The summaries of our customer projects

Success Story Navigator

  • All Success Stories (8)
  • Input Management (2)
  • Dossier & Workflow (3)
  • Store & Archive (2)
  • Output Management (1)

Success Story - output management

Evaluation and selection of an output management system

The challenge

Our client, a fast-growing subsidiary of a leading reinsurance company, was about to expand its IT infrastructure. It hoped to install a new core system, as well as integrate a number of other IT systems.

There was need for improvement in a number of areas, particularly when it came to the production of mass-printed documents and individual correspondence. The existing systems which were based on MS Office or had been developed by the company itself were simply no longer suitable given the new requirements.

The client's goal for the project was to evaluate and select a high-performance output management system which would be suitable for its specific needs.

 

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inacta's services

inacta provided the client with support in the systematic research and listing of the technical and other requirements as well as the documentation of the technical framework conditions.

The actual evaluation was carried out by inacta using our own multi-phase approach, in collaboration with the client. A pre-selection of systems was developed and consolidated step by step. We then had the best suppliers perform a Proof of Concept at the client's offices.

The system which was decided on following this process was then implemented by the client. inacta has also been providing the client with support throughout the implementation phase.
 


Advantages for the client

By using our tried and tested approach, the evaluation process was carried out very efficiently and completed with success.

The most suitable system in accordance with client's needs was identified in the early stages of the implementation phase which is still currently in process.

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Success story - input management

Optimizing paper-based invoicing for a health insurance provider

The challenge

Our client, a Swiss health insurance and accident cover insurance provider had already an internal scanning center which digitalized all incoming post in place.

The capturing of the invoice details on the TARMED invoices was outsourced to an external service provider, leading to additional costs, processing times and quality problems that the client was not happy with.

The client wished to carry out the text recognition on the TARMED invoices in-house using a flexible OCR platform. In a second phase, in order to achieve greater economies, the client hoped to use the platform to process other invoices which did not share the TARMED format.

 

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inacta's services

inacta investigated the basic feasibility of insourcing and was heavily involved in drawing up the business case. After the project was given the green light by management, inacta assisted the client with the selection of a standard solution.

In the implementation project, inacta was responsible for the architecture and interface concept, the test concept and the implementation and training concept. Further, inacta systematically collected and evaluated the requirements and was in charge to control the provider of the standard software.

In addition to this, inacta supported the client in carrying out both the system testing and the end user training, ensuring that the feedback was taken into account when delivering the final software.


 
Advantages for the client

The solution was delivered on time, on budget and even slightly exceeded the functionality requirements. The processing time reductions predicted in the business case were achieved and the cost savings were realized.

User acceptance is high and the processing quality is also higher thanks to the new solution. Overall, the client is now more flexible and better able to adjust to fluctuations in volume (inbox), thanks to the decision to bring the entire process (digital mailroom, OCR recognition) in-house and into its control.

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Success story - dossier & workflow

Electronic dossier and workflows for the board of a large insurance company

The challenge

Our client, a large insurance provider had almost finished implementing a comprehensive electronic inbox and mailroom project.

The challenge was to adapt other processes in addition to the inbox and to integrate them into the electronic file management system. In order to achieve this, the "electronic recrods and process management" project was launched. One of the pilot projects in this context was related to the electronic dossier for board meetings.

The goal of the project was to transition the company's records and process management to electronic administration, in addition to providing them with an electronic "meeting dossier".

 

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inacta's services

inacta supported the customer in the structuring and planning of the overall project, as well as the supervisory management and control. inacta also assumed the operative project management for the "board meeting dossier" pilot project.

During the concept phase, inacta was responsible for the requirement management, drafting the concept which formed the basis for the specification document prepared by the external supplier. The following concepts were also delievered by inacta: the migration concept (replacing the old task-based management solution), the test concept for the new overall solution and the implementation and training concept.

In addition to these content-based matters, inacta was also responsible for the test management and test execution and supported and supervised the key users during the implementation phase using training documents and manuals also prepared by inacta.

