Housing Authority

Housing Authority

housing

Challenge

As part of a global initiative to streamline its internal operations, the HACP decided to invest in an Enterprise Content Management (ECM) solution to achieve the following objectives:

  • Improve the effectiveness and efficiency of operations.

  • Improve control and security of public records.

  • Image availability for central administrative applications.

  • Reduce the cost and space needed to maintain HACP records.

  • Ensure and document regulatory compliance with withholding records.

  • Optimize audit procedures.

  • Eliminate redundancies and duplication of effort.

Our Solution

The project was initiated in the Finance, Accounts Payable and Purchasing department, where DocuClass is used to expedite the processing and approval of all incoming invoices and related documents. All invoices and remittance slips are scanned and indexed reusing data from the Emphasys Elite financial system to minimize unnecessary data entry. Once the invoices and waybills are matched, the documents are sent to the Finance department and an automatic notification is sent to the appropriate service manager for payment approval request.

Once the approval request is received, all documents are transferred to the payment processing section of DocuClass Workflow where DouClass is updated from Emphasys with the appropriate check number and payment date. When the check is printed, it is also captured and accompanied with the rest of the documents in DocuClass for permanent record storage.

After the Finance, Accounts Payable and Purchasing after system was successfully completed, DocuClass has been gradually implemented in many other departments, such as Occupancy, Community Affairs, Low Income Public Housing, Resident Services, Operations and Information Systems.

Client

Housing Authority

Zoll

ZolI

zoll

Challenge

Zoll’s procedures for processing non-conforming material disposal forms, incoming inspection), as well as reports of unsatisfactory conditions, were based entirely on paper and labor intensive.

Once signed, the appropriate steps to be executed could be decided, such as returning a defective part, repairing it, etc. The process from the moment of creating the form until signing could take up to 35 days (depending on the particular form).

Our Solution

The manual paper process was emulated with a robust workflow (Workflow) that meets all the requirements of FDA 21 CFR Part 11 and in particular with the use of electronic forms (eForms DC) and the application of electronic signatures with a forced double authentication.

Due to the flexibility to customize the solution, the electronic forms module is directly integrated with Zoll MS Access databases.

After the implementation has been carried out for only 2 months, the first results have shown an immediate improvement compared to the original paper-based system.

Some measurable early results are: reduced processing time for Material Disposal Forms (from 23 to 4 days) and other key parameters up to 81%. This translates into lower paper and file scanning expenses; Other subsequent benefits are the higher yield of material and production, as well as a significant reduction in paper consumption.

Client

Zoll