Implementation of business process management system

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Newgen Case Study on Implementation of Business Process Management System.

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Implementation of business process management system

  1. 1. Case Study MANUFACTURING SOLUTIONS FOR BUSINESS PROCESS & DOCUMENT MANAGEMENT Implementation of Business Process Management System For an Export Firm having Garment Manufacturing Business Overview The export firm established in 1979 is based in Bangalore. It is one of the India’s largest and one of the world’s best-known manufacturers of ready- made fashion garments since 1980. The firm is ISO 9001:2000 certified. The firm keeps a consistent pace with the fashion wear requirements of more than 100 famous labels across 39 countries. The firm has over 40 factories in which over 40,000 highly skilled and experienced people work in tune with the international fashion trends. The firm has a large manufacturing unit that facilitates the export process to the leading international garment brands like Nike, Levis, Old Navy, Diesel, etc. The export firm is one of the It has a capacity of producing and exporting 2.5 million garments per leading manufacturers of month. The firm also has a highly sophisticated quilting unit equipped with readymade fashion garments in computerized quilting machines processing over 500,000 yards per month. India. It has highly skilled personnel to work for various international fashion trends. The Challenge The export firm faced a major challenge in streamlining the overall HR functions. The biggest challenge was to digitize the employee records. Some of the records were even more than 20 years old and in a dilapidated state. It required a File Management Repository for managing the employee details in an effective and efficient manner, with information on the missing documents. Another challenge was automatic preparation of PF, ESI and other statutory documents, as a part of the recruitment process to reduce the manual work. Thus, the firm was in search of a solution that could reduce the manual processing and create a centralized repository for the employee documents. The firm also felt the need for enabling the centralized approvals and achieve a complete control over the various business processes across more than 40 locations. Challenges: ! Streamlining the Entire HR module, which includes Recruitment and Resignation process ! Limit based recruitment for each and every factory. For example, a factory can recruit only 100 sales people. If the firm tries to recruit more than 100 people, the system will not allow for the additional recruitment. www.newgensoft.com
  2. 2. Case Study MANUFACTURING SOLUTIONS FOR BUSINESS PROCESS & DOCUMENT MANAGEMENT This will stop the recruitment of the additional manpower and the additional recruitment can be done only on the approval from the higher authority ! Digitizing all the employee records, which stands 25 years old and archiving the records ! Digitizing all the company records and sending mails to the respective user(s) on account of the document expiry and helps the user in reminding to renew the documents The Benefits ! Avoid duplication of PF accounts where a multiple PF accounts will be ! The solution has enabled a assigned to a single person complete tracking of the ! Streamlining the Recruitment process for both the staff and worker employee documents essential category for a HR department ! Generating templates like PF, ESIC, Gratuity, Appointment letter, etc ! The solution facilitated the which involves manual intervention and in turn leads to additional cost for digitization of all the employee filling the forms, commuting the forms from one factory to another records. Approximately 15 lakh ! Avoid duplication in case an employee tries to rejoin the company after pages of content are digitized quitting successfully ! Difficult to maintain the entire candidate resume when needed on demand ! The solution has enabled huge ! Manual written forms, which will act for some fraudulent activities like cost and timesaving due to the fudging of salary, etc. digitization of documents. Documents are now available to the users on demand The Newgen Solution ! There has been a 70% The firm decided to deploy the Newgen’s BPM solution. The solution has reduction in the manual provided a platform-independent, scalable business process management processing due to automatic engine that has enabled the automation of the HR functions. generation of the statutory documents The solution was deployed in two stages. The first stage was the ! The solution has resulted in an digitization of more than 15 lakh pages. Newgen provided the scanning efficient process control and tools along with the services and was able to finish the entire project within effective tracking specified timelines of two calendar months. The documents are scanned using the Newgen OmniScanTM product. It enables the scanning of different type of documents having different properties without human intervention. The scanned images were then uploaded to Newgen Enterprise DMS system OmniDocsTM, which is used as centralized employee file management repository. OmniDocsTM provides information on mandatory and missing documents on regular basis and document access is completely controlled based on the user rights and privileges. In the second stage, Newgen automated the HR processes using its BPM TM suite, OmniFlow . The automated processes are as follows: Recruitment for Staff ! Recruitment +Requisition +Sourcing and Selection +On-Boarding www.newgensoft.com
