Published: September 8th, 2014

The Greater Toronto Airports Authority (GTAA) expects to achieve substantial savings in money and labour by migrating the all corporate and workflow documents into an enterprise information management suite developed by OpenText Corp. of Waterloo, Ont.

Sharing content and managing processes across multiple groups is a constant challenge for the organization that operates and manages the Toronto Pearson International Airport. With nearly 1,200 employees, the GTAA is the hub of internal teams, external government and travel agencies, 75 airlines and a host of other partners.

No less than 36 million airline passengers are served by the GTAA each year and the organization requires rapid, secure and automated data processing in order to make all the bookings, flights and other tasks possible. This also means data needs to be readily available to authorized users across the organization, according to Juan Pablo Rojas, digital and corporate information solutions lead at GTAA.

“Each department has its own work and goals that support our corporate mandate, so information management is essential,” he said. “Information silos within the company would be detrimental.”

Rojas said the airport authority turned to OpenText to help them develop a documents and workflow platform. Today GTAA employees store and exchange a variety of corporate information through iShare, the organization’s branded version of OpenText’s Content Suite portal.

Content Suite is part of OpenText’s enterprise information management technology which helps organizations locate and manage information in their network.

The GTAA has built 30 workflows for business processes. They cover simple to complex tasks such as ordering business cards, exchanging shifts, requesting new tools and hiring employees. There are also external process for dealing with contractors and other matters. Each process requires specific levels of review and approval as well a procedures of routing information to the appropriate parties.

It’s critical that people looking for a document know where to find it fast in order to save time and money.

Rojas said GTAA is able save anywhere from $5,000 to $26,000 annually per workflow as well as two to 20 hours per week, per workflow with iShare. Currently, some 500 GTAA employees access the system each day to review, change and make additions to documents and GTAA has plans to migrate even more data into the portal.

“We have all our corporate documents in Content Suite and eventually want to have all out documents in the repository,” said Rojas, “People can use their personal workspace for their files in draft mode and once final, move them over into iShare.”