In part 2 of our short series of data capture videos, Malcolm Wilkes explains why choosing to send some documents overseas for manual entry makes good economic sense.
Labour costs are less
‘Double-Keying’ improves accuracy
Confidential information (data fields) can be split and entered by different people – added security as nobody sees the ‘complete picture’
Quick – different time zones mean your data can be entered overnight so it is ready for you the next working day
Claim and recovery agents WK Webster deal with 25,000 claims a year for 500 clients. We have been able to help them switch from their traditional paper based claim handling system to an electronic document management system which handles all correspondence from receipt to settlement.
Graham Robinson, OnBase Account Manager
As a result, the whole claims handling process has been improved, resulting in better customer service and enhanced productivity.
When I first met with WK Webster to discuss ways of improving their manual workflow, they were sinking under paper. It was the job of the filing clerks to locate the files for the case handler. They were running around the office searching for files which were not in the racks. It took a lot of time and was frustrating for everyone.
The drivers for change began in their UK Head Office’s operation:
They have to deal with high volumes of ‘paperwork’ that flows between the Global Insurance Companies and those making the claims for cargo
Individual claim files need to be shared by multiple departments – 2 negotiators could not view a file at the same time and this hindered productivity
It was becoming harder to maintain response times because the paper based system was inefficient
Now all correspondence and documents are stored and managed within OnBase via Outlook. They are now able to respond to queries when they arise, as the information is available to all immediately – at the click of a button.
The system is so successful that it has been replicated in their Singapore and New York offices.
Andrew Joannou, Chairman, WK Webster said “We are very well placed to grow the business without having to take on more staff or space. OnBase will help us absorb an increase in claim volume and to improve our response to clients and their clients. Frustration encountered both internally and externally when files could not be immediately located is avoided.”
You can read the full story in the Vertical Markets section of the web site.
LexisNexis are using our Accounts Payable Plus (AP+) solution (integrated with PeopleSoft) to help manage their invoice approval operation for 15,000 suppliers and 70,000 annual documents.
Isobel George, Accounts Payable Manager at LexisNexis, referred to their old finance culture as “An area that did a lot of churning, but produced little butter.” The Accounts Payable process is now totally automated throughout.
In the video below, Isobel discusses the business drivers for change with Avanquest’s Mike Rae (or you can view Isobel’s ppt presentation in which she identifies the business drivers for change to a fully automated AP process, projected cost savings and ROI).
When we published one of our first blog posts – The Multiple Methods of Data Capture – in May 2009, we had no idea the subject was that popular. It has proven to us that Data Capture is something that organisations want to find out more about, so we have put together a series of short videos which will help explain. The first one is clickable at the bottom of this post.
Data Capture might at first be thought of as merely a method of obtaining data for a computer. It can be that simple, but when you start asking questions like:
How much data do I need to capture?
What type of documents do I need to capture?
How much can I afford to capture?
….. Data Capture becomes a minefield. The more you find out, the harder it is to make the right decision.
Avanquest can help and advise you on the best method(s) of data capture for your organisation – listening, identify the problems with you, then coming up with a data capture solution that fits in with the way you do business and your budget.
On 27th and 28th January we are exhibiting (stand 53) at the Civica Annual Conference 2010, which is being held at Manchester’s Central Convention Complex.
We will be there supporting our SMS solution – Text Message Server, which can now be integrated with Civica’s APP public protection and service delivery system (a management system specifically developed for use by local authorities for core regulatory and enforcement functions).
The Conference will bring together customers and industry experts in the field of business IT. Plus, there are some great speakers lined up, including Sir Ranulph Fiennes and Hugh Dennis.
Share knowledge and ideas and find out how the implementation of business automation solutions have increased efficiencies and improved customer service for Civica customers – all within tight or shrinking budgets.
A Civica APP/Text Message Server application facilitates two-way SMS messaging between the council, its remote-working staff, and customers. The system includes workflow and document management, is extensible into mobile working environments and is easily integrated with third party applications.
Calls are logged in the APP system
The request or visit is allocated to the appropriate council officer
A notification is sent via SMS with the relevant job information
A notification can also be sent via SMS to the customer
The job is completed
The officer can update the APP system with case notes via SMS
The officer can also close jobs via SMS once they are dealt with , enabling real time updating of the back office system
Snow continues to disrupt the country and many schools are closed again today.
Schools can let parents know that the school is closed by text if they have a text messaging system linked to their school attendance software.
A single email can be sent which will deliver the message directly to the contact mobile number of parents and guardians held in the attendance database.
The Snowday website is a good resource – if your child’s school is registered with the Snowday site, you can go online before setting off on the journey to school to find out if the school is open or not – but not everyone has access to the internet.
Local radio stations have tried to keep people updated, but on a busy morning, you may be in the shower when the message about your school comes over the airwaves!
A mobile phone message is instant and available to view when convenient.
Lots of people have mobile phones (according to the latest statistics, the figure is 46 million, out of a total UK population of 61.4 million) and chances are that parents and guardians are a high number of this total.
If you have a text system in place, it has lots more uses beyond notification of ‘School Closed’:
Tell parents about delays to school trips, good grades or even truancy
Remind students of homework/coursework deadlines, after-school classes, library due dates
Record special announcements for inbound callers e.g. alternative numbers
Book parents evening appointment by text
Brockenhurst College and Castle View School are already using text messaging to improve communications with students and parents and as an aid to reducing truancy.
This topic was recently discussed by three IT industry sector personalities in a debate hosted by the Chartered Institute for IT, who are currently doing a lot of work on the subject.
Avanquest’s Mike Rae took part. Green issues, such as carbon offsetting, cap and trade and home working were all talked about. Debaters came up with some practical approaches to the problem.
Mike said “Whilst I agree that carbon offsetting and providing businesses with tools that allow them to measure their carbon footprint is generally a good thing, I also believe there are many simple and relatively inexpensive steps that can be taken to reduce the amount of fossil fuels from the current levels. Much of this is common sense; such as switching off lights, only using as much heat as is required and thinking about how and when we should travel. We help our customers by removing paper from processes which reduces costs, increases efficiency and enables people to do their job from any location by accessing information electronically”
As it’s nearly Christmas, we thought it would be a good time to mention Bernard Matthews Farms and turkeys!
Bernard Matthews *talked turkey with Avanquest and as a result, have managed to speed up their business processes and eliminate energy guzzling fax machines from their organisation.
* From the Oxford English dictionary: talk turkey “To speak frankly and get down to the basic facts of a matter”
While people wait for fax technology to fade away, fax machines still sit there, guzzling electricity, attracting dust and spitting out shiny expensive paper.
People still hop up and down from their seats, wearing out the carpet and you still see people sticking rulers under cupboards trying to persuade an escapist document to come out from behind the cables.
As long term fax technology distributors, we know better than most that ‘Email communications’ has been a contender for a decade. But perhaps it’s because it doesn’t give that same peace of mind, doesn’t give that ‘instant assurance’ that their document was sent and received that email hasn’t displaced the trusty fax machine?
Perhaps it’s because Fax is still the most reliable point-to-point communication there is?
Graham Robinson, OnBase Account Manager
When we published one of our first blog posts – The Multiple Methods of Data Capture – in May 2009, we had no idea the subject was that popular. It has proven to us that 
On 27th and 28th January we are exhibiting (stand 53) at the 
Schools can let parents know that the school is closed by text if they have a 
