Newgen Case Study on All Round Document Management Capabilities using OmniDocs.

1. Case Study
All Round Document Management Capabilities
using OmniDocs
For a highly trusted and quality-oriented paint company in India
Overview
The client is one of most trusted paint companies in India, and is amongst the best companies in
the world in decorative coatings, with a healthy turnover in excess of USD 500 million. The
company is held in high esteem in the Indian corporate world for achieving impressive growth
over the years by practicing thorough professionalism. The client has a global presence in over
20 countries.
The company has four paint manufacturing facilities in India covered under ISO 9001 certification
for quality standards and the ISO 14001 certification for environment management standard.
Conformance to the ISO 9001 quality management standards stipulates certain guidelines for
documentation maintenance and distribution.
The Challenge
All documentation, as detailed out in the ISO 9001 specifications, are broadly classified in four
levels, depending on whether the documents are under centralized or decentralized control.
These specifications are as follows:
• Level 1: This includes the Quality Systems Manual (QSM) of the company.
• Level 2: These documents consist of the Common Procedure Manuals (CPM) and the
Specific Procedure Manuals (SPM). Other manuals include the Centralized Document
Control (CDC), Decentralized Document Control (DDC), Training (TRN), Materials (MAT),
Technical (TCH) and manuals for other functions like Production (PRD), Quality
Assurance (QAS), Engineering (ENG), Safety Health and Environment (SHE).
• Level 3: This level consists of master files and the work instructions, which include
documents like Quality Records (QR), Master Files (MF) and Work Instructions (WI).
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2. Case Study
These have detailed information for the day-to-day working of the various functions in the
company.
• Level 4: These consist of documents like formats, tags, etc.
This is also depicted in the diagram below:
This categorization was based on the access control of the documents.
Level 1 and 2 documents, which comprised of QSM and Procedure Manuals, were maintained by
the Quality Service Group (QSG) and were under centralized control. On the other hand, Level 3
and level 4 documents, were maintained by the respective plant locations and departments.
Manuals were maintained as hard copies within different sections of the company resulting in the
following problems:
• Poor Data and Document Integrity: Data integrity was a problem with no means to
control the information being used. ISO 9001 required strict version maintenance of
quality documents; the conformance criterion stipulates the creation of a new version of a
document if any change, howsoever minor, is made in its contents.
• Poor and Costly Document Distribution: Distribution of documents across locations
was highly unproductive and time-consuming. The Quality Service Group had to
distribute copies of quality documents across plants and various sales locations. For
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3. Case Study
instance, they had to print over 50 copies of Quality Service Manual, a 200+ page
document. On an average, the Quality Service Manual required ten version changes in a
year. All these versions were regularly distributed across all plants and sales locations.
Similarly other documents, too, needed to be version maintained and distributed.
• Poor Data Security: There existed no formal system of tracking and controlling the
access to information contained in documents and manuals. At times, unauthorized
personnel accessed department-specific sections of quality documents.
• Inefficient Tracking of Information flow: There wasn’t any means to track paper-based
flow of information flow, which included many critical processes like Requests for Process
Improvements, Process Nonconformance, Vendor Approvals, Customer Complaint
handling, etc.
• Difficulty in Quality Surveillance Audits: Review process during quality surveillance
audits was a time-consuming exercise as location of updated and latest documents was
a tedious exercise.
The NEWGEN Solution
NEWGEN proposed the comprehensive Document Management and Workflow solution based on
its state-of-the-art product, OmniDocs. The highlights of the solution are as follows:
• To access various documents, employees at all the plants and sales locations within the
company now access a central OmniDocs Server, which serves as a document
repository.
• QSM manuals have been converted into PDF format and hosted on the OmniDocs server
for smooth distribution. Controlled copyholders and other users access this information
on the internet using password authentication. This way only authorized persons are able
to access QSM manuals.
• NEWGEN OmniDocs offers version-management capabilities, which enables active
tracking of manuals for any changes. As soon as there is any modification in content of a
manual, a new version number is assigned to the manual. The reason for change is also
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4. Case Study
documented in the column for comments. This takes care of data integrity with the
updated and correct information being readily available to authorized users.
