Industries Southland EDC

Engagement Summary

Our client, a CA-based nonprofit organization, wanted to use Microsoft SharePoint Online to manage, split, and maintain large, scanned PDF files regularly. Dealing with these files was complicated and frustrating for the organization and they knew there had to be a better way. We pitched in and delivered a SharePoint Online-based custom solution to help manage their content seamlessly in the cloud. Today, team members can scan and organize large files quickly and easily, saving time and significantly boosting company productivity. (Do we have any specifics to share here?)

Client Profile

Our client is a non-profit Certified Development Company chartered to assist the small business community of California and has done so since 1980. Their mission is simple: be a resource to local small businesses to foster job creation and retention through the U.S. Small Business Administration’s 504 loan program.

Business Challenge

The N.P.O. receives numerous documents from its clients, often of a hefty size containing multiple pages. These documents are expertly organized with barcodes, though they are managed using an antiquated tool that limits their full potential. The problems with using the tool were as follows:

• Unable to identify all barcodes present in the files
• The users had to manually create folders, as the tool lacked the robustness of automatic creation
• The process of reading barcodes could not be scheduled ahead of time and needed to be triggered manually
• The software tool was only available on a single machine, physically located in one of the offices in the USA.
• Unavailable for use via the Internet
• Leading to poor performance, lost time, and diminishing productivity

The Solution

We developed a custom SharePoint Online application which:

• Was accessible easily over the Internet without the constraints of a specific physical location
• Provided the ability to accurately recognize all the barcodes for the large number of loan documents received
• Also provided the ability to batch process the files in the background, significantly reducing wait time
• Automatically created folders for each loan and kept content well organized, thus minimizing human intervention

Business Value

A cost-effective replacement for our client’s outdated technology, our new SharePoint Online Application multiplied their ability to manage multiple role-based permissions.

Would be great to share a few specific numbers here – time savings? Increased productivity measured how? ---And we need to say how the work with ThinkAI transformed Southland EDC from frustrated/stressed out to more productive, happier, etc. That piece needs to be there.

Here is what I think, you can reword/reformat it in a better way.

On average, it used to take approximately 60 hours a month per employee to manually run the split function on files, verify for accuracy, and organize the split files in a folder structure, With the new SharePoint Online solution’s Process Automation feature copious amounts of our time is saved. With just an upload of the document to a designated folder, Process Automation takes care of processing the files following a predetermined/scheduled job/pattern.