SynChordia Back-Office Pro
SynChordia Back-Office Pro solution is designed specifically to handle the complexities and challenges of back office processing environments. SynChordia Back-Office Pro is a human centric & document driven process management solution that automates back-office processes, reduces time consuming manual tasks, automates paper intensive activities and processes vital data more cost effectively.
Intelli’ s experienced consultants, work closely with internal staff, to assess the needs of each human centric, document driven process that is to be incorporated into the Back-Office Pro system. Recommendations follow in order to utilize data capturing & validation and integration with business processes.
This is the standard scanning & archiving process that involves forms & documents Preparation – Scanning – Classification – Indexing – ICR / OCR. For back office document processing environments, Back-Office PRO can become the central point for documents scanning & archiving. Back-Office PRO can be fully integrated with any existing ECM and document management systems.
Data capture has been transformed from scanning & archiving to a more dynamic and business enabling framework. Data capture & document processing systems now feed and initiate transactional and time sensitive business processes, enabling document driven business process automation.
Back-Office PRO automates the data capture & document classification process & provides a framework for document driven business process. Back-Office PRO technology and Intelli’ s experience & expertise provide customers of any industry the ability to automate their human centric & document driven processes and gain cost reduction, operational excellence & customer satisfaction by adoption either the in house or business process outsourcing version of Back-Office PRO.
The core digitization process is initiated with the appropriate preparation from the responsible team following the arrival of all documents in the central repository. Documents are prepared and organized in a certain manner to be processed as expected.
Specifically, all pages are initially be separated. The separated documents should be classified and grouped into the appropriate logical groups based on the specific document type, if they are not separated at a later step. At this point, possibly missing documents or even missing written information may be noted as to describe the completeness of each “batch”. The amount of documents may also be counted in order to pre-register the total expected volumes.
Once the documents are properly prepared, the actual scanning process will begin. The documents will be scanned into batches. Each batch is forwarded to the SynChordia Back-Office PRO Scanning Station where a fully customizable module is showing the folder of the scanner output and any information can be updated in order to help the next steps of the flow.
This module is actually the engine of the SynChordia Back-Office PRO platform.
Following the scanning process, system will move documents to the next step, which is data extraction. Intelli’s software encompasses a numerous of OCR engines for the above mechanism which includes ICR, OCR and OMR techniques. However, SynChordia Back-Office PRO embeds extra features in order to increase reliability and effectiveness concerning the recognized data.
The extra features are not limited to:
- Image Processing
- Business Rules
- Workflow Scenarios
- Text Limitations
Each batch is forwarded to the SynChordia Back-Office PRO Verification Station where a fully customizable module is showing both the scanned image and the extracted data. The Extraction module defines the uncertainty for its recognized data and the Verification station will only present to the use information with uncertainty.
At this step, each user must compare the recognized data to the real one shown on the image. Extra validation rules applied by the software help the user in order to minimize comparison duration.
SynChordia Back-Office PRO export module will transfer all digital information with images and metadata to the respective systems for future use. The deliverables can be either CD/DVD, FTP or real-time integration via API’s and SDK’s.
Back-Office PRO can be used in a numerous of human centric, document-driven processes that span through Business Departments & IT Systems. The majority of business sectors can adopt the solution. As such, Back-Office PRO allows extending front office operational efficiency into back office processing environments.
It automates manual processes, integrates data collected, manages content efficiently, enables managers to view and manage resource capacity, and empowers employees to improve their own performance.
In addition to these capabilities, Back-Office PRO suite also provides tools to ensure internal and regulatory compliance, improve the quality of the work items being processed, and ultimately, elevate the level of service customers receive across the entire enterprise.
Back-Office PRO collects data from documents and forms, transforms it into accurate, retrievable information, and delivers it into business applications and databases. Information capturing passes through four main stages Import, Recognition, Verification, Export. The Recognition stage is based various OCR Engines. Information extraction using Back-Office PRO capabilities can be used to initiate document driven business processes across a department or enterprise.
SynChordia Back-Office Pro technology offers the following functionalities:
- Documents/Forms/Cheque/Questionnaire Digitization
- Customer Identification Process
- Digital Signature Management
- ICMS / Contract Management
- IPMS / Invoice Management
- Law Documents Management
This is the simplest and typical method of digitization. The process is also described in the respective tab. All needed documentation are digitized in different variations of the process flow. Various documentation can be digitized such as documents, forms, cheques and questionnaires. SynChordia Back-Office Pro has been used for all of the above kinds during the last 10 years.
