World Challenge document & data processing
DRS help World Challenge increase document & data processing levels by 300 percent
World Challenge designs and delivers outdoor educational programmes for school groups, from one-off, one-day UK adventures to six-week expeditions across the world and progressive programmes through the years. It helps young people achieve personal and team goals to develop valuable skills for later life such as teamwork, leadership, problem solving and communication, with every programme designed with the students’ personal development in mind. 21 years’ experience means that students and teachers benefit from a level of safety and service second to none, while the activities and amazing destinations guarantee an extraordinary adventure.
Delays and inaccurate data
World Challenge receives a high level of application forms on a daily basis and, by processing them manually, was experiencing problems ensuring data entry accuracy and with turnaround times. All this was causing delays in the issue of confirmation letters to Challengers and a reduction in the standards of customer service World Challenge was able to deliver.
It was also eager to analyse the data from handwritten post-expedition feedback questionnaires, but resources were too stretched to adequately allow the capture of this data.
World Challenge decided to find an automated document and data capture solution to address these problems and selected DRS’ DocXP™ software.
The DocXP™ solution
DocXP™ is DRS’ document capture, classification, data capture, storage and retrieval system that allows documents to be scanned and electronically filed with all the data accessible online and instantly available. The functional offering of DocXP™ offered the best fit to meet World Challenge’s requirement, as well as being the most cost effective, providing the highest level of efficiency and demonstrating an ‘easy to use’ system.
Structured document & data capture and processing
World Challenge chose to employ the Automatic Data Capture (ADC) suite of DocXP™ as it is best suited to structured document and data capture, where data is in pre-defined fields. ADC modules work in harmony to enable automated data capture and validation of data from forms, before delivering the information to the target system in any format requested. With DocXP™ ADC, World Challenge’s application forms, post-expedition feedback questionnaires and other feedback forms are scanned and processed quickly and accurately. The data is then transferred into their own bespoke system which is easily accessible to all staff.
Processing levels now up 300 percent
Before World Challenge implemented DocXP™, the maximum number of applications being processed by one person in one day was 80; now up to 240 can be processed. The efficiencies gained demonstrate the key benefits of DocXP™:
- elimination of manual data entry from paper documents
- easy and rapid inspection and correction of automatically captured data; and
- the use of data lookups to speed up the data capture process.
This increased speed is also good for cashflow as World Challenge is able to process applications quicker and therefore process payments more efficiently.
In addition to increased speed of data processing, the accuracy of the data is now greatly improved. World Challenge has been able to add validation criteria, which now ensures field level data is correct before being output to its internal database.
The increase in data analysed from feedback forms allows World Challenge to adapt to its customers’ demands, something of critical importance to the company.
The future
World Challenge is so impressed with the benefits it has experienced since implementing DocXP™, it is considering a much broader use within the organisation, with the possibility of rolling it out to its offices in Melbourne, Australia and Boston, USA.
“As the World Challenge offices in the US and Australia expand we will be introducing DocXP to them so that they too can benefit from the improved efficiency and accuracy this system delivers.” Jenny Monro, Business Systems Manager at World Challenge
DRS’ DocXP™ solution is also being considered for other paper intensive processes at World Challenge, including invoice processing and medical history questionnaires.