Tag: manpower

Oct
2011

MANUAL TO VIRTUAL: Automated Document Collection

Cheque Truncation System (CTS) has changed the complete operations of banking and is spreading at the speed of lightening, to achieve new benchmarks. Although currently CTS has been implemented  in selected countries, very soon it will cover all banks across the world.

From services point of view, the complete process of cheque clearing includes the following steps :

(1) Setup of cheque collection points (Drop boxes)
(2) Physical Collection of cheques from these points
(3) Scanning and Data Entry of cheques (Digitization)
(4) Uploading scanned cheque image and data into bank’s server
(5) Further processing and transfers

The biggest problem in the above process is “Setup of Collection Points” for physical collection of cheques and bringing it to the digitization centre and that too as per specified SLA or TAT.

As the physical collection includes deployment of adequate manpower with proper transportation facility to maintain SLA and TAT, the cost of physical collection of cheques corresponds to almost 80% of the total cost of services. To eliminate the activity of physical collection of cheques and replace it with automated virtual collection, Newgen proposes to process the cheques at the collection point itself.

Banks can rather deploy a “Customized KIOSK”, which would solve the problem of  delay in processing due to physical collection of cheques.  The basic component of the KIOSK will be a cheque scanner (entry level) connected to Internet through mobile phone or basic entry level laptops or ipads etc. to enable wireless communication with central server.

This KIOSK will be placed at all drop box locations or ATMs or banks. As usual the customer will drop the cheque in the feeder tray of the cheque scanner at the KIOSK (just like a cheque is dropped in the drop box). After detecting the physical cheque in the feeder, the cheque scanner will automatically start to scan and read the MICR, and after successful acceptance the  customer will be able to print a reciept with a miniature image of the cheque on it along with the details of cheque number etc. At the same time, the images scanned by the scanner will be uploaded to the central server for further processing through wireless internet connection. Going further we can install a small touch screen also at this KIOSK to enter account number and amount by the customer himself while depositing the cheque, to speed up the process and bypass the data entry step.

Feature of automatic rejection is already available in the cheque scanner, so if the cheque is not inserted properly or is manipulated, then it will be rejected in the output tray. If inserted properly the cheque will be accepted and collected by the scanner. All types for frauds can be easily handled at this level as these scanners are specifically designed for scanning of cheques with features like UV image and MICR etc. Over and above this, the software working with the scanner takes care of detecting many other errors like overwriting, not signed, mandatory details left empty etc.

One time cost of KIOSK is much less than the recurring cost of physical collection and the most important benefit is that everything is achieved as per promised TAT/SLA, and this setup works 24×7 in all scenarios like rain, storm, traffic jams, manual absence etc.

Newgen has enterprise an level solution to develop low cost “Customized KIOSK” which is much cheaper, robust and can be integrated with any cheque scanner available in the market with the feature of customizable process to suit the varied requirements of different banks.

Name: Hemant

Web Site: http://www.newgensoft.com

Bio: Hemant is Senior Manager - Processing Services with Newgen Software Technologies Limited

Aug
2011

Synergized Process: Automate to Differentiate

Human Resources have always been an integral part of any organization and the success of an organization is largely dependent on the quality of its resources. To achieve optimum utilization and efficiency of human resources, various strategies are introduced by different organizations, such as training and development, reforms in policies for recruitment, selection or retention, change management, better compensation, programs to enhance employee motivation, recreation, employee benefits, facilities and so on, the list is never ending.

Many organizations feel that productivity can be increased by motivating employees or providing training; many feel that change in management structure is required, recruitment should be proper, working environment should be improved or policies should be changed while some others feel that incentive or payment structure should be improved. Similarly many more thoughts are there to debate, but in this post I would not discuss the improvement in employee productivity through these means, but explain how supporting employees by providing tools which can help them to gain edge faster, as compared to traditional means of improvement, which can at times prove to be sheer wastage of time and resources. In simple terms if you are weak in calculations then instead of learning mathematics and going through the learning classes, just use calculator and move forward. So in my opinion, we should improve our abilities instead of improving our inabilities. I don’t know how many agree with me but this my perspective.

Please do not misunderstand me, as I am not at all against any of the traditional means to increase employee productivity, but I am attempting to suggest methods to synergize the ability of employees. Based on the above argument, IO believe that every organization  must have automated business process for the tasks which are repetitive in nature or require fixed or closed ended operations, such as approval of a loan for a certain value on fixed parameter, or classification of customers for insurance approval, or calculation of perks, incentive, targets etc based on fixed calculations, or taking any kind of business decision based on business rules,  or physical activity like retrieving a physical document from the record room etc.

These repeated activities generally do not involve creativity and decision making, but can result in employee dissatisfaction or monotony in job or wastage of human intelligence for the jobs which can be performed through automation. Automation will help employees in performing their jobs with accuracy (through automated tools) and allow them to devote more time in improving processes to increase operational efficiency and reduce turn around time.

Identifying this need of business organizations across industry verticals, Newgen has developed software products like Document Management System and Business Process Management System to take care of all possible process automation needs of organizations and help these organizations in synergizing employee productivity; just like what calculators did to enhance the productivity of individuals with weak calculation skills.

Name: Hemant

Web Site: http://www.newgensoft.com

Bio: Hemant is Senior Manager - Processing Services with Newgen Software Technologies Limited

Apr
2011

WHY BE IN-LINE, IF YOU CAN BE ONLINE – Common Platform for Different Organizations

Nowadays every government or private organization, university/educational institution is moving to automation and is trying hard to get online, and almost every one of us is in some or the other way related to these educational institutions and government/private organizations. The degree or diploma certificates, marksheets, experience certificates, ID proof, Address proof etc. issued by these organizations become the identity of an individual.

