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News

Easy improves workflow and document management at Pregis Protective Packaging

Easy Software : 18 November, 2009  (Application Story)
Shared Financial Services Centre at Packaging Group benefits from improved workflow and archiving of sensitive documents using package from Easy Software
Easy Software UK has today announced that Pregis Protective Packaging Europe (PPE) has rolled out Easy's document management platform to automate accounts scanning, management and approval across its business. The solution which started with the UK finance function and now deployed across Belgium, Germany, Italy, France, Czech Republic and Poland has enabled Pregis PPE to consolidate its finance units into one Financial Shared Services Centre.

Manufacturers worldwide were one of the first to suffer from the effects of the global recession and Pregis PPE was no exception. Looking closely at costs and efficiency within the business, the Pregis PPE leadership team, supported by IT Director Gary Kempster, embarked on an ambitious project to centralise its financial service processes from its many Finance Units across Europe into one new financial shared service centre in Poland. Not only was this a sensitive project requiring delicate people management skills, it also needed to be done at speed so choice of technology partner was key.

"Easy Software was known to us as a leading provider of robust workflow technologies," recalls Gary. "We knew that the success of the project would be as much down to the supplier as the technology they delivered. After some in depth discussions, we decided to choose Easy for their speed, flexibility, attitude and ability to deliver and our instincts have proved to be correct."

Gary and the Pregis PPE team set to work with Easy to create a seamless accounts scanning, management and approval solution designed initially to handle invoices and travel expenses. At its core is a document repository that ensures tamper-proof controls on all document attachments and this will securely store around 24,000 invoices annually. Whereas previously approving invoices or travel expenses had to wait for managers to be in the office, the new system is Web-based and includes a workflow that automates the routing of invoices enabling them to be authorised by approvers wherever they are.

Each entity scans documents locally and then uploads to the shared service centre in Poland where they are then routed by Easy Enterprise to the appropriate inbox for approval. Documents are now seamlessly captured electronically, stored and archived, fully searchable and routable via workflow.

Furthermore in keeping with Easy's product philosophy the solution is completely scaleable and the architecture deployed will support all future scanning and capture growing to an estimated volume of 250,000 to 500,000 invoices a year.

Gary explains, "We are now around 90% through the project. Having started with the UK and progressed through our entities in Belgium, Germany, Italy, France, Czech Republic and Poland. As we have completed each local entity, we can see that the project objective to take costs out of the business, improve control and deliver more consistent, visible business processes are certainly being met. The next stage is to use reporting metrics to demonstrate to the business precisely how efficient the new service is." Gary continues, "Finding information is easier and faster, approvals are simpler and traceable. The whole process is so much more visible. It really is second nature to work this way."

Tony Cheung is Easy's director of operations and worked closely to oversee the Pregis implementation, "This was an ambitious project with tight timescales and I am delighted by how well we worked alongside the Pregis team to meet the project objectives. Success breeds success and a raft of new applications for document management have been identified within the business so now it is time to transfer some of our skills across to Pregis to enable them to become self sufficient in building and designing their own document workflows and processes. This is a great measure of the success of this project."
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