Change Management

Running a Maarch project: tools that serve the business

Local authorities and public sector organizations are facing a steady increase in document volumes and rising quality requirements.

Electronic document management is becoming essential — far more than just a technology choice, it’s a guarantee of efficiency.

Running a document management project with Maarch means committing to a comprehensive approach that goes beyond simply adopting a piece of software: it means supporting change, simplifying tasks, optimizing efficiency, and responding quickly to stakeholders’ expectations.

With a clear methodology and precise objectives, Maarch offers solutions that put departments and business needs at the center of attention. Let’s break down the steps and strengths of this innovative approach.

Digital transformation in service of staff

At Maarch, every project is designed to meet the specific needs of the business, going far beyond a simple technical rollout. Each step is tailored to users’ roles and responsibilities, guaranteeing a made-to-measure solution.

Let’s take the example of a correspondence management project, Maarch Courrier :

The features are designed to optimize mail acquisition and routing within the mail department and among scanning operators. For public sector staff, the solution streamlines the processing of incoming and outgoing mail through features that make the tool easy to learn, simplify drafting outgoing mail, and improve routing between departments. Lastly, for technical managers and decision-makers, the tool is designed to provide effective oversight and suitable validation processes.

This business-focused approach ensures the tools integrate smoothly into existing processes, while also enhancing those processes to make them more effective.

Configuration: putting customization at the heart of the project

The first step of every Maarch project relies on careful configuration. This work is carried out during several workshops involving all stakeholders:

• Mail acquisition involves defining the metadata and assignment criteria needed to process incoming documents.
• Document processing involves setting up document templates and approval workflows tailored to the organization’s needs.

When it comes to validation and signatures, it’s essential to determine which signing-platform workflows and electronic signature processes should be put in place. This step can be readily adapted to any Maarch project.

These workshops make it possible to create a detailed specifications document (DSD), which serves as a genuine technical and functional roadmap. This phase makes it possible to adapt the tool to on-the-ground specifics, turning it into a made-to-measure solution.

UAT: a full-scale test

The User Acceptance Testing (UAT) phase is essential for ensuring the configuration is relevant and effective. It rests on two main pillars:

• The first involves having the solution tested by a panel of end users. They test the solution under real-world conditions during dedicated workshops, using test cases representative of their daily work.
• The second involves fine-tuning through a steering committee (COSUI), which collects user feedback and allows configuration to be adjusted based on their comments. A UAT log records observations and validates the adjustments needed to ensure the solution fully meets expectations.

Training: the key to adoption

A high-performing tool cannot fulfill its purpose without successful adoption by its users, which is why training is a key part of Maarch’s methodology.

Hands-on sessions, held in person or remotely, allow users to get familiar with essential features such as creating draft replies or managing contacts, etc.

Administrators receive in-depth training over two days, preparing them to manage configuration settings and provide first-line technical support.

Ambassadors, who become internal trainers, act as change agents within their teams, strengthening the impact of the initial training sessions.

Through tools such as personalized tutorials or MOOCs, Maarch ensures every user masters the application as a whole.

Deployment support: lasting assistance

Once the application goes live, the work doesn’t stop there. During the first few weeks, Maarch steps up its presence to support teams as they get to grips with the solution.

Once configurations have been adjusted based on user feedback, settings are fine-tuned to best meet their needs.

Technical support is also available by phone and through a ticketing service, ensuring any issues encountered are resolved quickly.

Post-deployment follow-up relies on tracking key indicators to assess the solution’s effectiveness and identify areas for improvement. This lasting support is essential to guarantee the project’s success and ensure a smooth transition to a paperless environment.

An agile, collaborative methodology

As you’ll have gathered, people and collaboration are what drive Maarch projects. Running a project like Maarch Courrier relies on an agile organization, mobilizing cross-disciplinary teams.

• A dedicated project manager: as the single point of contact, they coordinate between the various stakeholders and ensure defined milestones are met.
• A team of experts: drawing on their experience with similar local authorities, they provide concrete, tailored solutions at every step.
• Business involvement: by involving staff from the very start of the project, Maarch ensures their needs are taken into account and that the tool genuinely makes their lives easier.

Reinventing administrative management

Running a Maarch Courrier project is about far more than implementing a new IT solution. It’s about redesigning correspondence management to meet today’s and tomorrow’s challenges, while putting the business at the heart of change.

Thanks to a proven methodology and personalized support, Maarch turns administrative constraints into opportunities for progress.

This change management approach embodies a resolutely modern vision of document management, one where technological innovation and operational excellence combine to serve staff and citizens alike.