Educational qualification documents like degree, passing certificate, marksheet, birth certificate etc are required at many places if an individual wants to apply for a job, go for higher studies, or go abroad. These documents are also required for various processes related to government agencies, like applying for driving license at RTO, applying for government jobs, getting a passport etc. To go through any of these processes applicants generally submit photocopies (sometimes attested) of these certificates as a proof of their qualification or age proof etc. These are further verified by the issuing authority of these documents to ensure that these documents are genuine. In this process of verification, huge manpower, money (in courier etc.), time is wasted, while the process is also prone to various frauds.

Case in point: In the year 2007, the government called suitable candidates for filling of about 60,000 posts of teachers. After more than 3 years of their appointment, till date around 30% of these teachers have not received their salaries (as the verification of various certificates like educational qualification certificate, birth certificate etc. are pending).  The reason is that, these candidates have completed their education from a university/education board of a state other than the state in which they are employed. Even the employers have to pay the price by spending huge amounts of money on repeated communication for verification of certificates via courier, additional manpower etc. These teachers are still suffering and their dissatisfaction is ought to impact the quality of education imparted by them.

This is just the tip of the iceberg. There are a host of other such cases, where lack of collaboration between organizations or government agencies has had grave consequeces and impacted our lives.

Newgen’s enterprise-class document management solution, based on its proven Enterprise Content Management and Business Process Management platforms, helps to archive and automate documents with easy retrieval/search and advanced document routing for approvals. The solution eliminates the need for manual or physical document verification at all levels and helps eliminate the use of paper documents used for correspondence between organizations. Newgen’s OmniDocs (ECM platform) can act as a connecting agent between multiple organizations for verification and issuing of documents. This will help to eliminate additional expenses, manpower, and loss of opportunity and most importantly it helps in preventing frauds (ulcer of our society). The issuing authority may charge a nominal amount for the verification to meet the expenses incurred in providing services.

The solution is there, but lack of awareness and knowledge about the solution has been the biggest roadblock for the better functioning of our society and day to day life. Collaboration is the key, so let’s join the concept of One World One Workspace.

Mar
2011

DIGITIZATION – King Without Crown of Business Universe

Why should a business have computers when all of the business’s information is on paper?

Wouldn’t it make more sense to have all of the documents available for viewing on the computer or having scanned images of documents on a device that can easily and quickly be connected to the computer. This is becoming increasingly true since PDF files can be viewed by anyone who has a PDF viewer (freeware) and going forward we can use PDF/A technology to make it more secure and long lasting with many add-on features.

Going by various industry reports, we found that:

On an average 7000 sheets are used yearly by an employee in any office which costs to about Rs 2500 / employee / year. About 10% of the employee effort is used in filing and storing of documents and about 20% of employee effort is wasted in retrieving a document. 5% of the documents are lost or misfiled and about 30% of effort is wasted in reconstruction of these documents, and most important is the space used to store these documents at premium office location which is almost 15% to 20% the total space. So around 70% of the effort is wasted to perform 30% of the job efficiently.

Storage of these physical files requires filing cabinets costing as high as Rs 15,000 for a standard five-drawer lateral filing cabinet, with the average filing cabinet using 15.7 square feet at an average cost of Rs 25–Rs 30 per square foot, which come to about Rs 350 per filing cabinet per year, furthermore, 40% of the files in those cabinets are duplicate information, and 85% is never accessed again.

Whereas, if we consider digital storage, a single CD is can save twelve thousand documents or one full filing cabinet and a DVD can save upon 1.5 lacks documents or ten full filing cabinets. For companies which require bulk volume of document scanning and document conversion can be a big problem unless a proper document scanning solution is in place.

But how many of us have broad view of the digitization process (Document Scanning)? And how many realize that decisions made at every step – especially in the procurement of the scanner itself – will affect total costs of the digitization? In fact, the failure to analyze correct equipment and associated software is often the cause of higher-than-expected scanning costs. These costs include the “cost of poor quality,” which an organization might incur months or even years after a document has been scanned, when the document is found to be unreadable and unusable.

The best way to avoid this kind of additional cost is to automate the digitization process by minimizing the dependency on man and machine. To achieve the optimum combination; invest appropriate time in select scanning equipment and digitization software. Please remember the fact that the cost of world’s best workflow and document management software’s (storage/archival and retrieval system for scanned documents)  price is negligible in front the cost of scanning the documents, so have more emphasis to reduce the cost of scanning, even a paisa (Indian currency) saved on every page can result in saving of millions or billions for overall scanning volume, now see where stands the cost of workflow or document management software, now this doesn’t means that you can have any workflow or document management software, pay attention of the features, robustness and scalability.

Selection criteria of scanning equipment (scanner) depends on its feature like dynamic image processing technology, automatic de-skewing, border removal, and other features that ensure clean, crisp usable images, straight paper path, image capturing technology, speed, paper handling mechanism, duty cycle, after sale support etc. The up-front investment in quality will reduce the need for rescans, speed up the quality assurance step in the value chain and minimize the chance that a poor quality image will slip through undetected, creating problems down the road.

Similarly the criteria for selection of digitization software depends on its feature like ISIS/TWAIN driver, view image while scanning, easy to replace, insert, delete at variable locations easily, auto categorization of documents, auto scan on different modes, image compression, available file formats, advance image processing options, customized scanning parameters for different types of documents, easy and customizable indexing/metadata entry provision etc.

And the most important is to judge that all our effort has delivered the right results so the best way to ensure quality, also reduce manpower count is to look for Automatic Document Quality Analyzer which does all types of image quality analysis automatically on more that 50 parameters and ensures that no below standard image moves to final archival software.

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