Office document Workflow on Alfresco Community Platform allowed medical company to rearrange incoming documents in dozens of branches located in the whole Poland.
Implementation of Workflow for the Office service increased communication efficiency. All incoming documents is scanned and distributed in electronic way within the company. Email correspondence is registered in Alfresco Community and useless attachments are deleted. Contact database management and electronic mailboxes with the possibility to attach documents to tasks/processes give user wide view of process state and generally correspondence flow.
Each incoming document (correspondence – letters, fax, emails) is scanned/registered and classified according to its content (basic OCR). System reads barcodes and use full-text ocr, what helps to reduce paper documents within the company and helps in fast document search. System keeps full archives for searching and helps user to locate documents in paper archives.
Electronic task assigning to person/group helps to work with tasks in real time without any delay and gives user the opportunity to react fast according to implemented business process. Office process monitoring helps you to track process state and keep task deadline. Being on time influence business partner relations and business continuity.
Workflow correspondence process for office incoming/outgoing document advantages:
Production company had to challenge rapid growth. They had to invest to increase production capacity. The result of that growth was a big number of invoices and it was difficult to control them. The result of that Company had problems to proceed invoices on time and more often had to pay interest for delay. There was also unnecessary expenditure because of lower invoice control. Because of rapid growth, many factors were unnoticeable.
Then decision was made that they needed to rearrange invoice process. Because of the scale, traditional paper invoice flow was unacceptable. After analysis they decided to implement Invoice Process Workflow on Alfresco Community platform.
The aim of this project was to design and implement system which let them work with modelled invoice process, let them control invoice payment deadline, let them calculate and pay taxes on time. The additional aim was to implement world platform what guarantee platform development and security of processed data.
It took 4 months to implement Alfresco Community platform. First software provider (BeOne) designed invoice process model in cooperation with company employees. Based on that, BeOne implemented invoice process on Alfresco Community platform. BeOne also prepared integration with Finance System and gave the company configured System for testing. After testing period, when all problems were solved, BeOne started production version of the system. Then traditional paper invoice flow was changed into electronic way.
All aims were achieved. Reports gave information to the company that deadlines are kept. Better invoice control with implemented acceptance matrix let the company reduce unnecessary expenditures.
Alfresco Community works in the biggest outsourcing centers in Poland. BPO companies share business processes to their clients and give their services on Alfresco Community platform. Their clients can use invoice process, business trip process, absence process, working schedule planning and calculating process, Tax form and pay slips delivery process. Alfresco Community is the base platform for BPO services.