An Automation Solution for Digitizing Files and Admin Workflows to Reduce Mundane Tasks
Recently, we delivered ECM solution for an Agency in Northern Europe. The client is a leading Apex financing agency providing economic & development activities across Netherlands in Agriculture and Rural Development sector. They are a Government customer with 10+ regional offices across the country.
We faced numeorous challenges and very tight schedule to develop and deliver in phases the solution amid very strict deadlines.
Coordination of teams sitting in 3 different locations was also a challenge in order to ensure timely delivery sustain high degree of customer satisfaction by developing a solution from inception to complete software program.
Another challenge was that the client was spending a lot of time and effort on paper for their day-to-day activities such as file and case management, inspection, managing meetings and inward and outward of letters etc.
They wanted a competent solution in the market to resolve their daily manual activity issues.
More specifically the challenges in the project were:
- Limited workforce to work on files and cases
- Identifying historical files/cases and their status from the previous years
- Moving low priority case to senior management for approval
- Maintaining case confidentiality
- Issues during weekends to progress the case
- Standardization between Region office to head office as templates and formats are not defined and works in silos
- Numerous challenges within divisions and departments on case progress
- Multiple process and workflows of a lot of cases/files
We provided an end-to-end automation Enterprise Content Management solution for the client. Being a single platform solution, it was divided into two components:
- Office Automation: It included all the Office file & case creation, process/workflow management, inspection management, managing committee meetings, inward and outward of letters etc.
- Office Digitization: Moving historical data or physical papers into systems
Our office automation solution was a workflow and process-based system. It had the following elements:
- Linear, user-defined, predefined workflow processes for better and easy case management.
- Committee workflow for Manage the committee.
- Inspection workflow for the audit department
- Department movement and office movement processes for one office to other offices
Our office digitization had the following elements to help the client simplify their workflow process:
- Digitization of 50 historical pages & data
- Maker and check provision to ensure 100% quality & accurate output
- Summary and detailed reports to check the sta
The client was able to get the benefits of our automation system solution and more particular was its ability to tie diverse features together so they can perform as one unified system.
1Datagroup has since its inception created and strengthen its expertise in Payment Systems and had good track record serving Financial Institutions embracing the latest technologies and investing in the latest market tools and apps to help our customers overcome their technological and business challenges smoothly, engaging with 1Datagroup's trusted and adept experts.
We are very pleased to have worked with 1Datagroup team to develop this solution and looking forward to expanding our partnership with 1Datagroup to offer maintenance and support services across the Financial sector locally.
Erik Vanders PM of Local Partner