 

Advantages for the client

The application with meeting dossier, meeting planning and management capabilities as well as the task management and reporting were successfully completed by the due date. Some management meetings which had already occurred were retrospectively documented, and the complete data from the previous system was successfully migrated across.

The status of all applications to the board meetings and the entry and examination processes can now be viewed at any time by authorized personnel. Changes to documents can be traced at any time and on completion of meetings, all information become accessible in read-only versions only.

A full text search allows the documents and resolutions to be immediately called up by authorized personnel. There has also been a massive reduction in duplication of documents (in various versions) on group network drives and email folders.

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Success story - input management

Centralized electronic mailbox

The challenge

Our client, a major accident cover insurance provider was processing over 3 million pieces of incoming paper mail at over 20 locations.
This approach involved considerable logistical costs and only provided very limited transparency. Further, it was more difficult to assign tasks from one branch to another.

Through this project, the client wished to completely digitalize all incoming post and to shift all subsequent tasks to electronic processes.

 

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inacta's services

inacta was instrumental in leading the development of the business case and carrying out the preliminary studies. We then supported the client in the project planning and planning the various phases, including a pilot phase. This included everything from the calculation of sourcing scenarios to the selection of the suitable logistical and scanning partners.

In terms of implementation, all mail was directly sent to the scanning service provider. After successful digitalization, recognition was carried out so that heterogeneous documents could be automatically forwarded to the correct process or recipient. All of the subsequent case management steps were then carried out electronically.

To this end, inacta designed, evaluated and implemented a mailroom program to meet the client's functional needs. It also has interfaces to all of the relevant core systems. inacta also provided the client with support during the pilot phase, including a systematic analysis of the pilot phase, and then assisted with the subsequent roll-out. This also involved playing a key support role on location, as well as in employee training and change management.

inacta assumed co-management of the project, as well as the technical project management and the project management for various partial projects.

 

Advantages for the client

At a number of points, costs could be reduced, in particular in logistics, but also through the removal of a number of tasks and steps which were previously manually performed by case officers. The savings which were projected in the business case were realized in their entirety.

After the transition to the new process, incoming post was quickly and thoroughly digitalized. This was a considerable contribution to achieving uniform, electronic processing of incoming information across all input channels.

Shorter processing times and comprehensive monitoring across the entire incoming communication process contributed to the overall success of the project.

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Success story - dossier & workflow

Complete, fast access to personnel files

The challenge

Our client, a large insurance company, dealt with thousands of paper personnel files. The processing was decentralized across a number of locations.
The administrative costs were enormous due to the manual tasks associated with this work, such as collecting, sorting, filing, storing and searching. This was a significant impediment to an efficient personnel management system.

The project was aimed at developing and implementing a uniform and full personnel file system for all relevant positions.

 

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inacta's services

inacta provided the client with support in the systematic research and listing of the technical and other requirements as well as the development of the solution architecture.

When analyzing the requirements, inacta applied its tried and tested approach, carrying out workshops with the various specialized departments. The results of the requirement analysis formed the basis for the detailed concept which inacta drafted for the client, as well as the realization and implementation of the solution.

To allow for a fully electronic personnel dossier, the requirements for the digitalization of the paper dossiers were specified and realized by an external service provider.

inacta assumed responsibility for the drafting of the detail and solution concept.

 

Advantages for the client

The client gained time and cost savings through administrative reductions in dossier storage and management. The interaction between the HR departments and the line organizations were sustainably improved and accelerated.

Thanks to inacta's support, all of the requirements were fully taken into account and the system was implemented smoothly and in a target-oriented way.

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Success story - storage & archiving

Electronic archiving for audits pursuant to the relevant Swiss accounting regulations (GeB├╝V)

The challenge

Our client, a specialist B2B insurance company had engaged an external service provider to carry out its electronic archiving. The service provider developed and operated the electronic archive including the file administration software. This also included the electronic archiving of the scanned paper documents after they had been indexed.

