Newgen Case Study on Implementation of Business Process Management System.

1. Case Study MANUFACTURING
SOLUTIONS FOR BUSINESS PROCESS & DOCUMENT MANAGEMENT
Implementation of Business Process
Management System
For an Export Firm having Garment Manufacturing
Business
Overview
The export firm established in 1979 is based in Bangalore. It is one of the
India’s largest and one of the world’s best-known manufacturers of ready-
made fashion garments since 1980. The firm is ISO 9001:2000 certified.
The firm keeps a consistent pace with the fashion wear requirements of
more than 100 famous labels across 39 countries.
The firm has over 40 factories in which over 40,000 highly skilled and
experienced people work in tune with the international fashion trends. The
firm has a large manufacturing unit that facilitates the export process to the
leading international garment brands like Nike, Levis, Old Navy, Diesel,
etc.
The export firm is one of the
It has a capacity of producing and exporting 2.5 million garments per
leading manufacturers of
month. The firm also has a highly sophisticated quilting unit equipped with
readymade fashion garments in
computerized quilting machines processing over 500,000 yards per month.
India. It has highly skilled
personnel to work for various
international fashion trends. The Challenge
The export firm faced a major challenge in streamlining the overall HR
functions.
The biggest challenge was to digitize the employee records. Some of the
records were even more than 20 years old and in a dilapidated state. It
required a File Management Repository for managing the employee details
in an effective and efficient manner, with information on the missing
documents. Another challenge was automatic preparation of PF, ESI and
other statutory documents, as a part of the recruitment process to reduce the
manual work.
Thus, the firm was in search of a solution that could reduce the manual
processing and create a centralized repository for the employee
documents. The firm also felt the need for enabling the centralized
approvals and achieve a complete control over the various business
processes across more than 40 locations.
Challenges:
! Streamlining the Entire HR module, which includes Recruitment and
Resignation process
! Limit based recruitment for each and every factory. For example, a
factory can recruit only 100 sales people. If the firm tries to recruit more
than 100 people, the system will not allow for the additional recruitment.
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2. Case Study MANUFACTURING
SOLUTIONS FOR BUSINESS PROCESS & DOCUMENT MANAGEMENT
This will stop the recruitment of the additional manpower and the
additional recruitment can be done only on the approval from the higher
authority
! Digitizing all the employee records, which stands 25 years old and
archiving the records
! Digitizing all the company records and sending mails to the respective
user(s) on account of the document expiry and helps the user in reminding
to renew the documents
The Benefits ! Avoid duplication of PF accounts where a multiple PF accounts will be
! The solution has enabled a assigned to a single person
complete tracking of the ! Streamlining the Recruitment process for both the staff and worker
employee documents essential category
for a HR department ! Generating templates like PF, ESIC, Gratuity, Appointment letter, etc
! The solution facilitated the which involves manual intervention and in turn leads to additional cost for
digitization of all the employee filling the forms, commuting the forms from one factory to another
records. Approximately 15 lakh ! Avoid duplication in case an employee tries to rejoin the company after
pages of content are digitized quitting
successfully ! Difficult to maintain the entire candidate resume when needed on demand
! The solution has enabled huge
! Manual written forms, which will act for some fraudulent activities like
cost and timesaving due to the
fudging of salary, etc.
digitization of documents.
Documents are now available to
the users on demand The Newgen Solution
! There has been a 70% The firm decided to deploy the Newgen’s BPM solution. The solution has
reduction in the manual provided a platform-independent, scalable business process management
processing due to automatic engine that has enabled the automation of the HR functions.
generation of the statutory
documents The solution was deployed in two stages. The first stage was the
! The solution has resulted in an digitization of more than 15 lakh pages. Newgen provided the scanning
efficient process control and tools along with the services and was able to finish the entire project within
effective tracking specified timelines of two calendar months. The documents are scanned
using the Newgen OmniScanTM product. It enables the scanning of
different type of documents having different properties without human
intervention.
