-5 people via email with no ability to work on documents simultaneously - Oracle users reported more issues than SharePoint users with their review processes and were more open to alternative solutions like PleaseReview, a collaborative document review software.
Exploring document review amongst oracle users
- 1. Exploring document review amongst Oracle users March 2014 1
- 2. Need help to understand your document review requirements? Take our document collaboration questionnaire… http://www.pleasetech.com/collaborationquestionnaire.aspx 2
- 3. So hello… In 2013 , PleaseTech conducted a survey at the Oracle OpenWorld 2013 Conference in San Francisco. 422 conference participants responded to the survey. Of this IT driven audience 85% had a relationship with Oracle as a customer (64%) or partner (21%). Only 15% had no relationship with Oracle. The research set out to examine document collaboration & review amongst Oracle users and their partners. It follows on from similar research conducted amongst SharePoint users in 2011/12, which explored document collaboration in the workplace. 3
- 4. How did they fair…? (You can view more of our cartoons at www.documentreviewcartoons.com) 4
- 5. 70% of respondents said document review was part of their job Of these, nearly 2/3rds have between 2-5 people involved in the process …yet 40% have no document review process 95% of respondents said the failure to have a proper review process caused them challenges Amongst other issues, 2/3rds said they frequently find they are working on the wrong version of a document The barrier to implementing a better review process is TIME The headlines 5
- 6. The devil’s in the detail… 52% procedures 47% product specs 40% code 40% proposals 36% contracts 17% marketing materials What sort of documents are being reviewed? 28% complex 47% time critical 59% business critical The documents worked on are… 6
- 7. How many people are involved in a typical document review/s? 2-5 people 6-10 people 11-19 people 20+ 0% 10% 20% 30% 40% 50% 60% 70% Oracle SharePoint Regardless of platform, remarkably large numbers of people need to collaborate together to produce documents 7
- 8. What processes do Oracle users and their partners have in place to manage document review? 37% file share 46% DMS 66% email 17% online 8
- 9. How does this compare to SharePoint users? There are many similarities, SharePoint users also predominantly use email to send out attachments or use their collaborative platform/file share service to access documents But…in all these instances, only one person can work on a document at one time Twice as many respondents within the Oracle community use an online solution (17% v 10%) The raises the question of whether this group have a greater understanding than their SharePoint counterparts of the need to seek out specialist software to solve specific business issues? 9
- 10. Are the processes being used within the Oracle community (email, file sharing) meeting their document review requirements? 10 Manual process of merging changes from multiple contributors Cannot access the document at the same time Working on the wrong version Too time consuming The process is too unwieldy and inefficient People overwrite others' changes Cannot capture any metrics / details for the review Formatting and style issues on the document 0 10 20 30 40 50 60 70 Strongly agree Slightly agree Slightly disagree Strongly disagree %
- 11. Over ¾are unable to access the document at the same time 8 out of 10 said the process of reviewing documents was too time consuming 70% said the process was too unwieldy ¼ didn’t think that their review process resulted in formatting issues. Most people agreed it was a problem No, they aren’t… 11
- 12. There were some startling contrasts between the responses given by the Oracle and SharePoint communities 62% said colleagues overwrite changes v 28% of SharePoint users 78% of Oracle respondents declared the process of reviewing a document was too timing consuming v 35% of SharePoint users 80% of Oracle respondents said they had to manually merge changes v 24% of SharePoint users 12
- 13. From its 2012/3 survey, PleaseTech concluded that SharePoint users accepted these challenges as a necessary evil, unaware better solutions were on offer There’s been a lot of marketing hype around SharePoint, positioning it as the document collaboration platform – it wouldn’t be unreasonable to suggest this has had a negative impact on users willingness to seek out alternative solutions to bridge the gaps in its collaborative capabilities In contrast, Oracle is not heavily promoted as a collaborative platform and it is therefore reasonable to suppose that Oracle users are more open to seeing out alternative solutions to their document review process 13 There are some conclusions we can draw…
- 14. What is the main reason for not researching or implementing a better solution? 45% 29% 11% 5% 3% 1% 6% Time Budget Unaware No authority Management IT None 14
- 15. …we asked ‘would they consider an alternative solution; consider an Oracle partner; look to any potential 3rd party partner or try to resolve the problem in-house’? Having already established that those within the Oracle community are more likely to seek external solutions, PleaseTech went on to examine this in more detail… 83 24 33 58 49 35 54 66 153 158 173 118 93 134 111 100 44 71 51 80 Only consider an alternative Oracle solution Consider an Oracle partner Any 3rd party Build an in-house solution Very unlikely Unlikely No opinion Likely Very likely The high % of people considering an in-house purpose built solution is likely to be as a result of the inherent nature of the Oracle IT departments whom are used to extending Oracle 15
- 16. No matter which platform is being used, those involved in document review are still reviewing predominantly by email and face to face meetings There is now more than ever, a greater emphasis on how to collaborate around key business processes, and there is much discussion around the value of managing and sharing content However, there is a huge lack of understanding and awareness around what is possible, so end users put up with outdated and frustrating methods of document review A recent Whitepaper published by Osterman Research confirms ‘it is important to incorporate complimentary technologies that augment its native functionality* However, to deal with certain business processes, such as collaborative document review, it is necessary to look out of the SharePoint box Rarely has a platform received as much hype as SharePoint and there are many reasons why this is justly deserved Oracle is a mature technology and has a realistic idea of what it can and can’t deliver. This is demonstrated by the willingness within its community to seek out alternative solutions The most startling learning to emerge is that 40% of businesses surveyed don’t have a process for the review of business and time critical complex documents. Is any other process so overlooked? There is no doubt that as organizations gain an increased understanding of the benefits to be gained through collaborative review, people will seek out specialist software solutions So what does this tell us? *SharePoint Governance: Do something or do nothing. Osterman Research whitepaper, March 2013 16
- 17. Caught your attention? Maybe you’d be interested in finding out about PleaseReview; collaborative review and co-authoring software from PleaseTech. PleaseReview facilitates controlled, simultaneous and secure collaboration for the reviewing and editing of documents. Why not get in touch for a short PleaseReview product demonstration: Email: info@pleasetech.com Web: www.pleasetech.com Tel: +44 01666 826540 17
- 18. PleaseReview is a secure, collaborative, browser-based environment for the controlled review and co- authoring of Microsoft Word (and other) document types. Its unique functionality gives secure, simultaneous access to the same copy of the document (on or offline on any device), control over who can do what to where, automated consolidation of proposed changes and comments and comprehensive reporting and metrics. About PleaseTech PleaseTech Ltd is the document authoring and review specialist, providing software solutions for the collaborative review and authoring of documents. A UK based business, PleaseTech focuses on providing controlled collaboration and co-authoring through its review product, PleaseReview. Launched in 2005, it has over 75,000 users from more than a hundred companies across the globe. Clients range across industry sectors and business disciplines, with the majority operating in regulated and document-intensive industries, such as life sciences and defense. It is in these sectors where the creation and review of large, often complex documents is of particular importance due to strict regulatory and corporate compliance requirements and tight deadlines. About PleaseReview 18