Key Pain Points in Manual Paper Based Systems

Transcription

1 Key Pain Points in Manual Paper Based Systems No transparency. Limited accountability. Can t retrieve information quickly. Chance of loss. Can t track or monitoring status of file processing. Scope for tampering contents. Not able to answer customer questions. Status of file is not known to the applicant. Entire organization is dependent on the file custodian for answers.

2 Paper hardcopies are scanned and categorized

3 Digitized Letters are collected as Digital Files John Smith s LETTERS Application John Smith s FILE Complaint Record of Changes

4 Files follow a configured Workflow based on Type Approve + Forward Supplier Mgmt Project Manager Approve + Forward Review Further Approve + Forward Managing Director Controller

5 Benefits: Speed and Accuracy Manual processes can be unreliable, slow and error prone With automation, calculations are correct the first time around, allowing for faster turn around and quality results for customers.

6 Benefits: Increased Confidence Errors reduce confidence in the organization. With automation, staff and customers can track when activities are completed so that there is increased confidence in the progress and completion of tasks.

7 Benefits: Access System Anywhere Restricted to onsite working hours and geography. Work from the convenience of your Home, Offsite, or Onsite with authorized privileges.

8 Benefits: Increase Worker Productivity Manual data entry, searching for lost files, and manual rework waste time and valuable resources With a system, information is available to authorized users with valuable functions to help all different types of users get their job done faster.

9 Benefits: Better Security Papers can be lost at any point along the process, exposing potentially sensitive data. With a system, access to information is better controlled through defined roles and privileges. Backups are done on a routine basis.

10 Benefits: Significant Organizational Savings Physical papers can be hard to track and take up physical space for storage Backups are done on a routine basis. Physical space is saved.

11 Key Features WORKFLOW FEATURES Capture key fields in web-based searchable fields based on File Type. Approve, Reject, Revert, Forward, Send for Advice actions for each step of the decision. Move files to The Callbook for pending questions. Refer files to an User outside the workflow and get response back in your own Workflow stream. Version your Workflows so that you can change as your Organization changes. CONVENIENT FILE READING/NOTING FEATURES Checklist based noting so that you don t forget a step. Search attached documents quickly. Bulk processing of files allows users to add batch notings to similar types of files.

12 Key Features COMMUNICATE/COLLABORATE ACROSS THE COMPANY Built in Flexibility to create the Organization Hierarchy you want. Get Acknowledgment on Receipt of Letters and Files in your Inbox. Share responsibilities between Posts or Users. Transfer Roles to other users while on vacation to keep files moving. Creation of Drafts for approval with versioning Online/Offline Messaging System SMS alerts PDA integration Offline module Alert engine for sending alert mails & reminders

13 Key Features SEARCH AND QUICKLY FIND DOCUMENTS. Highly flexible file search Search attached documents Comparative View of File Notings Hyper linking & reference of circulars & attachments in the noting FILE RETENTION/ ARCHIVING Move files to record room, and keep track of disposal Archive engine for management of old data

14 Key Features VALUE ADDED FEATURES Fee Generation Maintain Government Order Library REPORTS Pendency Statistics Various build in reports by User, Post, Date, and File Types CONFIGURABLE SETTINGS/ SECURITY High level User Security with IP based restriction Highly configurable settings provide flexibility

15 As part of CODigi, you get 1. Study of your Organization for CODigi Configuration: IDSi will spend one week with your organization gathering requirements in order to initially configure the system for rollout. This helps you get to work faster. 2. Software Installation: IDSi will provide technical environment requirements. IDSi will coordinate with your technical staff to install and test the product in your Staging and Production environments. 3. Training and Reference Materials: IDSi instructors will provide hands on training of your CODigi system for users. Adoption is a key part to success and with a few sessions, users will be up and running. 4. Support and Maintenance: IDSi is dedicated to continuous support your needs. With Standard Support Program, you get access to the IDSi Help Desk; With Premium Support Program, you get new Releases of the product and access to the Help Desk.