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SDS Pension Scanning and Pensions Management
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Waystations and Workflows Explained...

Waystations

SDS Pensions can design bespoke Waystations configured for the specific requirements of your particular user communities. These might be one or more internal departments but might also include your external users. Thus, a number of administrative operators within your Pensions Department will be able to add new documents in a variety of common business formats (e.g. Word, Excel, JPEG and PDF, as well as emails) and the same facility can be available to as many external parties as you desire. Security and document/tab access rights are fully defined for both the web site and the individual Waystations.

So, when it comes to adding a new document, the administrative operator might follow this particular sequence of tasks:

  1. Drag'n'drop a document, e.g. JPEG or Word, on to the Waystation Window.
  2. Choose the appropriate employee.
  3. Choose the appropriate tab, e.g. Leaving, Retirement.
  4. Choose the document type, e.g. Early Voluntary.
  5. Save the document.

The document will be automatically and securely sent by FTP to the web site from where it is immediately available for immediate access by any other authorised person within your organisation.

Naturally the PDMS web site includes full user and document audit trails. Thus you are able to see who has added what documents, and who has looked at them, etc.

New Document Workflow

SDS Pensions can also provide various work flow modules for the new documents which will arrive in the Pensions Department on an ongoing basis. This feature is called the "New Document Notification" function.

Scenario, The Pensions Department receives a letter from a Member requesting an Estimate of the Value of their pension, if they were to retire on the 15th February, 2015. The letter can of course be scanned into the system as described above... However, so can the reply.

At the point at which the Pensions Operative uploads the original scanned image to the SDS Pensions EDM system, they can set the "New Documentation Notification" flag. The new document will then be assigned to the Administration Team - or a specific administrator - detailing that a response is required.

In another part of the Pensions Department, an Administrator can log in to the "New Document Notification" section of the EDM System to see the required workload for the day. Once the Administrator accepts ownership of the New Document, it is "greyed out" until the response is actually uploaded to the system (at which point it is automatically removed from the "New Document Notification" section.

Documents that have been assigned to a specific Administrator can be refused or reallocated back to the general Administration team. The PDMS can generate reports for management to indicate documents which have not been either allocated or completed within a set time period.

If an Administrator goes on holiday (or is ill or leaves), all their allocated "New Document Notification" tasks can be reallocated.

The system has a full audit trail which follows all documents and the workflow of all documents throughout their entire lifecycle on the system.

ension Document Scanning

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