University of Geneva: improve invoice processing

Founded in 1559 by Jean Calvin, the University of Geneva (UNIGE) is dedicated to thinking, teaching, dialogue and research. With 16,000 students of more than 140 different nationalities, it is Switzerland’s second largest university.

Geneva University manually managed paper documents such as reimbursement of expenses or invoices. This process involved several manual steps that increased the risk of information loss and required a great deal of time and effort to process.
As a result, Geneva University decided to improve document processing to deliver better service to its suppliers and students.

Challenges

Manage the decentralised work of an organisation.
Maximize process automation and remove inefficient manual tasks.
Facilitate business users' adoption.
Ensure IT team autonomy with the solution.

Notre solution
Gestion de Contenu

We designed a solution that combined three Kofax products: Kofax Virtual ReScan captures and cleans scanned documents; Kofax Capture classifies and recognises structured documents; and Kofax Transformation Module indexes unstructured documents, such as numbered payment forms (known as BVR in Switzerland). With these components the solution automatically classifies and separates documents, extracts information for indexed zones, validates BVRs through algorithms and exports textual PDF files to the storage element. During the treatment, operators are able to perform quality control to complete document validation and indexation. Electronic documents are subsequently exported to SAP.

We developed a dedicated module to provide statistics and reports to help managers monitor solution usage: number of scanned documents per type; volume management; and non processed documents.

We organised this project using an incremental roadmap strategy. We began with the most valuable documents to show how efficient the solution would be and, based on this first success, we involved other departments with their own documents types. Today the solution treats more than 300,000 documents each year.

Bénéfices

REDUCED PROCESSING TIME

The time and cost it takes to process invoices, from receiving paper documents to payment by means of SAP, has fallen dramatically. Each unit received training to digitise their own documents and to use statistics and indicators to follow the solution’s evolution.

BETTER INFORMATION SECURITY

Since it can be easy to copy or lose a piece of paper, each document is now both scanned and stored physically. With the new system, electronic documents stored within it are accessible only to people with the right clearance.

EMPLOYEE PRODUCTIVITY ENHANCED

Each department now processes its own documents and treats them through a dedicated business workflow. Users are now able to concurrently access the same electronic document without the need to produce physical copies to share.

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