FSA Compliance Case Study - Cattles

Cattles is a FTSE 250 financial services company that uses Worktribe to manage document reviews between internal departments and external consultancies.

“I looked at a number of solutions. The price together with the fact that it is easy to implement and has a minimal impact on our IT department made Worktribe the obvious choice.”
Sarah Earith, Marcoms Manager, Cattles plc

Project Extranet

Cattles uses Worktribe to streamline project communication between its marketing department and its external direct marketing and print agencies.

Central Resource

Worktribe provides workflow tools, digital asset management and online review and signoff facilities which have all improved collaborative working practices, reduced headaches and generated significant cost benefits for all parties.

Project Management

Worktribe has helped Cattles and its agencies ensure that their established project management process is observed and consistent across all campaigns. Prior to Worktribe, it required a major effort to co-ordinate, as each project involved contributions from a number of different organisations in different physical locations.

The team now has a project workflow template within Worktribe which matches their project management methodology. Now, for each project, they simply create a new Worktribe from the template, which automatically creates the pre-determined work breakdown structure. Each stage acts as a trigger for the next to ensure that each party is aware of its responsibilities and deadlines for action.

"Our process is so much clearer now. All our briefs and specs and schedules are in the right place, and the email triggers are really useful because they make sure everyone knows what they need to do next. It has saved us a huge amount of time."
Sarah Earith
Marcoms Manager

Document Review and Signoff

Worktribe includes job tracking facilities which the team uses to manage changes to artwork and copy - from initial concepts through to signoff and off to print.

The job tracking tools are based around a 'dashboard' which uses an intuitive system of traffic lights to show the status of each job at a glance.

The digital signoff tools provided by Worktribe allow specified users to be registered as signing authorities who can sign off artwork and copy through the system. Worktribe automatically maintains an audit trail of document versions and signoffs, which authorised users can review at any time.

Correspondence Tracking

Worktribe allows the marketing department and its suppliers to track all correspondence and comments along with each job. This allows everyone to review previous correspondence and ensures that everyone is kept up to date.

Worktribe does not replace the telephone or meetings - these are still critical ways to communicate. But by placing minutes of meetings and calls into Worktribe, everyone involved in the project is clear on what was said and which decisions were made at each point in the process.

Easy Transfer of Large Files

Cattles was having difficulty transferring large artwork files between its marketing department and external agencies, as these files were often too big to send by email. Even split into many small parts, these files would often take considerable time to arrive. In many cases artwork was faxed to Cattles for comments or sent by courier from remote locations.

Quick Turnaround

"Even with the very smallest projects it's quicker to use Worktribe. It's so easy to upload the artwork, and it's such a quick turnaround - much faster than sending files by email."
Sarah Earith
Marcoms Manager, Cattles plc

Worktribe has fully resolved these issues by providing a web-based interface that can handle large file transfers with ease. With no dependency on the email infrastructure Cattles can now guarantee delivery of artwork to meet print deadlines, resulting in quantifiable cost savings.

Digital Asset Management

Worktribe has helped Cattles introduce and maintain a consistent filing and tracking system across all projects.

Prior to using Worktribe, files and correspondence were scattered across email inboxes and retrieving information was time-consuming. In many cases, it wasn't clear who had the files, what they were called or which version they were. Often one party would need to call another to ask them to resend files. Now, simply - "it's on the Worktribe".

Cattles has a template for each type of project that includes a storage structure for briefs, work in progress, schedules, specifications, management information and contacts. All projects created from the template automatically adhere to this structure, so documents are always filed correctly by project and type.
Worktribe also provides a search facility which helps users locate information in seconds by job number or other metadata.

Automatic Filing

"Worktribe has made it much easier to find the files we need because they're automatically filed in the right job in the right folder, not just lost in someone's email."
Sarah Earith
Marcoms Manager, Cattles plc

FSA Compliance

As a financial services provider, Cattles is required to have its marketing materials approved by its legal team. Additionally, it is often required to present documentation to external audit bodies to demonstrate its compliance with relevant regulations. Worktribe has dramatically reduced the time to correlate the relevant information.

Audit Trail

Worktribe provides the marketing department, the marketing agency and the print agency with a full audit trail of activity on each project.

All correspondence, comments and feedback is recorded in the system and is available for review by any authorised users at any time.

Performance Improvement

Over and above the day to day benefit, Worktribe has a long-term strategic importance for Cattles as it provides a means by which the business can measure the efficiency of its working practices.

By analyzing the number of versions a document goes through before signoff, the average time to reach signoff, etc., the business can identify areas to improve performance.

Response Times Much Faster

"The response times for comments on artwork are much faster since we started using Worktribe. It's invaluable when you're trying to get a job signed off against a deadline."
Johanna Doolan
Account Manager, Redman Jones