SOP Management and Search – MOSS 2007 BASED SOLUTION
PROBLEMS
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- SOPs are not properly Searchable
- Search Results show list of documents, but doesn’t highlight the Search Text within the documents, making it difficult to search for right information within a document
- Takes many minutes to go through each SOP
- Current SOP Knowledge Base is Scattered across COEs, Businesses and Processes
- Documents lying as Images, and so Searching is not possible
SOLUTION
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- Full-fledged SOP management system for managing SOP creation, version control, SOP lifecycle management, intelligent search and retrieve functionality, reporting and MIS.
- Make Documents of following Types searchable: DOC, PDF, TIFF, PPT, XLS
- Single Platform for all SOPs
- Process Users to see only their Process-specific SOPs
- Ensuring Data Integrity
- Content Highlighting
Elevate Developer Efficiency & build GenAI Application with Amazon Q
Convergent Technologies - Enterprise Search (Use Case for a BPO) using Sharepoint
1. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
SOP Management and Search –
MOSS 2007 BASED SOLUTION
Presented by:
Convergent Technologies
2. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
UNDERSTANDING OF BUSINESSES
INTELLIGENT DOCUMENT SEARCH REQUIREMENT OUTLINE
OUR SOLUTION
PRESENTATION OUTLINE
3. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
UNDERSTAND OF ORGANISATION STRUCTURE
4. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
SOP APPROVAL AND PUBLISHING WORKFLOW
5. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
PROBLEMS:
SOPs are not properly Searchable
Search Results show list of documents, but doesn’t highlight the Search Text within
the documents, making it difficult to search for right information within a document
Takes many minutes to go through each SOP
Current SOP Knowledge Base is Scattered across COEs, Businesses and Processes
Documents lying as Images, and so Searching is not possible
SOLUTION:
Full-fledged SOP management system for managing SOP creation, version control,
SOP lifecycle management, intelligent search and retrieve functionality, reporting
and MIS.
Make Documents of following Types searchable: DOC, PDF, TIFF, PPT, XLS
Single Platform for all SOPs
Process Users to see only their Process-specific SOPs
Ensuring Data Integrity
Content Highlighting
BUSINESS PROBLEM
6. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
REDUCE SEARCH TIME (INCLUDING SEARCH AND FIND WITHIN DOCUMENTS) TO
SECONDS FROM MINUTES
MAKE FILES OF ALL KINDS (WORD/EXCEL/POWERPOINTS DOCUMENTS, ADOBE PDF
AND TIFF IMAGES) SEARCHABLE, ALONG WITH HIGHLIGHTING OF SEARCH TEXT
WITHIN THE DOCUMENTS
OTHER KEY ASPECTS:
SOP creation: Existing SOP in MS word (digital as well as hard copy) to be
digitized. Document will be added with Meta tags, search keywords and
finally uploaded into the system.
Version control and SOP lifecycle management
Intelligent search and retrieve functionality
Reporting/MIS
Top Searches and Frequently Asked Queries
“No Results” Searches tracked so that appropriate documents/information
can be published for future queries
Mobile device compatibility – A Customized Search Page to be device
sensitive and should be able to deliver the content on a Mobile Phone
Discussion Forum and User Generated Content for Processes (Ask an
Expert/Process Trainer)
OUR SOLUTION
7. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
BUILDING BLOCKS
Single Sign-On
(with AD Authentication)
Document Approval Chain
Document Versioning and
Version Control
Scanned Documents in
TIFF or PDF
Out-of-box Reports and
Ad-hoc Reports on Demand
OUR SOLUTION
8. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
SCENARIO
GENPACT > BFSI > AON > CLOSURES + ENQUIRIES
Users (Password genpact@123)
AON
Vikrant Kapur > vikrant.creator
Amadeep Kaur > amandeep.quality
Ruchi Narang > ruchi.publisher
Gautam Malik > gautam.ar.agent
Lokesh Mahajan > lokesh.ap.agent
Wells Fargo User
Pradipta
DEMO DETAILS
9. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
ACCESS-BASED VIEWS OF SITE AND DOCUMENTS
SOPS MAPPED WITH RESPECTIVE PROCESSES
KEYWORDS
Keyword Definition
Best Bets
Synonyms (Phrases/Acronyms)
DOCUMENT CREATION PROCESS
Multiple Templates Possible for each Process
Meta Tag Panel on top of each Document:
COE
Business
Process
Key Words
Title
Creation Date
Modified Date
Version No.
DEMO DETAILS
10. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
SEARCH
Smaller Search Scopes defined (Process-wise) to enable more refined
Search
Search by Synonyms
Duplicate Searches
Top 10 Searches
Related Queries
Auto Suggest (in Search Box)
Author, Language, Document Type
Highlighting of Text within PDF (when you open the Document)
SEARCH RESULTS REPORT
Zero Search
Top Queries over last 30 days
Top Destination Pages/Documents
Most Clicked Best Bets
Queries with Zero Best Bets
Queries with Low Click-through
DEMO DETAILS
11. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
SHOWN ON SEARCH RESULTS PAGE AGAINST EACH SEARCH
RESULT:
THUMBNAILS/BROAD PROCESS MAP
MUST-DO
ADDITIONAL INFORMATION
DOCUMENTS, CONTENT AND SEARCH IN MULTIPLE INDIAN
LANGUAGES
TYPING IN INDIAN LANGUAGE USING NATURAL LANGUAGE
TRANSLATORS
BEYOND THE DEMO
12. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
HOME PAGE
SOME SCREENSHOTS
13. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
DOCUMENT CENTRE (PROCESS FOLDERS)
SOME SCREENSHOTS
14. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
DOCUMENT CREATION
SOME SCREENSHOTS
Document
Meta Tags
15. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
KEYWORD CREATION
SOME SCREENSHOTS
16. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
SEARCH RESULTS PAGE
SOME SCREENSHOTS
Auto-suggest
Best Bets
Search Results
Related Queries
Top 10 Queries
Document
Creator-wise
Based on Date
Language-based
17. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
SEARCH RESULTS REPORT: TOP QUERIES
SOME SCREENSHOTS
18. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
SEARCH RESULTS REPORT: TOP DESTINATION; ZERO
QUERIES
SOME SCREENSHOTS
19. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
SEARCH RESULTS REPORT: MOST CLICKED BEST BETS; ZERO
BEST BET AND QUERIES WITH LOW CLICK THROUGHS
SOME SCREENSHOTS
20. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
CONTACT INFORMATION
CONVERGENT TECHNOLOGIES
http://www.convergenttec.com
Contact: Sujit Panigrahi
Thank you for your Interest.
Our team is excited to work with you and
help you in enhancing your business value