variable data publishing
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The client, a major player in power generation and distribution for 9 decades, faced challenges with inefficient bill generation and payroll processes. Newgen provided a variable data publishing solution to generate 25,000 bills and 3,000 pay slips from SAP. The solution automated output distribution through multiple channels like print and email. This reduced costs, improved productivity and maintained design integrity for effective customer communication.
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