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THE CHALLENGEThe contract required stringent controls and workflows from receipt of the application forms from over 700 stores around the country to scanning, capturing and returning of the validated electronic data. The target was to scan, double capture and return over 1 million forms per month at a rate of 50 000 per day. Our client was looking for an outsourced solution which would be able to fulfil their complete document management needs.
They were guided by the following criteria for the outsourced provider:
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THE SOLUTIONOutProsys first invested time in understanding the current work flow processes and then designed, developed and implemented a document management solution using their experience, capabilities and leading edge technology to deliver what their client required and needed. Couriers deliver large volumes of unsorted application forms to our premises on a daily basis from where a dedicated Goods Receiving Clerk checks the bags into the Bag Control System to manage and track the bags at all times through the process. The forms are then stored securely until they are ready for prepping, at which point the bags are checked out of Storage Dept and checked into the Prep Dept. All prepping is recorded in the Prep Control System and once the forms are prepped it is checked out and checked into the Scan Dept where all scanning is recorded in the Scan Control System and performed on two high speed production scanners with a third scanner as backup. All applications scanned are visible on our Web-Portal which combined with the Daily Status Report provides the following key benefits:
Once the application forms have been scanned and converted into electronic document image files they are backed-up and auto enhanced using despeckle, deskew, rotate, stitch and cropping functions. Barcode recognition is performed at this stage to track the forms through the process to ensure completeness, validity and prevent duplication. Thereafter the images go through the Pre-Process stage which involves renaming, sorting and batching the images and then generating batch header controls and pre-populated data entry files which guide and validate the data capture operators throughout the process ensuring completeness and validity over capture. The manual capture of hand written text involves one operator first capturing the data and a second more experienced operator re-capturing each character blind. This ensures that all data identified for double capture is double captured. Typed text that goes through the optical recognition process is followed by key correction (reject and repair), which requires the support of exception management where our experienced operators perform OCR corrections and double check for any anomalies. This double capture process combined with matching processes, lookup tables and validation routines embedded in the capture systems recognises the wealth of data on each form and turns it into valuable accurate electronic information. Thereafter the data is Post-Processed into the client's required output format using agreed business rules and validation routines to generate the final output. Any records that fail the validations are quarantined in an exception file. On a daily basis validated electronic data is securely uploaded via an IPSec tunnel to our client's servers along with a Daily Status Report that is sent out. At all stages in the process completeness and validity checks are performed to ensure that all work is complete and valid. To ensure guaranteed continuity of service supporting the processing of our client's forms we maintain a secure backup of all data and images on-site and off-site and have a failover production server, failover network switches, failover power generator and failover internet bandwidth. Our document management solution has addressed and exceeded our client's requirements as we continue to strive toward providing service excellence. BACK |
The contract required stringent controls and workflows from receipt of the application forms from over 700 stores around the country to scanning, capturing and returning of the validated electronic data. The target was to scan, double capture and return over 1 million forms per month at a rate of 50 000 per day.
Our client was looking for an outsourced solution which would be able to fulfil their complete document management needs.
They were guided by the following criteria for the outsourced provider:
OutProsys first invested time in understanding the current work flow processes and then designed, developed and implemented a document management solution using their experience, capabilities and leading edge technology to deliver what their client required and needed.
Couriers deliver large volumes of unsorted application forms to our premises on a daily basis from where a dedicated Goods Receiving Clerk checks the bags into the Bag Control System to manage and track the bags at all times through the process. The forms are then stored securely until they are ready for prepping, at which point the bags are checked out of Storage Dept and checked into the Prep Dept. All prepping is recorded in the Prep Control System and once the forms are prepped it is checked out and checked into the Scan Dept where all scanning is recorded in the Scan Control System and performed on two high speed production scanners with a third scanner as backup.
All applications scanned are visible on our Web-Portal which combined with the Daily Status Report provides the following key benefits:
Once the application forms have been scanned and converted into electronic document image files they are backed-up and auto enhanced using despeckle, deskew, rotate, stitch and cropping functions. Barcode recognition is performed at this stage to track the forms through the process to ensure completeness, validity and prevent duplication. Thereafter the images go through the Pre-Process stage which involves renaming, sorting and batching the images and then generating batch header controls and pre-populated data entry files which guide and validate the data capture operators throughout the process ensuring completeness and validity over capture.
The manual capture of hand written text involves one operator first capturing the data and a second more experienced operator re-capturing each character blind. This ensures that all data identified for double capture is double captured. Typed text that goes through the optical recognition process is followed by key correction (reject and repair), which requires the support of exception management where our experienced operators perform OCR corrections and double check for any anomalies. This double capture process combined with matching processes, lookup tables and validation routines embedded in the capture systems recognises the wealth of data on each form and turns it into valuable accurate electronic information.
Thereafter the data is Post-Processed into the client's required output format using agreed business rules and validation routines to generate the final output. Any records that fail the validations are quarantined in an exception file. On a daily basis validated electronic data is securely uploaded via an IPSec tunnel to our client's servers along with a Daily Status Report that is sent out.
At all stages in the process completeness and validity checks are performed to ensure that all work is complete and valid. To ensure guaranteed continuity of service supporting the processing of our client's forms we maintain a secure backup of all data and images on-site and off-site and have a failover production server, failover network switches, failover power generator and failover internet bandwidth.
Our document management solution has addressed and exceeded our client's requirements as we continue to strive toward providing service excellence.
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