Newgen Case Study on Variable Data Publishing

1. Case Study Power
SOLUTIONS N S F OBUSINESS SPROCESS S & & C O N T E N T M AMANAGEMENT
S O L U T I O FOR R B U S I N E S P R O C E S DOCUMENT N A G E M E N T
Variable Data Publishing
For a Leading Energy and Utility Player
Overview
The Client pioneered the generation of electricity 9 decades ago. It is a
major player, not only in the fields of Power, but also in Energy and
Broadband Communication. Today, it is one of the largest power utility
with ambitious expansion plans.
The Challenge
Broadly there were 2 processes that needed immediate attention. They
were:
1. Generation and Distribution of Utility Bills: The client caters to
approximately 25,000 customers, which includes the Residential
Customers as well as Corporate Customers. All the data pertaining to
consumer bills was stored in SAP. The bills were sent using offset printing
that was printed on pre-printed stationary.
Key Challenges
The Client pioneered the
! Complicated Layout Management: Changing the Layout Design in
generation of electricity 9
the existing process was a time consuming and complicated process
decades ago. It is a major player,
requiring expertise
not only in the fields of Power,
but also in Energy and
! Excessive Distribution Load on Core System: Printing the bills for
Broadband Communication.
past dates required hitting the Core System again and again, and this
way, there was always excessive load on the Core System
! Data Mapping: One of the key challenge was to get the data from SAP
and map it to the new solution to facilitate the Bill Printing
2. Generation and Distribution of Pay Slips of Employees: The process
in SAP was for approximately 1,500 union employees and 1,200 officers.
The data pertaining to various salary components was stored in clusters in
SAP. The finally calculated data was populated on a pre-defined layout for
printing / e-mailing / storage. For all Union employees, the pay-slips were
necessarily printed at the center location. In this process, for doing the Mass
Printing, the only selection criteria given was date and all the 1,500 pages of
Union Employees’ pay-slips got printed as a single job. For rest of the
employees, the e-mailing function (as available in SAP) could be executed.
Key Challenges
! Cost and Time Inefficiencies: The current Layout of pay-slip is
compatible with only some specific printers, which are configured to
handle this kind of Layout. Due to this, these pay-slips need to be
printed at the central location and then sent to the respective division
through courier, which is a costly affair and above all complicated,
lengthy and time-consuming process
! Tedious Multiple Channel Distribution: Different applications for
each channel made multiple channel distribution a time consuming as
well as tedious task
www.newgensoft.com

2. Case Study Power
SOLUTIONS N S F OBUSINESS SPROCESS S & & C O N T E N T M AMANAGEMENT
The Newgen Solution
S O L U T I O FOR R B U S I N E S P R O C E S DOCUMENT N A G E M E N T
Newgen offered its Variable Data Publishing Management (VDPM)
solution. The Newgen solution enabled the client to capture data from
various sources/databases and quickly consolidate it into personal
documents to be sent to specific recipients.
Newgen VDPM solution uses rules to enable database-driven, automated
information population in templates. Users can simply drag and drop
various elements (fields, images, messages, annotation, etc.) on the
template to create aesthetically appealing and professional-looking layouts
for effective customer communication.
Pay slips:
! 3000 pay slips generated
! Rules based on category of employees, vis-à-vis, top management,
Newgen offered its Variable
middle management, union employees etc.
Data Publishing Management ! Distribution channels like e-mail, print etc. based on category of
(VDPM) solution. employees
Purchase Orders:
! Integration with SAP
! PO generation through print, emails etc. to vendors
Utility Bills:
! 25000 statements, incorporating multiple cycles generated
! Rules based on location
The Benefits
! Load Sharing with Core System: VDPM solution archives the data in
its server. Whenever a query is raised the data is fetched from the
Key Challenges server’s database hence, eliminating the load on the core SAP system
Generation and Distribution of
Utility Bills: ! Cost Reduction: Newgen VDPM solution provides all-round cost
! Complicated Layout benefits by minimizing output generation costs, reducing processing
Management and retrieval costs, and eliminating distribution costs
! Excessive Distribution Load on
Core System ! Ease of Use: The solution empowers business users to produce
! Data Mapping customized communication without any programming effort. This helps
boost their productivity and communication effectiveness
Generation and Distribution of
Utility Bills: ! Maintain Design Integrity: Seamlessly handles advanced formatting
! Cost and Time Inefficiencies requirements through automatic copy fitting, dynamic page breaks,
! Tedious Multiple Channel smart layouts, and support for graphics and charts, without diluting the
design integrity
! Multi-channel Output Distribution: VDPM solution has high
distribution, presentment and print management capabilities. It allows
enterprise to choose from multiple options for distributing, presenting
and printing the output. The output can be distributed and delivered
through email, fax, Web, print, mobile media, etc.
www.newgensoft.com

3. Case Study Power
SOLUTIONS N S F OBUSINESS SPROCESS S & & C O N T E N T M AMANAGEMENT
! Personalized and Effective Communication: With VDPM solution,
S O L U T I O FOR R B U S I N E S P R O C E S DOCUMENT N A G E M E N T
organizations can connect with their customers on a personal basis. This
helps in launching targeted marketing campaigns, cross-selling and up-
selling for different target segments, such as high net-worth customers,
customers of a specific company, etc.
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 firm IDC in its exclusive
report “Newgen Software: Global Leader in Business Process Management
and Document Management Solutions.” With HSBC and SAP investment,
Newgen is one of the rare product companies to have backing of both
The Benefits leading financial and technology companies of the world.
! Load Sharing with Core
System Winner of prestigious awards, such as CNBC-TV18 “Emerging India
! Cost Reduction Award 2008”, Frost and Sullivan's “Market Leadership Award for
! Ease of Use Document Management System and Workflow Software & Services” and
! Maintain Design Integrity “Distinguished Application Product Company” by NASSCOM, Newgen
! Multi-channel Output Software is an ISO 9001:2000, ISO 27001 certified and CMM Level 4
company.
Distribution
! Personalized and Effective
Communication
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.,
Unilever, Philips, GE Countrywide, EXL, Satyam Nipuna, iGATE, Core 3, Ranbaxy,
GSL, Kenyan Airways and SEC Phillipines.
Corporate Office US UAE
Newgen Software Technologies Ltd. Newgen Software Inc. Newgen Software Technologies Ltd. www.newgensoft.com
A-6, Satsang Vihar Marg, 1364 Beverly Road, Suite 300 YI 46
Qutab Institutional Area, McLean, VA 22101 PO Box 120586
New Delhi - 110 067 INDIA Tel: +1-703-749-2855 Sharjah Airport International Free Zone
Tel: +91-11-4077 0100, 2696 3571, Email: usa@newgensoft.com Sharjah, United Arab Emirates (UAE)
2696 4733 Email: emea@newgensoft.com
Fax: +91-11-2685 6936
Email: corpmktg@newgensoft.com
UK Malaysia
Newgen Software Technologies Ltd. Newgen Software Technologies Ltd.
CS-TP-01
68 Lombard Street, Plaza Sentral
London EC3V, 9LJ Kuala Lumpur
Tel: +44-207-868 1736 Malaysia
Mobile: +44-78154 96669 Tel: +6017 2527239
Email: intmkt@newgensoft.com Email: asiapac@newgensoft.com