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Application Training — ECMS. Slide 2 Before We Begin… May we request you to keep your phone in silent mode. May we request you to keep to the training.

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Presentation on theme: "Application Training — ECMS. Slide 2 Before We Begin… May we request you to keep your phone in silent mode. May we request you to keep to the training."— Presentation transcript:

1 Application Training — ECMS

2 Slide 2 Before We Begin… May we request you to keep your phone in silent mode. May we request you to keep to the training timelines. May we request you to refrain from side discussions. May we request you to ask questions freely.

3 Application Training — ECMS Slide 3 Module Agenda Module Break-upDuration (minutes) Lesson 1: Overview of ECMS10 Lesson 2: ECMS at CPC35 Practice Exercises45 Total90

4 Application Training — ECMS Slide 4 Prerequisites Learners should be familiar with: Basic knowledge of working with computers Basic knowledge of navigating through application interfaces

5 Application Training — ECMS Slide 5 Module Objectives This module deals with the activities that are performed by ECMS for processing of documents. After completing this course, you will be able to: Describe ECMS. Explain the steps to process and scan documents at CPC. Log in to the DataCap application. Describe the steps in scanning, page identifying and corrections for the scanned document.

6 Application Training — ECMS OVERVIEW OF ECMS LESSON 1

7 Application Training — ECMS Slide 7 Overview and Objectives The ECMS application has a user-friendly interface that allows easy navigation. After completing this lesson, you will be able to: Describe ECMS. List the proposal forms processed by ECMS. Overview of ECMS

8 Application Training — ECMS Slide 8 Introduction to ECMS The Enterprise Content Management System (ECMS) is designed to support India Post in scanning the documents received at various Post Offices (PO). It is used to capture, manage, store and deliver documents related to organizational processes. Overview of ECMS

9 Application Training — ECMS Slide 9 Proposal Forms Processed by ECMS Overview of ECMS PLI ProposalRPLI ProposalChild Policy Proposal

10 Application Training — ECMS Slide 10 Overview of ECMS ECMS Process

11 Application Training — ECMS Slide 11 Lesson Summary You have reached the end of the lesson. You should now be able to: Describe ECMS. List the proposal forms processed by ECMS. Overview of ECMS

12 Application Training — ECMS ECMS AT CPC LESSON 2

13 Application Training — ECMS Slide 13 Overview and Objectives This lesson will explain the steps required to process documents at Central Processing Center (CPC). After completing this lesson, you should be able to: Explain the steps to process and scan documents at CPC. Log in to the DataCap application. Describe the steps in scanning, page identifying and corrections for the scanned document. ECMS at CPC

14 Application Training — ECMS Slide 14 Customer Visit to India Post Office ECMS at CPC Post Office Counter person checks the documents thoroughly i.e. Form is dully filled.Writing of the person is clear.Documents are attached. Counter clerk receives the form and required documents from the customer. Customer fills the form and attaches the required documents along with the form. A customer comes to Post Office.

15 Application Training — ECMS Slide 15 Proposal Number Generation - New Business: New Proposal ECMS at CPC A4 sheet having Acknowledgment Receipt is put over the Proposal documents as covering. One copy is given to the customer and another copy is affixed on the blank A4 size paper. Counter clerk prints the Acknowledgment Receipt on receipt stationery in two copies having Proposal Number mentioned on it. Counter clerk generates the Proposal Number by logging to the McCamish application.

16 Application Training — ECMS Slide 16 New Business: Missing Requirement ECMS at CPC A4 sheet having Acknowledgment Receipt is put over the submitted documents as covering. One copy is given to the customer and another copy is affixed on the blank A4 size paper. Counter clerk prints the Acknowledgment Receipt on receipt stationery in two copies having Proposal Number mentioned on it. Counter clerk verifies the Proposal Number by logging to the McCamish application. Counter clerk accepts the missing documents from the customer.

17 Application Training — ECMS Slide 17 Policy Servicing: With Barcode ECMS at CPC One copy will be given to customer and another copy is affixed on the photocopy of passbook or policy bond provided, it doesn’t hamper the barcode. Counter clerk prints the Acknowledgment Receipt in two copies having Service Request ID, Policy Number & Customer ID mentioned on it. In case all documents are dully submitted, counter clerk generates a Service Request ID using McCamish application. Counter clerk checks if photocopy of passbook or policy bond containing barcode is submitted with documents. If photocopy is not submitted, Counter clerk won’t accept the service request and ask for the same.

