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| Techtronic
Industries Company Limited (TTI) |
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Business Description
Techtronic Industries Company
Limited (TTI) is a HK stock exchange listed company
that manufactures superior home improvement and construction
tools.
Business Challenge
Given the company's large, dispersed operations, the
staffs in both HK office and the PRC factories face
problems of sharing business information such as invoices,
import & export documents, L/C documents. Physical
documents circulation causes communication barrier between
staffs in HK office and Dongguan factories. The delayed
respond time also has cumulative effects on the quality
of customer service.
Our Solution
To address the problems, TTI has implemented VitalDoc
Document Management System in the Shipping Department
and Account Department. The company uses VitalScan to
convert all paper documents such as purchase orders,
invoices, delivery notes, packing lists, letters of
credit, bills of lading and etc into electronic documents
and store in VitalDoc as a single repository. Staffs
in both HK and the PRC can then access and distribute
relevant documents instantly and securely, disregarding
their physical locations. With the monitoring and control
features, the corporation can keep track of all document's
usage in order to meet with internal cooperate auditing.
Business Benefits
Reduced Process Time - VitalDoc and
VitalScan accelerate the operation flow. The time required
for L/C document approval is shortened by 80%.
Fast and Secured Information
Sharing - VitalDoc is a web-based solution
which allows TTI's staffs to retrieve documents through
web browsers within seconds. The access control and
audit trail functions secure information sharing between
HK and the PRC offices.
Offloading Shipping Department
- As other departments often request for information
through shipping department, the man hour spent by shipping
department in serving departmental enquiries is reduced
by 80%. |
| United Asia Finance
Limited HK |
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Business Description
United Asia Finance Limited
HK (UAF) is a listed company which plays a leading
role in consumer finance market with over 30 branches
in Hong Kong.
Business Challenge
Providing superlative customer
service is the key in the competitive arena of consumer
financial market. UAF realized that it could not increase
its employees' responsiveness in meeting customer
requests without offering them integrated access to
all client information. Besides, documents which appear
in heaps delay retrieval time and waste storage spaces
of branch offices.
Our Solution
To meet this challenge, UAF
chose to implement VitalScan in each branch office
to scan and store loan application form and supporting
documents. Documents stored in all branch offices
are then centralized in VitalDoc repository in the
headquarter for convenient information sharing among
all staffs of different branch offices. To increase
efficiency further, UAF has also integrated VitalDoc
with its existing CRM.
Business Benefits
Speed up processing
time – With the help of VitalScan and VitalDoc,
UAF was able to greatly increase the efficiency of
the loan application process.
Enhance communication
among branches – Vitova's Electronic Document
Management System allows the staff to cross check
customer registration over all branches to avoid duplicated
registration right on their desktop.
Maintain customer
information security – The system protects
the company's clients' privacy through multi-level
access control features so that only authorized staffs
are allowed to see confidential data.
Eliminate paper
storage – The system stores all information
in form of electronic files rather than fragmented
paper documents, storage space in each office are
thus greatly reduced.
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Business Description
City' super is a mega store
that offers true 'one-stop-shopping' to today's busy
urban professionals. It has been designed to be part
of customers' lifestyle by fulfilling their daily
needs as well as enhancing the quality of their lives.
Business Challenge
City' super has been storing
endless accounting documents for auditing and statutory
compliance purpose. These files were stored in office
and manually retrieved when staffs requested information
such as payment vouchers, receipt vouchers and delivery
notes. The whole process became very costly as employees
were required to file and retrieve documents and misfiled
documents could not be retrieved. Auditing process
was slow because it could take days to find a document.
The storage costs were also increasing as storage
spaces were rapidly being filled.
Our Solution
City' super needed an Electronic
Document Management Solution (EDMS) to manage all
its documents. To meet this requirement, the company
has implemented VitalScan in account department to
capture, store and index accounting documents such
as payment vouchers, remittance advices, bank statements,
and etc. Seeing the result of account department,
human resources department also used VitalScan to
store staff's leave application forms and Over-Time
timesheets.
Business Benefits
Enhance internal auditing
process – With the tracking, version control,
and audit log features, VitalScan helps auditors to
find most of the accounting records for auditing purpose,
through electronic means rather than paper records.
Instant access
to information - The system's intelligent
search functions allow users to retrieve relevant
documents in seconds, while also permitting concurrent
sharing of information. Costs are further reduced
by the quick document distribution.
Save office
space – The system saves office space by
transferring boxes of paper documents to electronic
searchable database with security control functions.
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| Jing
Mei Industrial Limited |
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Business Description
Jing Mei Industrial Limited
(JMI) is a one-stop manufacturing services include
product design and development, mould design and fabrication,
plastic injection molding, surface finishing to final
product assembly.
Business Challenge
The various design and development
processes have generated vast amounts of project documents
and posed major challenges to JMI engineering department.
Circulating and processing these important paper-based
documents has slowed down information searching and
sharing among staffs in both Hong Kong and the PRC
office. The same situation has emerged in accounting
department when dealing with accounting documents.
The slow operation flow limits JMI to achieve continue
business growth and higher level of customer satisfaction.
Our Solution
JMI chose VitalScan as its
Electronic Document Management System (EDMS) to manage
the documents of its Engineering and Account departments.
The company implements VitalScan in the Engineering
department in the PRC office to store and share project
files and engineering documents. For the account department
based in Hong Kong, VitalScan is used to capture and
store all accounting documents such as delivery note,
invoices, statements, etc.
Business Benefits
Fast and secured information
sharing – VitalScan provides a powerful tool
to JMI for keep tracking, circulating, and managing
all documents with multi-level access control functions
to control who is using what documents.
Retrieve related
documents in seconds – The ability to retrieve
relevant documents immediately represents a great
improvement over the traditional method which enables
staffs to instantly access the documents they need.
Consolidate
document storage for easy management and administration
– VitalScan enables JMI to manage multiple types of
documents such as project files, engineering documents
and accounting documents and stored the different
virtual cabinets in one database for easy management
and administration.
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