Case Studies
Automotive Research Association achieves business process optimization using Enterprise Content Management technology
The Client
The customer is a co-operative industrial research organization formed by the Indian Automotive Industry and is an authorized certification agency Government of India. It assists government in formulating the automotive standards and provides necessary technical support.
Business Needs
The client was facing challenges in managing, maintaining and tracking of technical specification documents submitted by the vehicle manufacturers for certification. The technical specification documents contained approximately 200 pages to be submitted in multiple copies, one for each internal department. If the documents were found incomplete, they had to be returned to the sender; on receipt of the updated documents they needed to be compared with the original copy to ensure that requested changes have been incorporated. The entire process of circulation, testing and certification was manual, with no control over document version, accuracy, traceability and response time. The result was unhappy customers.
Business Challenges
- Inefficient storage of paper documents
- Manual distribution of documents across various departments consumed lot of time and was difficult to manage
- Multiple copies of document were difficult to track and manage
- Identifying updates/comparing the documents was a tedious process
- Process of interacting with sender for any clarification and/or update was a timeconsuming task
- Search and locate documents and certificates already issued by the organization was very difficult, time consuming and error prone
- No means of publishing the content on the website
- Very little insight into the testing process as document processing was being done manually and hence was highly error prone
- The earlier data storage system was very inefficient and prone to security hazards
Datamatics Solution
Datamatics designed and implemented a paperless-office solution using EMC
Documentum suite of products. The web-based turnkey solution allows end-users
access to the system from any geographic location. The solution was designed to
create an Enterprise Architecture that eliminated duplication of content. It automated
the business processes and enabled integration with the existing legacy system
applications.
With this solution, the client streamlined its workflow with 90% reduction in manual work, significant reduction in response time and improved accuracy. The centralized secured system provides total control over storage and retrieval of data, making tracking and traceability easier. The solution was designed to meet the client’s current as well as future business needs.
Business Benefits
Elimination of numerous manual counter-productive processes, significant improvement on accuracy, traceability, single platform to exchange information in any format and scalability all resulted in reduced total cost of ownership and immensely improved user experience.
Technology Used
The solution is developed on Windows 2000 platform using Oracle Server and Content Management Server. The key Documentum components deployed include Document Imaging, Content Management, Web Content Management, Records Management, Business Process Management and Document Transformation Services.
To know more about enterprise content management solutions from Datamatics, please write to business@datamatics.com.
