DreamWorks Animation is known for pushing technology boundaries to tell a great story.

But, until recently, the same couldn’t be said for its administrative office, according to a new case study recently released from Hyland Software partner HP.

Manual administrative processes – specifically its contract management process in DreamWorks Consumer Products division – impacted employee productivity, consumed resources and caused delays, affecting its production arm.

Each month, teams of people attempted to review and approve more than 200 contracts a month through a challenging, manual process. A process that impacted productivity and consumed resources, from staff time to office space, from one end of the business to the other. It was common to see six-inch binders lining desks and spilling out of offices. And hammering out contract details and processing versions through approval sometimes took three months or longer.

Enlisting HP and OnBase to Deliver a Solution

To change all that, DreamWorks enlisted both HP and Hyland Software to streamline its contract management process with a smart and strategic enterprise content management (ECM) solution.

The DreamWorks project leveraged Hyland’s award-winning ECM software solution, OnBase, along with Autonomy Intelligent Data Operating Layer (IDOL) server, to improve the contract review and approval process, with HP’s MFP technology used as the capture mechanism.

The new solution for DreamWorks captures electronic and paper-based documents, integrates them into front- or back-end business applications, then automates workflows and enables instant access to data stored in OnBase’s secure and centrally managed repository. The full-text indexing for Autonomy IDOL provides more control to end users, allowing them to find the information they need with its powerful search engine technology.

In the end, DreamWorks cut a third of its contract management business cycle time and is considering new ways to leverage its ECM solution across the enterprise, from accounting and purchasing to trademark and copyrights.

“I have teams breaking down my door. They’re not allowed to get more filing cabinets and they’re crying for the software,” says Sarah Kaleel, DreamWorks’ information technology project manager, in the HP case study.