18 Application Training — ECMS Slide 18 Policy Servicing : Without Barcode ECMS at CPC One copy will be given to customer and another copy is affixed on the photocopy of passbook or policy bond. Counter clerk prints the Acknowledgment Receipt in two copies having Service Request ID, Policy Number & Customer ID mentioned on it. In case all documents are dully submitted, counter clerk generates a service request ID using McCamish application. Counter clerk checks if photocopy of passbook or policy bond even without barcode is submitted with documents. If photocopy is not submitted, Counter clerk won’t accept the service request and ask for the same.

19 Application Training — ECMS Slide 19 Bundling and Dispatching ECMS at CPC Set/Sets will be dispatch to the CPC for scanning. McCamish system internally updates the status of all documents to Pending for Scanning. In case of multiple sets, report should be pasted on each set with marking of serial numbers of forms enclosed in each set. Counter person generates a serial list of all service requests to be sent to the CPC and affix it over the set with clear marking of the serial numbers of forms/request enclosed in the set. A code will be given to each set at PO with convention as “OfficeCode_Date_SetNo”. All the bunches will be tied together by counter person in a big set of maximum possible size. If document are huge in number, multiple sets can also be created. Counter person staples all the documents pertaining to one form/request together to make one bunch for each form/request.

20 Application Training — ECMS Slide 20 Receiving Documents ECMS at CPC In case of any discrepancy, CPC clerk contacts the branch to resolve the same. Clerk at CPC ticks the serial list of service requests received with bundle to check missing set of documents if any. Clerk unpacks the set/sets and performs a sanity check to confirm that all the documents sent from branch are received in good shape. CPC Clerk will differentiate the set/sets of PO on the basis of code and report affixed on each set.

21 Application Training — ECMS Slide 21 Batch Preparation ECMS at CPC Clerk adds the appropriate separator sheets between and within the set of documents. Clerk un-staples all the documents of a bundle. Clerk checks the sequence of sets and corrects it to maintain in a serialized order as received in the list. CPC clerk will also provide the bundle number to each bundle with naming convention as “OfficeCode_Date_BundleNo”. This Bundle number will used to fed into the system. CPC clerk creates the multiple bundles out of the one big set received from a PO with 50 pages or less in each bundle.

22 Application Training — ECMS Slide 22 Scanning Process ECMS at CPC Once scanned, Scanning operator saves all the images to local desktop with a naming convention generated by the scanner. The folder structure hierarchy for saving the documents is CPC name, Post Office name and date of scanning. Once configured, scanning operator feeds the batch to ADF and hits the scan option from the scanning software installed on the desktop. Scanning operator also ensures that every form is grouped along with its supporting documents in a single batch. The documents are grouped together in a group of 50 pages each at max, which will be fed into the Automatic Document Feeder (ADF) scanner.

23 Application Training — ECMS Slide 23 Scanning Process ECMS at CPC Finally Scanning operator removes all the separator sheets from the documents and bundle them back. In case of any discrepancy Scanning operator rescans all the documents pertaining to that particular proposal/service request. Scanning operator will perform sanity check to confirm if all the sets have got scanned properly.

24 Application Training — ECMS Slide 24 Upload to ECMS ECMS at CPC Desktop operator performs the operations like Page Identification & Verification on the other batches while upload is running in the background. DataCap web service uploads the scanned images to DataCap server in the background. Selects the image/s and virtual scans (VScan) all the documents to DataCap. Browses to respective batch folder where images are available. Desktop operator logs in to ECMS. Desktop operator enters the same bundle number as received on the physical bundle from the branch.

25 Application Training — ECMS Slide 25 Use the application to do the following actions: Entering the Bundle Number Scanning the documents Demonstration: Upload Scanned Documents to DataCap ECMS at CPC

26 Application Training — ECMS Slide 26 DataCap Workflow ECMS at CPC Submission of data. Correction of extracted data and entering required data. Optical Character Recognition (OCR) Manual Page identification and correction if required. Page Identification by the system based on the separator sheets.

27 Application Training — ECMS Slide 27 Use the application to do the following actions: Identifying the documents Verifying the documents Demonstration: Identifying Scanned Documents ECMS at CPC

28 Application Training — ECMS Slide 28 Export to McCamish ECMS at CPC All the data which has been captured by the DataCap or corrected by Data entry operator or entered by Data entry operator will be sent to McCamish for further usage. Exports extracted OCR data in a flat file to McCamish.

29 Application Training — ECMS Slide 29 Export to FileNet ECMS at CPC FileNet stores the images with metadata received from DataCap in a temporary folder. In parallel to export to McCamish, the system exports the scanned images along with metadata information to FileNet repository.