The client company's board of directors instructed management to ensure that the electronic archiving system, and the related information processing methods were in conformity with Swiss accounting regulations under the GeBüV.

 

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inacta's services

On behalf of the client, inacta prepared the audit. The relevant sections of the GeBüV were selected in consultation with the client and on the basis of this selection, an approach and planning concept were presented to the board for approval.

After the concept had been approved, the compliance of the existing information (archiving guidelines, process descriptions, technical documentation) with the GeBüV regulations was examined. After this, an on-location audit was prepared and carried out at the client's archiving service provider. This involved an inspection of the service provider's relevant operational processes, an audit of the software (incl. an audit of the archiving software architecture) and a tour of the data processing center.

The results were prepared, discussed with the client company's management and then presented to the board of directors as an audit report.

inacta prepared and carried out the audit on behalf of the client, and also prepared the audit report.

 

Advantages for the client

The archiving solution and its conformity with the relevant GebüV regulations allowed the client to gain useful information from the audit. 
Furthermore, it identified and exposed weak points in the relevant processes and software that was in use.

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Success story - storage & archiving

Drafting archiving guidelines for a specialist insurance provider

The challenge

Our customer, a specialist B2B insurance provider had a range of different document handling and archiving process descriptions and directions. This fragmentation meant that cases were often dealt with multiple times, sometimes in different manners, while others were overlooked.

It was decided that an archiving policy should be drafted to provide employees with a centralized source of guidelines for the company's processes, as well as a basis for the upcoming audit required under the Swiss Accounting Regulation (GeBüV).

 

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inacta's services

inacta defined the approach for the drafting of a set of archiving guidelines based on the inacta ECM Compliance Navigators. The relevant stakeholders were involved in the process right from the outset of the project.

In the following phase, the existing guidelines were examined and interviews were carried out with selected stakeholders across all levels of the organization. The information gained by inacta throughout this phase were summarized in a report based on a reference document developed by inacta which sped up the project's progress. 

inacta then carried out the review process for the client and finalized the document.

 

Advantages for the client

The newly-drafted archiving guidelines were implemented in day-to-day operations as soon as they were passed by the client company's board of directors. The guidelines were practice-oriented and enjoyed general acceptance, thanks to the close collaboration with the key stakeholders during the drafting phase.

The guidelines formed the basis for the upcoming mandatory audit and performed well. As the quality of the archiving guidelines was so high, no subsequent changes were required.

 

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Success Story - dossier & workflow

Development of an ECM platform as part of the implementation of Syrius

The challenge

Our customer, an insurance company providing health, accident and contents coverage, was in the process of a complete overhaul of its IT system. In addition to the introduction of Syrius as a new core application, a range of peripheral systems were to be developed and integrated into the new service-oriented IT landscape.

Completely new input/output management and archiving systems were to be developed for enterprise information management and integrated into the core processes.

The client's project was aimed at developing a new, high performing and future-oriented platform for the performance of its key business activities.

 

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inacta's services

inacta supported the customer across all phases of the project, assuming the project management role for the enterprise information management. inacta played a key role in the development of the IBM FileNet-based ECM platform, as well as in the development and integration of the ECM services and interfaces.

The Syrius workflow system was completely integrated into the ECM platform for process support, such that the incoming documents would automatically be diverted to the relevant process after being scanned on receipt.
 
Advantages for the client

The new enterprise information management systems allow the customer to efficiently carry out internal processes using workflows, with many processes even being completed automatically. When dealing with customer enquiries or following up on questions, case officers can call up dossiers which provide them with immediate electronic access to the millions of incoming and outgoing documents that pass through the system each year. The result: comprehensive, efficient customer care.

 

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References

A selection from our list of reference customers

  • Sympany logo
  • Suva logo
  • Swica logo
  • Elipslife logo
  • Axa logo
  • Cs logo
  • Helsana logo
  • Visana logo
  • Post logo
  • Solida logo
  • Sanitas logo
  • Rkb logo
  • Oekk logo
  • Iwb logo
  • Swisslife logo
  • Luks logo