Convergent Technologies - Enterprise Search (Use Case for a BPO) using Sharepoint

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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
----------------
- 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

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Convergent Technologies - Enterprise Search (Use Case for a BPO) using Sharepoint

  1. 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. 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. 3. DMS and Search for SOP at Genpact | Presented by NIPE | 14th July 2010 UNDERSTAND OF ORGANISATION STRUCTURE
  4. 4. DMS and Search for SOP at Genpact | Presented by NIPE | 14th July 2010 SOP APPROVAL AND PUBLISHING WORKFLOW
  5. 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. 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. 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. 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. 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. 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. 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. 12. DMS and Search for SOP at Genpact | Presented by NIPE | 14th July 2010  HOME PAGE SOME SCREENSHOTS
  13. 13. DMS and Search for SOP at Genpact | Presented by NIPE | 14th July 2010  DOCUMENT CENTRE (PROCESS FOLDERS) SOME SCREENSHOTS
  14. 14. DMS and Search for SOP at Genpact | Presented by NIPE | 14th July 2010  DOCUMENT CREATION SOME SCREENSHOTS Document Meta Tags
  15. 15. DMS and Search for SOP at Genpact | Presented by NIPE | 14th July 2010  KEYWORD CREATION SOME SCREENSHOTS
  16. 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. 17. DMS and Search for SOP at Genpact | Presented by NIPE | 14th July 2010  SEARCH RESULTS REPORT: TOP QUERIES SOME SCREENSHOTS
  18. 18. DMS and Search for SOP at Genpact | Presented by NIPE | 14th July 2010  SEARCH RESULTS REPORT: TOP DESTINATION; ZERO QUERIES SOME SCREENSHOTS
  19. 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. 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

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