  3. 3. Case Study MANUFACTURING SOLUTIONS FOR BUSINESS PROCESS & DOCUMENT MANAGEMENT ! Recruitment For Worker Factory process + ! Exit Some of the key functions, which reduced the manual tasks, are as follows: ! Automatic generation of forms / letters based on templates ! Approvals ! Exception handling ! Document accessibility on demand ! Reports generation ! Filling up resume, job form, etc ! Salary Calculation ! Limit updating for recruitment "Newgen's solution has allowed an efficient and automated HR The deployment platforms for the Newgen’s products are Windows 2003 system. The documents can be Server, MS SQL 2005 and Jboss. The existing system is fully functional by easily stored, retrieved and using the Newgen’s solution. The Newgen solution is being successfully archived using the automated run across the firm with the current user strength of 60-70 users. process. The solution has facilitated effective digitization By using the Newgen’s highly scalable and portable solution, the firm has of the employee records. There been very successful in managing the automation of the HR processes and has also been a great reduction in the manual processing. Employee File Management System M o r e o v e r, t h e s o l u t i o n facilitates centralized approvals The Benefits and accomplishes a complete The firm was able to attain the following benefits by using the Newgen control over the business solution: processes.” ! The solution has enabled a complete tracking of the employee documents essential for a HR department ! The solution facilitated the digitization of all the employee records Approximately 15 lakh pages of content are digitized successfully ! The solution has enabled huge cost and timesaving due to the digitization of documents. Documents are now available to the users on demand ! There has been a 70% reduction in the manual processing due to automatic generation of the statutory documents ! The solution has resulted in an efficient process control and effective tracking ! The solution permits usage of template-based letter generation for preparing documents like PF, ESI and other statutory documents ! The solution facilitates centralized approvals and achieves a complete control over the HR function ! Overcoming the process of manual entries like creating PF number and avoid duplicity of PF numbers www.newgensoft.com
  4. 4. Case Study MANUFACTURING SOLUTIONS FOR BUSINESS PROCESS & DOCUMENT MANAGEMENT About Newgen Newgen Software Technologies Limited is the market leader in Business Process Management (BPM) and Document Management System (DMS), with a global footprint of about 750 installations in over 35 countries. More than 100 of these implementations are large, mission-critical solutions deployed at world's leading BFSI, BPO and Fortune Global 500 companies. Newgen is recognized by distinguished analyst firms like Frost and Sullivan as A 'Hot Company to Watch for' in their global ECM Market report, 2009 and by IDC in its exclusive report “Newgen Software: Global Leader in Business Process Management and Document Management Solutions”. Newgen is a winner of prestigious award, such as CNBC- TV18, “Emerging India Award 2008”. With HSBC and SAP investment, Newgen is one of the rare product companies to have backing of both leading financial and technology companies of the world. Newgen’s Quality Systems are certified against ISO 9001:2008 and Information Security Standard, ISO 27001:2005. Newgen has been assessed at CMMI Level3. Newgen prestigious clients include HSBC Bank, Deutsche Bank, Hua Nan Bank, ABN Amro Bank, ICICI Bank, IDBI Bank, State Bank of India, ING Vysya Bank, CitiFinancial, RAK Bank, Bank of Tanzania, Max New York Life, Bajaj Allianz, Royal Sundaram Alliance, Unilever, Philips, GE Countrywide, EXL, Satyam Nipuna, iGATE, Core 3, Ranbaxy, GSL, Kenyan Airways and SEC Philippines. Corporate Office US UAE Newgen Software Technologies Ltd. Newgen Software Inc. Newgen Software Technologies Ltd. A-6, Satsang Vihar Marg, 1364 Beverly Road, Suite 300 YI 46, PO Box 120586 Qutab Institutional Area, McLean, VA 22101 Sharjah Airport International Free Zone New Delhi - 110 067 INDIA Tel: +1-703-749-2855 Sharjah, United Arab Emirates (UAE) Tel: +91-11-4077 0100, 2696 3571 Email: usa@newgensoft.com Email: emea@newgensoft.com Fax: +91-11-2685 6936 Email: corpmktg@newgensoft.com UK Malaysia Newgen Software Technologies Ltd. Newgen Software Technologies Ltd. www.newgensoft.com 68 Lombard Street, Plaza Sentral London EC3V, 9LJ Kuala Lumpur BK-CS-GOK Tel: +44-207-868 1736 Malaysia Mobile: +44-78154 96669 Tel: +6017 2527239 Email: intmkt@newgensoft.com Email: asiapac@newgensoft.com

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