Customer Identification Process is mostly referenced to supplementary documentation that is needed in order to verify the customer’s identification either personal ID or address, financial documents, etc. Intelli can enhance the process by providing correctness and validation to external systems and Databases such as VAT confirmation, Financial Information, Identification documents existence and a variety of other techniques.
Signature existence is a standard functionality of SynChordia Back-Office Pro. E-Signature is the next generation functionality that covers either electronic signing of documents with even biometrics management of every customer or simply a signature database in order to verify and validate the customer’s signature. This module can be very helpful and efficient in case of fraud.
Contract Management and Intelligent Contract Management are two similar modules of SynChordia Back-Office Pro. Although Contract Management covers the needs of managing the Contracts of each customer in a centralized Database from warehousing to DMS integration, ICMS is able to retrieve documents from electronic formats directly from shops, branches or Point of Sales.
Invoice Process Management solutions cover the archiving and data extraction of our customers’ invoices as well as a fully customizable approval workflow for their payments based on the supplier’s payments terms and conditions. As SynChordia Back-Office Pro module, IPMS can start from scanning the invoice and end in the final approval of having the invoice paid to the supplier.
Law and Legal Documents have been processed by SynChordia Back-Office Pro in different variations. Archiving, digitization, workflow management are some of them while having a full set of the end customer’s set of law and legal documentation is the most value added service that Intelli offers with this functionality.
- Cheque Process Management
- Email / Fax Management
- Employee File Management
- Warehouse / Archiving Management
SynChordia Back-Office Pro has been adapted to a Cheque Processing solution as well. Cheques can be easily processed with SynChordia Back-Office Pro with the following steps and functionalities: validation of collection order, cheques and cheque specifications document (if exists), input of separate cheques, grouped by cheque specification/collection order.
Emails and Faxes are managed extremely easily by SynCordia Back-Office Pro. All incoming pages are moved directly to classification sub module of Extraction stage. Depending on type of page, based on a pre-configured decision tree, we provide different returned data for each document type.
Employee File Management module is ready to deliver complete, compliant and accessible digital records of any organization’s human resources making, thus, HR departments more efficient. The result will be a simplified and unified administration of employee-related documents.
Warehousing and Archiving module of SynChordia Back-Office Pro is used in outsourced projects in case we are requested to store the documentation as well. Based on these projects, SynChordia Back-Office Pro has an embedded Archiving process that is mainly guided by the scanned documentation. However, this module can be a separate part of our customers’ process with Collection and Delivery Forms (CDF), Unique Tracking Numbers (UTN) and relevant reports of our warehouse.
SynChordia Back-Office PRO WebClient is the client application provided to end users. WebClient offers a full set of functionalities.
Every contract is available at WebClient for retrieval. An overall status declares the step of the internal process the request is. A wide range of search criteria is available to the user. WebClient has access to core BOP DMS repository where all Contracts / scanned images or other document types reside. Searching capabilities and depth of search level depends on user roles and defined access permissions. Any searching combination is available (e.g. minimum required search fields or minimum search characters, limited search results, etc.).
Physical Retrieval can become easier with Back Office Pro. All documents can be physically requested from Web Client based on SLA that can be predefined. Intelli offers this flexible functionality as part of the integrated Document Management System of Back-Office Pro.
Finally, every request initiator is alerted for pending documents to submit. If the integrity of a batch is problematic, then appropriate alerts are raised to users for actions.
Reporting tools are also provided in a great variety using SynChordia Back-Office PRO Administration module (also referred as Administration Station). Through the same module, searching capabilities are supported in order to find each image or information needed for a specific form.
For every project, SynChordia Back-Office PRO is configured in order to provide extensive reports in the WebClient, such as:
- Open Cases
- Production per day
- Production per month
- SLA reports
- Quality reports
- Monthly reports on quantity of contracts collected from the points of sales and scanned
- Reports for time for execution of digitalization on monthly basis
- Monthly report on open/closed incidents, incident priority and time for resolution.
Intelli installs and configures the Dashboard module of SynChordia Back-Office Pro for every project. The authorized users have the ability to monitor almost all of its operational-related KPI’s using less effort with an excellent user interface. The newest version of Intelli Dashboard is enhanced with a lot of new features like complex scorecards and time frames. Along with the delivery of the dashboard, the setup of alarms and reports is also included in order to support the needs of the organization. Though this module, the customer is able to monitor and evaluate the daily targets of performance and productivity according to the current needs and thus, to control the defined SLA.