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Document Change Management

Problem

Customer’s internal portal had rich set of documents pertained to their business and operations. As the result of growing number of documents it was becoming tedious for them to authorize, manage and track those documents.

Objective

Customer requirement was to have an automated process application which takes the submitted document through the approval process by the authorized personnel. Also the part of requirement was that once the document is approved the application should organize the documents in the repository.

Synergy developed solution for this by developing application named FSDocs. The application routes the Submitted document to the Change Control Board for their Approval and then to FSDocs Approvers for their Approval. Based on the category of the document FSDocs application uploads it to the Approved document library in SharePoint.

FSDocs categorizes its service into three types

  • New Document Request: This takes the new document through the approval process and uploads it in to the Approved Documents Library.
  • Change Request: This takes an already approved document through the approval process to review the modifications and then upload the latest document to Approved Documents Library.
  • Calculating the total estimated value for the equipment based on different criteria
  • Obsolete Request: If any of the approved documents has to be retired then Obsolete Request on that document will be submitted. This goes through the approval process and once approved the document will be moved from Approved Documents Library to Obsolete Documents library and thus marks the document as obsolete.

FSDocs is an extensively used application in customers place and it is live since 4 years. It has standardized the document maintenance in the customer’s organization and has tremendously improved their control over ever growing documents. FSDocs also laid foundation to its sister application EPCDocs which went on to be used by the customer’s subsidiary organizations.

Solution

Synergy developed solution for this by developing application named FSDocs.

Synergy has been helping many clients implement BPM from last six years, whether it be a core process or support processes. Synergy carries over 200,000 manhours of BPM implementation. Synergy has been supporting clients in the entire BPM life cycle right from identifying right BPM software or tools, developing process models, Analysis of As-Is processes, Designing the new processes, Business Process Monitoring and implementing new BPM applications. In effect, Synergy has witnessed clients benefiting from drastic process improvements.