Case Study: PACE Software

 

Challenge:

A growing document imaging company was mainly using a system of paper instructions that move from sales through production for workflow. This provided the level of compliance that they need to win jobs in a highly regulated industry, however, they were unable to measure employee performance, track work through their process or create reports, such as profitability reports, that would give them insight into their business. Additionally, they didn't have an autonomous way for production staff to start tasks, and would need to get instructions from an Operations Manager.

 

Solution:

Recordsforce was able to implement their specialized business management software, PACE, to help the document imaging company with their operational management needs. The specific PACE features that solved their challenges include:

  • Batches and Work Queue– replaced the whiteboard/spreadsheet for  task tracking of work in progress (WIP).  Shows all active batches by the due date.
  • Time Clock – no more punching in before work begins.  Accurate time measurements to specific projects.  Feeds both employee payroll and client billing.
  • Performance Charting – employee benchmarking for throughput and other key production metrics.
  • Work Instructions, Standard Operating Procedures, and Controlled Document Management – forced training and acknowledgment for each new or changed work instruction, by the task.  Changes require management approval and re-training confirmation.
  • Management Dashboard – job management tracks revenue progress for the day, month, year, employee tracking, etc.
  • In-Depth Reporting – Generate profit, revenue, productivity, work-in-progress and many other reports by the job, employee, date, etc.
  • Client Portal – Ensures document chain of custody. Provide (optional) view into the operations.
  • Administration – set up users, permission groups, projects, run billing reports, etc.
  • Cloud-Based – Run multiple operation centers and better manage client-office based employees. Easily handle scaling up/down employee counts as project volumes change

Result:

With PACE, the document imaging company was able to increase the efficiency in multiple operational processes and increase document conversion productivity and throughput. Using PACE eliminated their paperwork instructions and spreadsheet job tracking and gave them more insight into their employee's productivity. Other results include:


  • Reduced capital expenditures for timekeeping software, trouble ticket software, internal email, and for hardware like scanners due to better utilization.
  • Ensured compliance with internal, external & third-party requirements: FDA, DoD,  ISO-9000s, SSAE-16, HIPAA, PCII, etc..
  • Shortened sales cycles & achieved more wins
  • Drove employee accountability and improved morale!