Document Composition - Case Studies

BelWo Uses Rubika to Build an ADF
Workflow for Major Insurance Carrier

About BelWo Incorporated
BelWo provides an international client base with custom software development and document management solutions. BelWo is a global organization and a leader in Business Process Outsourcing and Legal Process Outsourcing. By outsourcing, organizations can realize significant cost savings, enhanced productivity, and other long-term benefits, thus leaving more time to focus on their core business. BelWo delivers timely and innovative solutions to daily corporate challenges and is constantly exploring new ideas and developing successful cutting–edge products and services. BelWo offices are located in the United States‚ Middle East and India.

BelWo is a Solimar Authorized Services Partner that focuses on delivering high value system integration services. Using Solimar’s Rubika® solution, BelWo offers rapid application development that accelerates business process optimization and document re-engineering projects.

“Using the GUI-based Rubika solution from Solimar to help develop the Automated Document Workflow made the whole project a breeze.”

Gautam Kanwar
BelWo

Challenge:
A Fortune 500 print service bureau customer tasked BelWo, Inc. to improve the print transition and workflow of a major insurance company. the project comprised of approximately 175 different PostScript and Metacode print steams that were being manually inserted by hand. the print streams were not barcoded nor designed for electronic processing. the separator sheets had text instructions that forced the operators to read one at a time. the print files contained both landscape and portrait orientated documents in a single file. Further, the file name did not accurately describe the contents of the file and there was no clear demarcation for the start or end locations of the report because each document could contain many different formats. Some of the print streams had old 3 of 9 barcodes and OMR marks which had to be replaced with 2D barcodes.

One of the objectives of the project was to extract the address information from non-standard address blocks. The inserts were governed by complex business logic comprised of recipient states, file type, document type, and other data fields. For the automation of the process, it was important to electronically balance the print file contents against reports and to create a detailed manifest listing of matched and unmatched data. There was a very strict deadline of three (3) months from analysis to the production of the print streams.

Business Profile
Incorporated in 2002, BelWo Inc. is a system integration company specializing in implementing Automated Document Factory (ADF) solutions for organizations that provide high-volume printing.

Industry
Custom Services & Development

Location
BelWo, Inc. Corporate Office
291 River Street, Suite 318
Troy, NY 12180 USA
Toll Free: 1-866-99
BelWo (992-3596)
Local office: 518-279-7999
www.belwo.com

BelWo Services Offered
• Systems Integration
• Document Management
• Document Composition
• Data Processing
• Search Engine Optimization
• Web Development

Solimar Products

Rubika®
- Import/Export
- Marking
  - Add 2D Barcode
  - Remove 3 of 9 Barcode
  - Remove OMR Marks
- Merge
- Segment
- Scale/Shift
SOLindexer^TM

Benefits
• Minimized manual processes through electronic processing
• Optimized finishing and mailing workflows
• Improved operational efficiency
• End-to-end print reconciliation and file tracking

Solution:
Given this strict timeline, there was very little time available to extract data out of the print streams and to rearrange it. After analyzing the different formats, layouts, separator sheets and their interrelation, BelWo found a perfect solution in Rubika® - Process Director from Solimar Systems.

BelWo started with indexing the files using Solimar’s SOLindexer^TM product and imported the data into a database. After matching the data from the checks/letters with their control reports, the cancelled insurance policies were identified and an XML file was generated by Rubika for creating proof of mailing. The input files were then reengineered by dynamically replacing the old 3 of 9 and OMR marks with 2D barcodes. In some cases, the documents did not have enough space available to add the new 2D barcodes. To handle this, Rubika was able to dynamically scale and shi the documents to make room for the new 2D barcodes as per the customer’s requirements.

In one of the applications, the print streams of checks, Explanation of Benefit statements (EOBs) and acknowledgements including separator sheets were merged. These were exported to the database, sorted and then rearranged in the document so that checks were collated with their corresponding EOBs and acknowledgements. The sequence of mailer pages and separator pages containing distribution code information was also maintained. The files were then segmented into Flat, Fold and Manual files to improve operational efficiency.

“Rubika gave us the ability to rapidly develop the applications so we could easily meet the project deadline.”

Gautam Kanwar
BelWo

“Using the GUI-based Rubika solution from Solimar to help develop the Automated Document Workflow made it a breeze,” said Gautam Kanwar, President & CEO of BelWo. “Rubika gave us the ability to rapidly develop the applications so we could easily meet the project deadline.”

Since all the data was available in the database, it was easy for BelWo to apply business rules for the 2D barcodes with the insert logic embedded in them. Using the database and the Rubika solution, BelWo managed the end-to-end reconciliation of what files were received, when they were received, their page counts and their output file names.

The Rubika solution coupled with Solimar’s award winning Technical Support Team helped BelWo to deliver the project successfully and on time.