Achieving non-linear operational growth

through Smart Technology

September 21, 2012

Punit Jain

Global Head – Document Management Solutions

Current Challenges in Operations

Low productivity in manual work resulting in high cost

High level of errors

Long cycle times

High attrition rate due to monotonous work

Handling seasonal fluctuations of transaction volumes

Long time in implementing business change requests in

processes

Less focus on building business and domain knowledge

How to Overcome these

CHALLENGES?

Essentials Of An Efficient Process

Automation of routine manual work

Higher productivity and quality

Use of Business Process Management principles

Transparency of processes through web based dashboards, giving Real time visibility

Analytics and data mining

Early alerts for exceptions & errors

Lower TAT with higher accuracy

Smart Document Processing Platform

Platform used to automate, streamline and standardize business processes

Intelligent data capture, integrated with process workflow

Hosted document management solution

Smart Document Processing Platform

Key Features of Intelligent Capture Tool - iQ

1. Artificial intelligence and fuzzy logic

2. Validation / Business Rules

3. Auto template creation

4. Simultaneous Location, Capture, Correction and Validation from doc types;

* Structured

* Unstructured

* Semi Structured

5. Pattern Recognition & Zoning

Key Features of Workflow Tool – i-PM

1. Email or Queue based document approval/resolution

2. Real-time monitoring & reporting through dashboards

3. Duplicate document check and resolution

4. Rule-based routing with exception handling

5. Complete audit trail for each and every document

ePM (Smart AP Workflow)

Hosted Secure Web Solution

SOX Complaint - SAS 70 Type II Certified

ePM, eRM, T&E

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Routing &

Approvals Audit Trail

e-Invoicing

Management

Auto Capture

using i-Q

Archive and

Storage

Efficient

Lookups

e-Payable Manager

Integration options for ERP supported by ePM:

1. Batch upload – using import-export feature of ERP

• This involves scheduler based master database dumps and batch uploads to

ERP. For example simple flat files.

2. Real time integration

• This is direct backend integration with ERP’s using direct connectors, web

services and or APIs with proper authentication. For e.g.

• Standard BAPI based integration for SAP

• Open interface tables in Oracle

3. Robo-keying (Datamatics proprietary GUI based integration)

• This is a GUI based integration method to auto post invoice in ERPs

• All front end validation configured in ERP will still be executed

Integration to ERP’s

Smart Benefits

Minimum of 99.5% at character level

By 25 to 50%

By 20 to 50%

Real time dash boards, reporting & Analytics

Higher

Quality

Reduce

Cycle

Time

Lower

Costs

Better

Decision

Making

Automation achieved

S.no Document Type

Processing Time Per Transaction

Before Automation

After Automation

1 Shipping Invoices 8 min 4 min

2 Bill of Lading 5 min 65 Sec

3 Purchase Order 12 min 8 min

4 Packing list 3 min 1 min

5 Account Opening Form 10 min 6 min

6 Legal documents 4 min 1 min

8 Medi claim Policy Schedule Sheets 1 min 25 sec

Automation achieved

S. No. Document Type

Processing Time Per Transaction

Before Automation

After Automation

1 HCFA

Health Claim 180 secs 24 secs

2 RCMA Health Claim 180 secs 3 secs

3 UB

Health Claim 240 secs 60 secs

4 Invoices 135 secs 37 secs

Smart solutions offered for SSC

Accounts Payables/Invoice Processing

Mortgage & Loan Origination

Health Insurance Claims Processing

Sales Order Processing

Trade Finance

Shipping Bill/ Bill of Lading Processing

Customer Account Opening Forms

Customer Service Requests

AMC & Warranty Management

Accounts Payables - Value Proposition

Cost

Advantage

Exception

Management

Quality

Assurance

Operations

TAT

Compliance

Rebate

Management

Standardization

&

Centralization Compliance Single Version

of Truth

Fraud

Avoidance

Business

Delivery & Pricing Options

Platform based software solution (licenses)

• SaaS Model Pricing

• Per Transaction Pricing

Platform driven services

• Per Transaction Pricing

• Outsource lower end work

Case Study: Trade Finance solution for a Bank

Challenge :Highly Manual and paper based processes

Document scrutiny within 2 hrs TAT

Increasing trade business volumes

Solution :Trade Finance Document processing solution with smart

technology

Approach :Datamatics team designed a solution to automate the trade

process with iQ and iPM

Simplification of trade document verification process against L/C

Validations of Import collection documents to the customer

information and SWIFT database

Compliance to UCP and ISBP practices for the process

Benefits :Reduction in head count by 30%

REDUCED HEADCOUNT BY 30%

Case Study: Invoices - Manufacturing Company

18

Challenges :Not deriving required efficiency in Accounts Payable Dept even

after implementing SAP FICO.

Lack of visibility on Cash Flow requirements

Solution :Platform based Accounts Payable Solution.

Approach :Assessment of the current process.

Imaging / Digitization solutions deployment.

Intelligent data capture, e-payables workflow and integration with

SAP

Benefits :TAT reduced to 1 week from 4 weeks

From 7 operators processing 50,000 invoices per year, to 5

operators processing 100,000 invoices per year

REDUCED TAT BY 75% & HEADCOUNT BY 60%

Case Study: Health Insurance Claims Processing

Challenge :High Operational Cost of processing HCFA forms

Low auto adjudication rates (55-60%)

Long cycle time due to manual Processing

Solution :Outsourced Claims processing, powered by iQ

Approach :Datamatics project team did scanning at their US locations

Automated Claims processing using iQ and output conversion to

EDI 837

Validations against business rules and master database tables

Hosting of images of claims and data using DMS

Benefits :Cycle time reduced to 2 days from 7 days

Time to process a HCFA Claim reduced to 24 sec from 180 secs

REDUCED HEAD COUNT BY 80%

Case Study: Automated Processing Of BOL

Challenge :Highly Manual and complex document processes

Maintain character accuracy of critical data

High cycle time for processing

Solution :BOL processing solution with smart technology

Approach :Datamatics team setup a SFTP where the electronic BOL are

shared by the customer

iQ is used for intelligent data capture and validations

99.995% quality output delivered

Standard EDI 404 output file generated

Benefits :Time taken to process a BOL reduced from 5 mins to 65 secs

Total TAT reduced from few hours to 30 mins

REDUCED TAT BY 70%

Conclusion

Smart Document Processing Technology helps the

work to be done

Better, Faster & Cheaper

Thank You!

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Contact Information :

Punit Jain

Global Head – Document Management Solutions

punit.jain@datamatics.com

Direct: (022) 6102 5263

Mobile: +91 90046 78010