30 Application Training — ECMS Slide 30 Upload of Document Reference ECMS at CPC McCamish uses the flat file to change the status of the service request from Pending for scanning to Scan completed. Once uploaded to FileNet, the system creates a flat file with document reference and exports it to McCamish.

31 Application Training — ECMS Slide 31 Completion & Approval of Proposal/Policy Servicing in McCamish ECMS at CPC McCamish accepts the proposal/service request and generates the policy number incase of accepted proposal. India Post users at CPC use the information passed by ECMS and enters the additional required fields in McCamish screen by referring the documents.

32 Application Training — ECMS Slide 32 Printing of Policy Bond on Pre-printed Stationary ECMS at CPC McCamish also sends a flat file to ECMS for generating and storing the office copy(Policy Docket) of same policy bond without signature. McCamish then generates the policy bond in two copies; one for customer and another as office copy(Policy Docket) on pre-printed stationary which will be scanned and uploaded manually to ECMS.

33 Application Training — ECMS Slide 33 Generation of Policy Bonds in Filenet (Incase of new Proposals) ECMS at CPC McCamish sends a trigger to ECMS on approved documents. On receiving approval trigger from McCamish, Filenet moves the document from temporary folder to permanent folder and also tags the documents with respective Policy ID received from McCamish. ECMS generate the office copy of policy bond (Policy Docket) by document generation utility using the flat file sent by McCamish. Difference in this copy is that it will not have any signature on it as in the case of printed version of policy bond(Policy Docket).

34 Application Training — ECMS Slide 34 Manual Upload of Policy Bonds Printed by McCamish ECMS at CPC System will tag the Policy Bond with entered metadata and save it inside the folder selected by PA. PA will also select the appropriate document type to be tagged based on the type of Policy Bond. PA will finally save the document inside Filenet Repository. PA selects the “Source” metadata as “Manually Uploaded” so that policy bond can be identified later as uploaded manually. Once scanned PA will open the Filenet Worksplace XT and search the Policy ID folder. PA will upload the respective image and enters the Policy ID and Customer ID by looking at the textual information available in Policy Bond. Policy Bonds will be printed by the Postal Assistant(PA) in CPC. PA will get those policy bonds signed from CPC In-charge. Once signed, PA will scan all the Policy Bonds outside DataCap process.

35 Application Training — ECMS Slide 35 Rescanning Process ECMS at CPC The set with RESCAN required - YES will not be exported to FileNet. The other set of documents with RESCAN required – NO will be exported to FileNet. If any of the pages in a set requires rescanning, the Scanning Assistant selects RESCAN required - YES for the related Proposal Form. The system auto-assigns a serial number in the same fashion as listed in the serial list of service requests. During upload of documents, the system captures the bundle number as user input. Branch PO sends the bundle to CPC with Bundle number as Office Code + Date + Packet Number along with serial list of service requests included in the bundle.

36 Application Training — ECMS Slide 36 Rescanning Process : Handling the Problem Set ECMS at CPC Marks the report flat file as complete. Verifies and uploads to FileNet. Scanning Assistant rescan the rest of the set separately or in next batch. Scanning assistant reads the flat file and take out the set from the bundle which require rescan. A flat file will be generated in rescan folder (on the local m/c & server) with the following information: Bundle # | Proposal # | Date Scanned | Rejection reason

37 Application Training — ECMS Slide 37 Correction Process for wrongly entered Proposal Number ECMS at CPC Finally, admin move each document from the wrong proposal folder to correct proposal folder. Admin search the proposal documents using wrong proposal number. Once retrieved, admin modifies the proposal number metadata of each document with correct proposal number. Admin checks if the folder already exist with correct proposal number. If not he/she will create the same in ECMS. Once administrator receives the request he/she will perform the following activities. Once India Post user identifies a discrepancy in the Proposal Number tagged with a particular proposal document, he will notify the administrator for correcting the same with wrong as well as correct proposal number mentioned in the notification.

38 Application Training — ECMS Slide 38 Lesson Summary You have reached the end of the lesson. You should now be able to: Explain the steps to process and scan documents at CPC. Log in to the DataCap application. Describe the steps in scanning, page identifying and corrections for the scanned document. ECMS at CPC

39 Application Training — ECMS Slide 39 Check Your Understanding 1. What is the full form of ECMS? 2. What are the steps for logging in to the DataCap application? 3. What are the steps of the scanning process? 4. List the proposal forms processed by ECMS.

40 Application Training — ECMS Slide 40 Module Summary You have reached the end of the module. You should now be able to: Describe ECMS. Explain the steps to process and scan documents at CPC. Log in to the DataCap application. Describe the steps in scanning, page identifying and corrections for the scanned document.

41 Application Training — ECMS Slide 41 Questions


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