Implementation of Document Management System for an Electrical Enterprise

This wonderful client of ours providing services in the Electrical market approached us with a common problem which many SMEs in this era are facing. Unless your company happens to be a monopoly in the market most companies face serious tough competition from their competitors. So the distinguishing factors are minute and it’s these minor factors and decisions which helps you to move ahead of your competitors. During earlier days the business competition wasn’t this fierce as now and everyone was getting their target business from their regular customer. Now, the situation has changed and for one business to survive and win over the market they should have their data organized and worked out meticulously. Document management is one such minute factor which needs to be handled with utmost care and can prove to be the winning factor. Our client had issues with managing documents and recording them, recording the enquiries and quotes, taking care of contract documents and so on.

Current Scenario

Below mentioned are the problems our client was facing in day to day business.

Managing business enquiries – The receptionist was receiving enquiries on phone, email and published tenders, but there wasn’t any proper mechanism to record the enquiries. There were situations where the enquiries went unanswered because of the data not having been recorded.
Records management – For those enquiries which got answered there wasn’t a proper system for recording and acting on the same. Neither did the quote have a proper format nor was the quote recorded against the client or enquiry.
Workflow management – There was no following up procedure for those quotes submitted to the client and not having got feedback.
Document classification – The associated contract documents pertaining to each job was not formatted and classified according to jobs, it was mostly scattered.
Document Management – The tender document or RFP were received as hard copy in some cases wherein the document management was even tedious.

Solution Offered

We proposed a complete solution package for our client where in each of these problems that the client explained was remediated and made the job of our client much easier. Below mentioned were the solutions provided

The Sales team can add new clients or services as per the requirement. Once the enquiry is received the details are recorded like date and time, source, customer etc. For enquiries through telephone, either the data can be recorded manually or we can provide an AI enabled call analytics solution wherein the key words will be recorded and data will be fed into the system automatically. The data can be categorized based on the type of service and customer from the list. More filters can be implemented like location or time as required.

The Sales team can add new clients or services as per the requirement. Once the enquiry is received the details are recorded like date and time, source, customer etc. For enquiries through telephone, either the data can be recorded manually or we can provide an AI enabled call analytics solution wherein the key words will be recorded and data will be fed into the system automatically. The data can be categorized based on the type of service and customer from the list. More filters can be implemented like location or time as required.
A workflow was created. Various levels of approval process for preparation of quote or invoice were provided in the system through which the final quote / invoice is prepared and sent to the client. The Program administrator has the option to assign / reassign the task to other users as required.
A standard template for sending quotes and invoices whereby all these documents will be in standardised format, and based on selection of customer and service the quote or invoice can be prepared immediately. In case, a discount or markup is to be provided apart from the usual, there is provision for the same. The contract agreement is prepared as per the standard format and only with the selection of related data by the administrator like type of service, customer, start date and end date of service, the final contract agreement is prepared. The prepared contract agreement is linked to the quote and customer.
In cases where the tender document or enquiry is received as hard copy, our OCR enabled system converts the document to editable format and is saved into the system. Once the document is saved and updated, the document is ready for further management.
Our search engine is capable of finding keywords in any of the documents no matter whether the words are part of filename or headline or content whatsoever.

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