Customer Profile:
The US Coast Guard National Vessel Documentation Center (NVDC) tracks approximately 265,000 active fishing, commercial and recreational vessels every year. Before implementation, VDC’s process was primarily paper-based- taking up significant employee and resources time to meet the Congressional-mandated service levels and management goals.
Business Objective:
The NVDC’s key challenge was a backlog of approximately 350,000 documents needed to track its vessels. To address this, they needed to increase the efficiency of the documentation process by processing all paper documents electronically and supporting a 24- or 72-hour response time for customer initiated requests.
Issues:
The previous system used by the NVDC resulted in a six-month backlog for processing recreational vessel documentation requests. This forced the NVDC to process requests outside of their document management system - thereby creating a more complex business process that further hampered efficiency.
ECP’s Solution:
NVDC choose ECP Corporation to automate its vessel documentations system. After conducting a review of the NVDC’s process, ECP outlined the following key issues that needed to be addressed:
Streamline the capture of documents through “Best of Breed” OCR recognition technology
Provide more accurate vessel information
Improve records with receipt dates
Provide more accurate and timely responses to inquiries via mail, email and fax
Transfer images and data from the existing system into the new one
ECP developed a technical solution that provided the NVDC with an extremely flexible, robust and scalable vessel documentation system. ECP recommended Global 360’s Business Process Management (BPM) product for workflow and process management and Captiva Input Accel (with Dispatcher) for automated data capture from the forms.
The Global 360 system has many features, which have greatly enhanced the NVDC’s ability to efficiently manage their workload. The core features of the system include:
Scanning and capture of all vessel related documents
Role based workflow allowing appropriate security access at each of the job functions in the process
Business routing logic as well as flexible ad hoc routing capability
Work item matching that allows users to find any matching document in the workflow within seconds
Ability to electronically retrieve documents from one folder or place them into another folder
Sophisticated filtering so that users can create different views of work in the allocated queues
ECP’s solution also included Captiva Input Accel that utilizes advanced recognition methodologies for automated indexing and workflow routing. Captiva specializes in automatic extraction of data and provides a world-exclusive set of technologies to enable companies to do away with manual processing of paper documents.
The solution ECP deployed provides an efficient document capture process for paper or fax-based documents - with the ability to capture and store electronic forms. It also supports a flexible and customizable workflow to manage the business processes, and provide a user-friendly application to process customer requests and manage documentation more efficiently. The new system also handles the intake of paper documentation, faxed documentation and certain Web-based applications.
The US Coast Guard National Vessel Documentation Center (NVDC) tracks approximately 265,000 active fishing, commercial and recreational vessels every year. Before implementation, VDC’s process was primarily paper-based- taking up significant employee and resources time to meet the Congressional-mandated service levels and management goals.
Business Objective:
The NVDC’s key challenge was a backlog of approximately 350,000 documents needed to track its vessels. To address this, they needed to increase the efficiency of the documentation process by processing all paper documents electronically and supporting a 24- or 72-hour response time for customer initiated requests.
Issues:
The previous system used by the NVDC resulted in a six-month backlog for processing recreational vessel documentation requests. This forced the NVDC to process requests outside of their document management system - thereby creating a more complex business process that further hampered efficiency.
ECP’s Solution:
NVDC choose ECP Corporation to automate its vessel documentations system. After conducting a review of the NVDC’s process, ECP outlined the following key issues that needed to be addressed:
Streamline the capture of documents through “Best of Breed” OCR recognition technology
Provide more accurate vessel information
Improve records with receipt dates
Provide more accurate and timely responses to inquiries via mail, email and fax
Transfer images and data from the existing system into the new one
ECP developed a technical solution that provided the NVDC with an extremely flexible, robust and scalable vessel documentation system. ECP recommended Global 360’s Business Process Management (BPM) product for workflow and process management and Captiva Input Accel (with Dispatcher) for automated data capture from the forms.
The Global 360 system has many features, which have greatly enhanced the NVDC’s ability to efficiently manage their workload. The core features of the system include:
Scanning and capture of all vessel related documents
Role based workflow allowing appropriate security access at each of the job functions in the process
Business routing logic as well as flexible ad hoc routing capability
Work item matching that allows users to find any matching document in the workflow within seconds
Ability to electronically retrieve documents from one folder or place them into another folder
Sophisticated filtering so that users can create different views of work in the allocated queues
ECP’s solution also included Captiva Input Accel that utilizes advanced recognition methodologies for automated indexing and workflow routing. Captiva specializes in automatic extraction of data and provides a world-exclusive set of technologies to enable companies to do away with manual processing of paper documents.
The solution ECP deployed provides an efficient document capture process for paper or fax-based documents - with the ability to capture and store electronic forms. It also supports a flexible and customizable workflow to manage the business processes, and provide a user-friendly application to process customer requests and manage documentation more efficiently. The new system also handles the intake of paper documentation, faxed documentation and certain Web-based applications.