The scanned images were then uploaded to Newgen Enterprise DMS
system OmniDocsTM, which is used as centralized employee file
management repository. OmniDocsTM provides information on mandatory
and missing documents on regular basis and document access is
completely controlled based on the user rights and privileges.
In the second stage, Newgen automated the HR processes using its BPM
TM
suite, OmniFlow . The automated processes are as follows:
Recruitment for Staff
! Recruitment
+Requisition
+Sourcing and Selection
+On-Boarding
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3. Case Study MANUFACTURING
SOLUTIONS FOR BUSINESS PROCESS & DOCUMENT MANAGEMENT
! Recruitment For Worker
Factory process
+
! Exit
Some of the key functions, which reduced the manual tasks, are as follows:
! Automatic generation of forms / letters based on templates
! Approvals
! Exception handling
! Document accessibility on demand
! Reports generation
! Filling up resume, job form, etc
! Salary Calculation
! Limit updating for recruitment
"Newgen's solution has allowed
an efficient and automated HR The deployment platforms for the Newgen’s products are Windows 2003
system. The documents can be Server, MS SQL 2005 and Jboss. The existing system is fully functional by
easily stored, retrieved and using the Newgen’s solution. The Newgen solution is being successfully
archived using the automated run across the firm with the current user strength of 60-70 users.
process. The solution has
facilitated effective digitization
By using the Newgen’s highly scalable and portable solution, the firm has
of the employee records. There
been very successful in managing the automation of the HR processes and
has also been a great reduction
in the manual processing. Employee File Management System
M o r e o v e r, t h e s o l u t i o n
facilitates centralized approvals The Benefits
and accomplishes a complete The firm was able to attain the following benefits by using the Newgen
control over the business solution:
processes.”
! The solution has enabled a complete tracking of the employee documents
essential for a HR department
! The solution facilitated the digitization of all the employee records
Approximately 15 lakh pages of content are digitized successfully
! The solution has enabled huge cost and timesaving due to the digitization
of documents. Documents are now available to the users on demand
! There has been a 70% reduction in the manual processing due to
automatic generation of the statutory documents
! The solution has resulted in an efficient process control and effective
tracking
! The solution permits usage of template-based letter generation for
preparing documents like PF, ESI and other statutory documents
! The solution facilitates centralized approvals and achieves a complete
control over the HR function
! Overcoming the process of manual entries like creating PF number and
avoid duplicity of PF numbers
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4. Case Study MANUFACTURING
SOLUTIONS FOR BUSINESS PROCESS & DOCUMENT MANAGEMENT
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 firms like Frost and
Sullivan as A 'Hot Company to Watch for' in their global ECM Market
report, 2009 and by IDC in its exclusive report “Newgen Software: Global
Leader in Business Process Management and Document Management
Solutions”. Newgen is a winner of prestigious award, such as CNBC-
TV18, “Emerging India Award 2008”.
With HSBC and SAP investment, Newgen is one of the rare product
companies to have backing of both leading financial and technology
companies of the world. Newgen’s Quality Systems are certified against
ISO 9001:2008 and Information Security Standard, ISO 27001:2005.
Newgen has been assessed at CMMI Level3.
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,
Royal Sundaram Alliance, Unilever, Philips, GE Countrywide, EXL, Satyam Nipuna,
iGATE, Core 3, Ranbaxy, GSL, Kenyan Airways and SEC Philippines.
Corporate Office US UAE
Newgen Software Technologies Ltd. Newgen Software Inc. Newgen Software Technologies Ltd.
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Fax: +91-11-2685 6936
Email: corpmktg@newgensoft.com UK Malaysia
Newgen Software Technologies Ltd. Newgen Software Technologies Ltd.
www.newgensoft.com
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London EC3V, 9LJ Kuala Lumpur
BK-CS-GOK
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