OVERVIEW:

CASE STUDY: Prestige Estates Projects Limited

The Customer

Prestige EstatesProjects Limited

The Challenge• Inefficientmanualretrievalofhardcopydocuments

• Missingormisfileddocumentshinderbusinessprocesses

• Unabletotrackpersonnel’saccessofdocuments

•Lackofaproperaudittrailofdocuments

The Solution•Therefore™documentmanagementsolution

•imageFORMULAdocumentscanners

The Results•Quickandeasyinformationretrieval

• Nomoremissingormisfileddocuments

•Easytrackingofinformationaccess

•Aclearaudittrail

Old Ways In A New Landscape

Over the years, Prestige has amassed a vast collection of hard copy documentswhichare frequentlyaccessedbypersonnel from theLegal,SalesandMarketingandCRMdepartmentsinthecompany.TheretrievalprocesswasmanuallyoperatedbyaDocumentControllingteam.Thepersonnelwouldplacetheirrequestsfortherequireddocuments,afterwhichtheteamwouldsearchfortheminfilingcabinetsandhandoverthephysicalcopies.Uponcompletionofuse,thedocumentswouldbecollectedandfiledbackintothesamelocation.Alogbookwasmaintainedtotracktheinsandoutsofeachdocument.

PrestigeEstatesProjectsLimited,arealestatepropertydevelopmentcompanyinSouthIndia,hascompletedover201projectsspanningmorethan78millionsquarefeet since its inception in 1986. Presently a public-listed company, it handles 60ongoingprojectscoveringover61.33millionsquarefeet,withanother36venturesinthepipeline.PrestigeGrouphasfirmlyestablisheditselfasoneofSouthIndia’smostsuccessfuldevelopersofrealestatebyimprintingitsindeliblemarkacrossallassetclasses.Prestige’sexpertiseleavesfootprintsinmajorcitiesacrossSouthIndiaincludingBangalore,Chennai,Hyderabad,Kochi,Mysore,MangaloreandGoa.Asanindustryforerunner,PrestigehasdevelopedRetailMalls,LargeTownships,TechParks,LuxuryVillas,SEZsandHotelssuchasConrad,SheratonGrand&JWMarriottamongstothers.Growing Mountain Of Paperwork

Asbusiness continued to soar, sodid theamountofpropertydocuments. Theseincludepaperworkrelatingtopropertyloansfrombanks,deedsrelatingtoownershipofthepropertiesaswellasawidearrayofcustomerdocumentsfrombookingtoregistrationforms.Theaveragetenureofaprojectisaboutthreetofouryearswiththeaveragecorrespondencesamounting tosome250pages.Thesewouldhousevitalinformationsuchasbookingdates,detailspertainingtothecustomer,unit,costandpayment.

REAL SOLUTIONS

Real Estate Industry

Need For Speed And Accountability

Communicationswith clients normally take place through e-mails, and data accuracy aswell as the speed of retrievinginformation are extremely important. In today’s landscape of technological advancement, the old process is no longeradequatetoservetheneedsofthecompany.Apartfromtheslowretrievalprocess,thecompanyalsofindsitselfplaguedwith the perils of loss andmisplacement of critical documents, a lack of audit trail and inadequate document tracking.

Achieving Workflow Efficiency

WiththeimplementationofTherefore™document management solution(DMS), Prestige’s document retrievalprocessunderwentamassiveoverhaul,allowing the different personnelto access the required documentsquickly and securely. An electronicfilingcabinet iscreatedandhardcopydocuments are captured using CanonimageFORMULA document scanners.They are then indexed and organisedtogetherwithotherrelateddocumentsin the form of electronic files. TheworkflowdesignfunctionalityallowstheDocumentControllingteamtomonitorand control the flow of informationwithin the company. It also allowsfor the flexibility to define workflowprocesses and document storagepolicies. To preserve the integrity ofinformation, the users work closelywiththeDocumentControllingteamtouploadnewdocumentsintothesystem.

Easy On The Users

Therefore™doesnotrequireinstallationofsoftwareontheusers’workstations,cutting down on the hassle duringprocessimplementation.Itseasy-to-usegraphical interface ensures that usersfamiliarisewith thesysteminnotime.Document searches can be executedwith a few clicks on the Navigatorfunction. To increase efficiency, userscanedit,printandsharethedocumentswithinTherefore™.Itssecurityflexibilityalsoallowsfordifferentlevelsofaccessand permission among the personnel.Supported by a web-based platform,the staff can access the requireddocuments anywhere, anytime.

A Winning Formula

Customer service has improveddramatically with the ease andspeed of information retrieval.Problems with missing or misplaceddocuments were a thing of the past.In addition, the management teamcan track the personnel access to thevarious documents including time,date and length of use. A clear audittrail of documents is now possible.Overcoming Challenges

During the implementation process,the biggest challenge was thescanning of all hard copy documentsinto Therefore™ DMS. Besidesproviding comprehensive training tothe Document Controlling team whoare charged with administering thesystem within the company, Canonalsohelpedtocreatethecategoriesandindexed fields to start things off. Thiswas followed up with training to theusers across the variousdepartments,facilitatingasmoothtransitionfromtheoldtothenewprocess.

Mr. Milan Khurana,Executive Director of Prestige’s HR,

Admin & IT

ThePrestigeGrouphaslongbeenlookeduponbyourassociatesandbusinesspartnersasacompanyofinnovation.Naturally,westrivetoupholdthisimage,beitinternallyorexternally.Whenweidentifiedagapinourbusinessprocess,Canonwasournaturalchoiceduetoourlongworkingrelationshipbuiltupontrust.Wearehappywiththesolutiontheyhaverecommendedandappreciatethattheymadetheimplementationaseamlessone.