Mailroom ProcessFlows The Mailroom solution from ProcessFlows www.processflows.co.uk
Introduction The Shape of Businesses Today In today s competitive business environment, running your operations more efficiently is paramount to a successfully evolving organisation. When looking at efficiency, most modern organisations have already solved the issues surrounding their structured operational data, by implementing CRM, ERP, Accounts and other line of business systems. However according to Gartner, up to 80% of business data, transactions and records are in an unstructured format paper, fax, e-mail, office documents, etc - and nowhere is this more prominent than within your mailroom. If a business wants to significantly reduce costs and in the same stroke become highly efficient, then the Mailroom process is the place to start. Mailroom ProcessFlows - Process the same volume of post, with half the staff The majority of mailrooms operate in a traditional, manual and resource intensive way. The mailroom receives a vast array of document types, mailroom staff traditionally hand sort all these different document types and send the information to a team or department for processing. This manual processing and distribution of your incoming business information provides very fertile ground for introducing process automation to improve business efficiency and reduce costs. Mailroom ProcessFlows enables your organisation to manage and control the process for each document type. Integration with your existing line of business systems enables your users to operate within their familiar operating environment. ProcessFlows can provide examples of customers who have not only benefited from increased business efficiency and lower cost, but also increased competitive advantage. What is Mailroom ProcessFlows? With Mailroom ProcessFlows you can classify the information coming into your organisation automatically. Once classification has been done, the document and data can be intelligently routed to the correct resource for processing. Classification is the key to streamlining the processing of your incoming documents. Mailroom ProcessFlows gives you one corporate entry point for all incoming correspondence and requests. Regardless of the format, all documents pass through the same system to be scanned (if necessary), classified, sorted and distributed to the appropriate destination. The result is fast, accurate delivery, while your mailroom staff can concentrate on handling exceptions.
The Solution Mailroom ProcessFlows How it works: n Correspondence and communication enters the organisation in these formats: Paper/Post - E-mail - Fax - Telephone n This information is captured or converted into digital format and placed in a queue for recognition n Each item is classified using intelligent capture in order to understand exactly what the correspondence is regarding n Once it has been classified, the system then captures the relevant index information to determine how the document should be processed n The document and its index information are then placed in the Document Management system and additional index data is pulled in from the appropriate line-of-business system (wherever possible), in order to hold all the relevant index information with the document n A workflow process is then automatically created in order to notify the correct group, individual or system, of the existence of the document and to control the processing of this document to completion n An additional workflow process can be created in order to communicate with the sender of the document and let them know it is being dealt with and Service Level Agreements included, where required n Once allocated, the document is moved to the correct folder in the Document Management system, which also contains all relevant and associated information and documents n Access to the documents is provided directly from the user s desktop n Management information is available regarding all incoming documents and their current status within the business
Benefits What are the benefits of using Mailroom ProcessFlows in your organisation? n Increase business efficiency by processing all incoming mail more quickly and effectively n Provide a platform for both huge growth and continued process improvement use the platform to introduce process efficiency across the organisation n Provide management with Business intelligence for all automated processes n Less errors in the data = greater customer satisfaction = better relationships with both customers and suppliers = lower costs n Allows the potential to move the process to other areas of the business, or even to migrate externally if required n Lower operational costs, due to fewer manual processes in the mailroom and throughout your enterprise n All incoming correspondence and requests are delivered to your knowledge workers desktops without delay, for processing n Linked directly to associated and valuable information contained in your line-ofbusiness systems, via seamless integration n Faster responses to customer correspondence and requests, leading to better customer service and increased customer value perceptions n Minimal distribution of physical mail
About ProcessFlows ProcessFlows expertise is based on successfully delivering business applications that leverage our in-depth knowledge of the various methods of Data Capture, Business Process Automation, Document Management and Output Management. ProcessFlows are a trusted provider of solutions that automate key business processes and improve the management of information and communication. Throughout our 23 year history, we have helped over 2000 organisations across many verticals - from law, finance and local government, to retail and manufacturing - realise tangible benefits such as increased efficiency, improved processes and a reduced carbon footprint. ProcessFlows have an unparalleled history in selecting flexible, scalable and market-leading products, which have been installed in thousands of organisations. The Company employs a pragmatic and customer-centric approach to business improvement, focusing on an organisation s priorities, one project at a time, moulding our solutions around existing processes and enhancing systems rather, than replacing them. We have a large and diverse client base, but all with the same issues in common; a desire to make their organisations work more efficiently, speed up their business processes and deliver a more satisfactory experience for their staff and customers. Our experienced and qualified professional services team work as an extension of your organisation, to help you detail business requirements, design a solution, manage the project and ensure thorough tests have been carried out before commissioning. Once up and running, we offer world-class Support through our Helpdesk and dedicated Account Management. Upon the completion of a project, the same environment can be expanded into other areas of the business, which speeds up the return on your investment. Avanquest UK Limited Sheridan House, 40-43 Jewry Street, Winchester, Hampshire SO23 8RY, UK Tel: +44 (0)1962 835053 Fax: +44 (0)1962 835100 www.processflows.co.uk Avanquest