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BUSINESS PROCESS OUTSOURCING

THE CHALLENGE

In 2001 our customer was processing internally less than 50 000 Tachographs per week. The majority were hard copies, sent to them via their customers' post office boxes. The mail was opened, sorted, and scanned at the production facility in the UK. The scanned images were then analysed and manually single captured. The analysed data was then returned back to their customers up to 5 days later.

Given the challenges inherent in document processing namely high cost, labour intensiveness and error prone procedures, our customer then decided to search the market for alternative data processing solutions, guided by the following criteria:

  • increasing weekly volume capacity by over 100%
  • reducing direct processing costs by at least 50%
  • reducing turnaround time from 5 days to less than 48 hours
  • improving overall data accuracy to greater than 98%

In addition to the rigorous benchmark requirements set above by our customer, we were also required to seamlessly integrate into their in-house Information Management System. We successfully completed both benchmark and pilot processes meeting and exceeding their high standards set, including the ability to meet their current and future data processing requirements, with the following solution.

THE SOLUTION

OutProsys first invested time in understanding the current work-flow processes and then designed, developed and implemented a bespoke solution using their experience, capabilities and leading edge technology with no upfront costs.

The entire process at our customer was overhauled with the result that the majority of Tachographs were scanned onsite at the transport depots, then securely transmitted to a server we managed on-site at our customer in the UK. From there we synchronised the electronic images, utilising a secure encrypted SSH connection, with our local servers at our Data Processing facility in Cape Town (South Africa), where we utilise a combination of our leading edge recognition technologies, highly trained & experienced data entry operators to Double Capture the handwritten text from the scanned electronic images. This double capture process combined with matching processes, predefined business rules and validation routines, ensured that our captured data was complete, accurate and valid.

Within 4 to 24 hours, depending on Job priorities, the validated electronic information was then post processed into our customers required format and uploaded via the secure encrypted SSH connection to their server in the UK ready for import into their Information Management System. Our online statistics via the document management Web Portal, provided a secure real time visibility to our customer of all their jobs in the system including detailed statistics on receipts, returns, backlogs, queues and full job search, prioritise & remove capabilities.

With our improved Document Processing Solution our customer fulfilled & exceeded their original success criteria as follows:

  • volume of charts returned exceeded 120% of previous volumes
  • direct data processing costs were reduced by over 55%
  • turnaround times were maintained below 24 hrs
  • accuracy levels were consistently above 99.9%
  • seamless integration with the In-house Information Management System was established
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BUSINESS PROCESS OUTSOURCING

THE CHALLENGE

In 2001 our customer was processing internally less than 50 000 Tachographs per week. The majority were hard copies, sent to them via their customers' post office boxes. The mail was opened, sorted, and scanned at the production facility in the UK. The scanned images were then analysed and manually single captured. The analysed data was then returned back to their customers up to 5 days later.

Given the challenges inherent in document processing namely high cost, labour intensiveness and error prone procedures, our customer then decided to search the market for alternative data processing solutions, guided by the following criteria:

In addition to the rigorous benchmark requirements set above by our customer, we were also required to seamlessly integrate into their in-house Information Management System. We successfully completed both benchmark and pilot processes meeting and exceeding their high standards set, including the ability to meet their current and future data processing requirements, with the following solution.

THE SOLUTION

OutProsys first invested time in understanding the current work-flow processes and then designed, developed and implemented a bespoke solution using their experience, capabilities and leading edge technology with no upfront costs.

The entire process at our customer was overhauled with the result that the majority of Tachographs were scanned onsite at the transport depots, then securely transmitted to a server we managed on-site at our customer in the UK. From there we synchronised the electronic images, utilising a secure encrypted SSH connection, with our local servers at our Data Processing facility in Cape Town (South Africa), where we utilise a combination of our leading edge recognition technologies, highly trained & experienced data entry operators to Double Capture the handwritten text from the scanned electronic images. This double capture process combined with matching processes, predefined business rules and validation routines, ensured that our captured data was complete, accurate and valid.

Within 4 to 24 hours, depending on Job priorities, the validated electronic information was then post processed into our customers required format and uploaded via the secure encrypted SSH connection to their server in the UK ready for import into their Information Management System. Our online statistics via the document management Web Portal, provided a secure real time visibility to our customer of all their jobs in the system including detailed statistics on receipts, returns, backlogs, queues and full job search, prioritise & remove capabilities.

With our improved Document Processing Solution our customer fulfilled & exceeded their original success criteria as follows:

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