• Information flows are effectively tracked by using the workflow capability of OmniDocs.
For example, Amendment Request -- the process of changing a document can be
initiated by any user, within the company. The request gets routed to various personnel
controlling the process, such as the Department Head and the Management
Representative who co-ordinates all such requests for amendments. Any change in a
given document is communicated to all Control Copyholders. This process is illustrated
below.
Other information flows like Customer Complaint Handling and Vendor Approvals have also been
implemented using NEWGEN OmniDocs.
The Benefits
The client quickly derived the benefits of workflow automation and document management, as
elaborated below.
Tangible Benefits
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5. Case Study
1. Cost Containment: There has been substantial reduction in cost of printing,
photocopying and dispatching of documents through courier as the documents are
available round-the-clock in an electronic form in the central OmniDocs repository.
2. Improvement in Productivity: Reduction in time lags by process automation in
processes like Requests for Amendment, Vendor Approval, Customer Compliant
Handling, etc.
Intangible Benefits
1. Data Integrity: Data Integrity and conformance to 1SO 9000 norms with the tracking of
document version number, and the correct information being available to all users.
2. Information Sharing: The users have leveraged OmniDocs for ingenious solution to
their Knowledge Management needs and activities. Various plants undertake
improvement projects, which include identifying areas of improvement and executing
projects focusing on those areas. The documentation containing benchmark practices for
these improvement projects is uploaded in OmniDocs repository. These documents may
then be used by other plants for replicating the benchmark practices for similar projects.
The other plants come to know of addition of such benchmark practices documents
through alarms.
3. Information security: Password-based access to classified information made the
document storage and access more secure.
About NEWGEN
Newgen Software Technologies Limited, a leader in the space of Business Process Management
(BPM), Document Management (DM), Workflow and Imaging, is amongst the top 10 Software
Product Companies in India.
NEWGEN bagged the prestigious “Distinguished Application Product Company” award at the
Product Summit 2005 hosted by National Association of Software and Service Companies
(NASSCOM) and Indian Institute of Management Bangalore (IIMB).
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6. Case Study
NEWGEN started in 1992 is headquartered in New Delhi. It has four software development
centers - three in New Delhi and one in Chennai, and five regional Sales and Support offices in
India. NEWGEN also has a wholly owned subsidiary Newgen Software Inc. in USA located in
McLean, Virginia.
NEWGEN has to its credit over 600 customer installations worldwide with representation in over
20 countries across the globe. NEWGEN enterprise software solutions allow customers to build
and sustain competitive advantage by managing content throughout their organization,
automating and streamlining their business processes, and simplifying their critical and everyday
decision-making.
The company caters to customers in India and overseas in diverse areas like Banking & Financial
Services, Insurance, Telecom, BPOs/Shared Service Centres, Manufacturing, Government and
Airlines.
NEWGEN employs more than 600 people. The company has more than 3,500 ‘man years’ of
experience, with over US $25-million investment in developing software products for Business
Process Management (BPM).
NEWGEN OMNI product suite comprising of OmniFlow, OmniDocs, OmniReports, OmniCapture,
and OmniExtract, is one of the most comprehensive, flexible and scalable product suites in the
area of BPM.
NEWGEN is an ISO 9001:2000 and CMM level 4 company.
Website: www.newgensoft.com
© Copyright 2005-2006 Newgen Software Technologies Limited. All rights reserved.
OmniFlow™, OmniDocs™, OmniExtract™, OmniCapture™ and OmniReports® are trademarks or registered trademarks of Newgen
Software Technologies Limited. The information contained herein is liable to change without notice and the user is advised to consult
NEWGEN for getting the latest information.
CORPORATE OFFICE: Newgen Software Technologies Ltd.A-6, Satsang Vihar Marg, Qutab Institutional Area, New Delhi 110067, India.
Tel: +91-11-26963571, 26964733, 26561223 Fax: +91-11-26856936 For more information and contact details, please visit us at
www.newgensoft.com
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