What are the challenges?

In the Real Property sector, our client, a County Government Agency, had to run seven large reports daily, converting them from PDF Format into a single report that was required to be updated daily to the Auditor to show the transactional information for verification of accuracy and transparency.

The entire process would take three employees two to three days to reconcile at the end of the month and at least a half-hour each day, for a total of 30 to 50 hours each month. For the duration of the information checking and transfer of new information, the three employees were unable to work on other projects, and the work was tedious, time-consuming, and boring.

How did Lanshore deliver RPA for the processes?

By automating the reports, the run time was reduced to two minutes for this process. 

Over the course of the year, 2568 work hours on these daily reports were reduced to the RPA finishing the work in 1 hour 45 minutes total. This left hundreds of hours for employees to focus on more satisfying work and projects. 

As a direct result of the increased departmental efficiency in probate, our client automated more processes. Cost efficiency and time savings have proven that RPA is superior to manually entering the reports. Resources (time and money) are being utilized elsewhere in the department while key employees affected by the changes have reported increased job satisfaction and less time away from the office, which is an unmeasurable savings.

Additional challenges met by RPA solutions

Our client decided to advance RPA into their civil and criminal reporting systems, after achieving success with the real property side. The scope of the work was downloading reports from their case management system, comparing the values against stored reports, extraction of amounts from scanned checks, that amounted to a lot of open screens and data entry points that required scrolling and double-checking to ensure that the correct cells were filled in, to complete files and run comprehensive reports.

Once this was completed, information was stored in consolidated Excel spreadsheet files that were sent out to key employees that then could manipulate data, but all receivers wouldn’t have the changes unless and until each person emailed updated files that didn’t consolidate all changes.

At the end of each month, a few employees would compare values and ensure a variance of zero.

This process was eating up two hours every day, five days each week.

Lanshore delivers RPA to enhance civil and criminal report process

Lanshore automated the reports, reducing the run time for this process to 15 minutes each week. Over the course of a year, 520 work hours were reduced through RPA to 13 hours total. This freed up hundreds of additional hours of time to be spent on more fulfilling projects and increased job satisfaction.

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The bottom line

"WHEN RESOURCES AND EXPERTISE ARE FREED UP, TO THE TUNE OF 1441.25 HOURS, TIME CAN BE BETTER SPENT INCREASING CONSTITUENT FACE TIME WITH KEY EMPLOYEES THAT WERE STUCK BEHIND DESKS FOR MENIAL WORK BEFORE RPA. FURTHERMORE, NEW INITIATIVES AND PROJECTS THAT INCREASE CONSTITUENT HAPPINESS AND EMPLOYEE JOB SATISFACTION ARE GIVEN THE ATTENTIVENESS AND TIME THAT ARE REQUIRED TO IMPROVE OTHER AREAS WITHIN THE GOVERNMENT SECTOR.”

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