In a move to improve efficiencies and lower operational costs, Gauteng Shared Services Centre (GSSC) has implemented an Automated Information Capture solution that will reduce manual data capture of human resource information by an anticipated 75%. In addition, the solution has helped the GSSC to achieve significant performance improvement and lowered HR administration-related costs. GSSC turned to black empowered consulting firm and Top Technology 100 company Abnoba, and IT solution provider Galdon Data to aid the GSSC to improve business effectiveness and deliver a business process automation solution to the centre.
Fairoz Jaffer, CEO of Abnoba, commented: "This project allows the GSSC to contribute significantly to the government`s ambitious timetable for service delivery, as well as aims to eradicate inefficiencies and streamline delivery of all government departments."
The GSSC was formed in 2001 to centralise all common services of the Gauteng provincial government - information technology, internal audit, human resources, procurement and finance - to ensure the various government departments focused on their core areas of business.
Athene van Mazijk, GSSC HR Director, says: "The impact of this project (although in its early stages) has been significant in reducing the operational cost and will allow for continued productivity improvement and efficiencies within the HR department."
In the past, the Gauteng government`s 110 000 employees and 11 departments delivered HR documents directly and via courier to the GSSC for processing.
This was a tedious process of sorting, manual routing/distribution and data capture that took several days. The process documents were then returned to the department for manual reconciliation by that department`s HR manager.
Now the same HR documents come in through a fax server electronically where it is automatically routed without human intervention to the HR database for capturing.
"Where the system has been implemented, all HR leave forms are now being captured automatically with limited human intervention. This has reduced capturing and processing time from five days to one. Removing the physical movement, storage of paper and data capture has reduced paper and transporting costs as well as HR human-related costs as the same people can do so much more," adds Van Mazijk.
"Additional `softer` savings come from eliminating the loss of documents completely, as well as promoting data integrity."
Abnoba and Galdon Data have distinctively designed a solution for GSSC using international and local solutions (Verity and Validator) which integrate with existing SAP HR and Persal applications, delivering efficiencies and also proving that legacy systems and modern day applications can co-exist.
The solution is capable of processing 100 000s forms per month.
According to Jaffer, the solution uses standard government forms and can easily be implemented by any government organisation in SA. "It is a South African solution that can be used by both government and the private sector, including the financial services sector and any call centre environment."
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The Gauteng Shared Service Centre (GSSC) represents the Gauteng Provincial Government`s (GPG`s) vision of having a "world-class internal support service unit" driven by efficiency and a focus on quality service delivery. The GSSC provides internal support services to the 11 GPG departments in the areas of finance, human resources, procurement and technology support services. Internal audit is also part of the GSSC by virtue of GPG`s decision to structure it as a single resource base in order to optimise the use of limited skills and resources. The provision of internal support services to other departments is the GSSC`s core business. http://www.gssc.gpg.gov.za/
Abnoba
Abnoba is a national South African-based consulting company that has followed BEE principles since inception, focusing on digital process automation. We consult on business processes with technology as a business enabler. Our focus is business solutions that improve productivity and reduce operational costs - ultimately improving profitability.
We provide automated information capture, imaging, management, process automation, storage and business information delivery consulting and solutions for today`s rapidly changing and complex business needs. Abnoba enables customers to leverage existing ERP and line of business investments by accessing and storing business information, automating processes across the organisation and externally with partners and customers, and enabling online, real-time collaboration around transactions. As a result, organisations can significantly improve processing efficiency, reduce operating costs and enhance customer and partner satisfaction.
Abnoba is a Technology Top 100 Company and a finalist for African Achievers for Top ICT SMME. Shanaaz Scharffenorth, Abnoba shareholder, is a finalist for African Achievers for Top Black Woman in ICT. www.abnoba.co.za
Galdon Data
Galdon Data is an IT services company providing solutions for automated information capture, business information delivery, convergence and document solutions using the Galdon Data solutions (RightFax Archiving & Billing) and solutions from Captaris (Teamplate, CallXpress & RightFax), Cardiff (TELEform & LiquidOffice) and Microsoft`s range of products. Galdon Data is a black empowered company with 30% of the company`s equity owned by Abnoba, a wholly black owned company. www.galdon.co.za
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