SOP Management and Search – MOSS 2007 BASED SOLUTION PROBLEMS ----------------- - SOPs are not properly Searchable - Search Results show list of documents, but doesn’t highlight the Search Text within the documents, making it difficult to search for right information within a document - Takes many minutes to go through each SOP - Current SOP Knowledge Base is Scattered across COEs, Businesses and Processes - Documents lying as Images, and so Searching is not possible SOLUTION ---------------- - Full-fledged SOP management system for managing SOP creation, version control, SOP lifecycle management, intelligent search and retrieve functionality, reporting and MIS. - Make Documents of following Types searchable: DOC, PDF, TIFF, PPT, XLS - Single Platform for all SOPs - Process Users to see only their Process-specific SOPs - Ensuring Data Integrity - Content Highlighting

1. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
SOP Management and Search –
MOSS 2007 BASED SOLUTION
Presented by:
Convergent Technologies

2. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
 UNDERSTANDING OF BUSINESSES
 INTELLIGENT DOCUMENT SEARCH REQUIREMENT OUTLINE
 OUR SOLUTION
PRESENTATION OUTLINE

3. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
UNDERSTAND OF ORGANISATION STRUCTURE

4. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
SOP APPROVAL AND PUBLISHING WORKFLOW

5. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
 PROBLEMS:
 SOPs are not properly Searchable
 Search Results show list of documents, but doesn’t highlight the Search Text within
the documents, making it difficult to search for right information within a document
 Takes many minutes to go through each SOP
 Current SOP Knowledge Base is Scattered across COEs, Businesses and Processes
 Documents lying as Images, and so Searching is not possible
 SOLUTION:
 Full-fledged SOP management system for managing SOP creation, version control,
SOP lifecycle management, intelligent search and retrieve functionality, reporting
and MIS.
 Make Documents of following Types searchable: DOC, PDF, TIFF, PPT, XLS
 Single Platform for all SOPs
 Process Users to see only their Process-specific SOPs
 Ensuring Data Integrity
 Content Highlighting
BUSINESS PROBLEM

6. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
 REDUCE SEARCH TIME (INCLUDING SEARCH AND FIND WITHIN DOCUMENTS) TO
SECONDS FROM MINUTES
 MAKE FILES OF ALL KINDS (WORD/EXCEL/POWERPOINTS DOCUMENTS, ADOBE PDF
AND TIFF IMAGES) SEARCHABLE, ALONG WITH HIGHLIGHTING OF SEARCH TEXT
WITHIN THE DOCUMENTS
 OTHER KEY ASPECTS:
 SOP creation: Existing SOP in MS word (digital as well as hard copy) to be
digitized. Document will be added with Meta tags, search keywords and
finally uploaded into the system.
 Version control and SOP lifecycle management
 Intelligent search and retrieve functionality
 Reporting/MIS
 Top Searches and Frequently Asked Queries
 “No Results” Searches tracked so that appropriate documents/information
can be published for future queries
 Mobile device compatibility – A Customized Search Page to be device
sensitive and should be able to deliver the content on a Mobile Phone
 Discussion Forum and User Generated Content for Processes (Ask an
Expert/Process Trainer)
OUR SOLUTION

7. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
 BUILDING BLOCKS
 Single Sign-On
(with AD Authentication)
 Document Approval Chain
 Document Versioning and
Version Control
 Scanned Documents in
TIFF or PDF
 Out-of-box Reports and
Ad-hoc Reports on Demand
OUR SOLUTION

8. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
 SCENARIO
 GENPACT > BFSI > AON > CLOSURES + ENQUIRIES
 Users (Password genpact@123)
 AON
 Vikrant Kapur > vikrant.creator
 Amadeep Kaur > amandeep.quality
 Ruchi Narang > ruchi.publisher
 Gautam Malik > gautam.ar.agent
 Lokesh Mahajan > lokesh.ap.agent
 Wells Fargo User
 Pradipta
DEMO DETAILS

9. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
 ACCESS-BASED VIEWS OF SITE AND DOCUMENTS
 SOPS MAPPED WITH RESPECTIVE PROCESSES
 KEYWORDS
 Keyword Definition
 Best Bets
 Synonyms (Phrases/Acronyms)
 DOCUMENT CREATION PROCESS
 Multiple Templates Possible for each Process
 Meta Tag Panel on top of each Document:
 COE
 Business
 Process
 Key Words
 Title
 Creation Date
 Modified Date
 Version No.
DEMO DETAILS

10. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
 SEARCH
 Smaller Search Scopes defined (Process-wise) to enable more refined
Search
 Search by Synonyms
 Duplicate Searches
 Top 10 Searches
 Related Queries
 Auto Suggest (in Search Box)
 Author, Language, Document Type
 Highlighting of Text within PDF (when you open the Document)
 SEARCH RESULTS REPORT
 Zero Search
 Top Queries over last 30 days
 Top Destination Pages/Documents
 Most Clicked Best Bets
 Queries with Zero Best Bets
 Queries with Low Click-through
DEMO DETAILS

11. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
 SHOWN ON SEARCH RESULTS PAGE AGAINST EACH SEARCH
RESULT:
 THUMBNAILS/BROAD PROCESS MAP
 MUST-DO
 ADDITIONAL INFORMATION
 DOCUMENTS, CONTENT AND SEARCH IN MULTIPLE INDIAN
LANGUAGES
 TYPING IN INDIAN LANGUAGE USING NATURAL LANGUAGE
TRANSLATORS
BEYOND THE DEMO

12. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
 HOME PAGE
SOME SCREENSHOTS

13. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
 DOCUMENT CENTRE (PROCESS FOLDERS)
SOME SCREENSHOTS

14. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
 DOCUMENT CREATION
SOME SCREENSHOTS
Document
Meta Tags

15. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
 KEYWORD CREATION
SOME SCREENSHOTS

16. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
 SEARCH RESULTS PAGE
SOME SCREENSHOTS
Auto-suggest
Best Bets
Search Results
Related Queries
Top 10 Queries
Document
Creator-wise
Based on Date
Language-based

17. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
 SEARCH RESULTS REPORT: TOP QUERIES
SOME SCREENSHOTS

18. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
 SEARCH RESULTS REPORT: TOP DESTINATION; ZERO
QUERIES
SOME SCREENSHOTS

19. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
 SEARCH RESULTS REPORT: MOST CLICKED BEST BETS; ZERO
BEST BET AND QUERIES WITH LOW CLICK THROUGHS
SOME SCREENSHOTS

20. DMS and Search for SOP at Genpact | Presented by NIPE | 14th
July 2010
CONTACT INFORMATION
CONVERGENT TECHNOLOGIES
http://www.convergenttec.com
Contact: Sujit Panigrahi
Thank you for your Interest.
Our team is excited to work with you and
help you in enhancing your business value