The vicious circle of information overload
Every morning do you review the documents that come across your desk and into your email inbox and onto your phone? Each document that appears has value, each carries information, each completes the picture of the business process you manage in your organisation. But are you fed up with the plethora of data and media you have to scrutinise in order to obtain this data and then assemble it into concrete management information? You are drowning in information and documents, it's becoming annoying! And so it goes day after day. Sound familiar? Not just for you. Every day, millions of middle and high-level managers, in hundreds of thousands of organisations around the world, start their day just like you. By collecting important information from various data carriers. We have good news for everyone! There is a rescue and a way out of this vicious circle. Meet one of the products of the Input Management class.
Need to automate Input Management processes
..i.e. the business field dealing with the processing and management of information entering a company through various media: paper, e-mail, fax, sms, messenger, communication platform, operating system, etc.
The need to automate the input management process is present in every organisation, regardless of its size. Ever since we started dealing with electronic data processing (EDP) systems, it has been the task of IT to create the technical basis and software for data collection and processing, i.e. to make the technical implementation of digital data processing de facto possible ( source: https://e-s-r.pl/2015/06/03/zarzadzanie-informacja-co-to-w-ogole-znaczy/).Today's state of the art data digitisation capabilities, combined with the increasing prevalence of artificial intelligence, robotics and machine learning, brings organisations to completely different levels of sophistication than they were even 10 years ago. Fortunately!
A Christmas present for every manager?
The Swiss-based company TCG Process has recently entered the Polish market (https://www.tcgprocess.com), which has developed the DocProStar® platform for processing documents, regardless of their format or source. The platform processes an annual volume of several hundred million pages of documents. It uses advanced solutions based on artificial intelligence and deep learning (a derivative of machine learning), as well as extremely sophisticated algorithms, which allow comprehensive management of the entire spectrum of information within a company (source: https://www.isbtech.pl/2020/05/docprostar-bedzie-dostepny-w-polsce/) Sounds like a Christmas present? It seems to be exactly what the DocProStar® product is, which is described in our blog on the basis of specific case studies Przemysław Kędzior, General Manager, responsible for TCG Process business operations in Poland. You are invited to learn more about the case study of a Swiss hospital. On 24 November, please join us for a webinar with Przemek entitled "The case study of a Swiss hospital":” Machine learning technologies in Input Management processes”.” During the webinar we will demonstrate on a demo of the DocProStar® platform its use in specific cases.Register for the webinar at the link Machine learning technologies in Input Management processes
How does DocProStar® work?
The product is a versatile platform to assist companies in managing incoming information. The tool is designed to be based on deep parameterisation and eliminate the need for programming, scripting etc. Thanks to its architecture, it can operate in any environment ( cloud, on-premise ) and integrate external technologies ( e.g. Google Cloud Vision or Amazon Recognition ). The solution is constantly evolving, remaining one of the leading methods of „input” management”
Case study: implementation of the DocProStar® platform
Przemyslaw Kędzior
Automation of invoice processing for the Canon Hospital ST. GALLEN in Switzerland
EXIT POINT. The overall hospital organisation in the Canton of St. Gallen is divided into 4 hospital associations, where the hospital association of the Cantonal Hospital of St. Gallen (KSSG) forms one hospital region together with the hospitals in Flawil and Rorschach. The Shared Service Centre IT (SSC-IT) has its organisational headquarters at the Cantonal Hospital St. Gallen. However, its services are not only provided to the KSSG (as an internal customer), but also to the other three hospital associations of the Canton of St. Gallen (hospital regions Rheintal Werdenberg Sarganserland, Linth and Fürstenland Toggenburg) and the Geriatric Clinic St. Gallen AG.By 2020, the St. Gallen Hospital will have automated 20 different processes. In this article, I have focused on the handling of invoices.
Use of a process platform for invoice automation
SOLUTION. Previously, the processing of many documents was tedious and time-consuming. Due to the decentralised receipt and processing of paper invoices, it was never quite clear how many invoices were being processed and what amounts were involved.In addition, the invoice processing process was opaque and it was not possible to check whether accounting rules were being applied correctly. The high amount of time spent processing invoices often meant that early payment discounts could no longer be taken advantage of, and late payments also resulted in a large number of reminders and warnings coming in, resulting in a lot of extra work. Before implementing the invoice automation process, the Cantonal Hospital St. Gallen set the following objectives:
- Permanent access to suppliers' invoices
- Reducing processing time
- Efficiency gains across the hospital
- Faster processing of invoices and reduction of processing costs
Currently, the accounting department deals with an average of 480 invoices per day, which corresponds to an annual volume of 120,000 documents. Before the invoicing process was automated, paper invoices were routed to the relevant offices and departments for manual processing. With the implementation of the TCG DocProStar® solution and its process platform, this has completely changed.
Central repository of hospital invoices
RESULTS. The invoicing process at the Cantonal Hospital has been automated to a large extent. All invoices are collected centrally, then opened and sorted, given a barcode and then scanned.Once digitised, all the data required by Cantonal Hospital is captured by the DocProStar® system and compared with the master data in the SAP system, where applicable. If the invoice data, together with the purchase order reference, matches the purchase order data, the invoice data is transferred to the payment circuit and, in most cases, can be posted without the need for a manual check (known as the "manual check"). black box processing - black box processing). Invoices without a reference to a purchase order are also compared with the supplier master data and, once approved, are transferred to the workflow for approval. Once scanned, the invoices are stored in the electronic archive in a way that complies with the control requirements.Following the successful implementation of invoice processing automation, the KSSG association quickly discovered the further potential of DocProStar®. The processing capabilities available to KSSG are being continuously developed in cooperation with TCG. A particularly important point was the automation of the process in the area of patient medical records - „MEDO”.
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