Automate Applications

Automate Education

kids-using-computers-ftr

Transforming Education Through Efficient Document Management and Workflow

AUTOMATE Education Solution delivers results.

With their myriad departments, majors, faculty and students, academic environments have often become somewhat of a records fiasco over the decades. With each course and department having its own requirements and often its own computer applications, integrating everything into one unified document management system could seem virtually impossible. Add to that the unique requirements of the admissions department, accounting and administration for the institution as a whole and the situation can become overwhelming. It’s easy to understand why bulging file cabinets and endless stacks of paper populate most high schools and colleges. Lost papers, missed deadlines and exceedingly late communications are often the result.

If ever there was an environment crying for the benefits of a great electronic document management system, such as the Automate Document Management Solution, education is it.

Using Automate, an educational institution can assimilate documents and processes from every academic department and function of the college (admission, accounting, administration, security, etc.) into one amazingly organized system. Automate is compatible with most computer applications, so there’s no problem integrating information from across campus.

Through Automate, everything becomes accessible via computer, even remote computer, with the ability to limit viewership and editing ability on a case-by-case or class basis. Since everything is interconnected, workflow is smooth. Professors can submit grades, notify administration of changes, alter the syllabus and plan the midterm department evaluation through the system. Admissions can maintain every portion of a student’s application in one location and monitor the entire admissions process to streamline acceptances and process tuition. A student’s file contains everything relating to that student—and there’s only one secure place where it’s located, not 10 different locations across campus.

With Automate your college, university or even high school will enjoy a level of organization that benefits everyone in your institution.

Several Types of Documents You Can Manage Using AUTOMATE:

  • Applications
  • Student Records
  • Complaints
  • Discipline Records
  • Correspondences
  • Change of Address Forms
  • Report Cards
  • Certificates
  • Enrollment Forms
  • Permission Slips
  • Absence and Late Forms
  • Scholarship Applications
  • Financial Documents
  • Privacy Requests
  • Withdrawal Forms
  • Payroll and Timesheets
  • Human Resource
  • Booking forms
  • Record Preservations
spendingchart-3

Accounts Payable

kids-using-computers-ftr-1

Control The Process. Control The Costs

AUTOMATE Accounts Payable delivers results.

AUTOMATE provides the affordable solution you need to meet the challenges of managing, controlling, and processing your accounts payable documents. Quickly deploy customised software that’s seamless and secure.

Streamlined Accounts Payable with AUTOMATE.

The main mission of any accounts payable department is to pay vendors, service providers and employee expenses based on the established rules of the organisation and the agreed upon payment terms. The challenge is to only make payment when the transaction is complete, all the paperwork is in order, and all of the rules have been satisfied. AUTOMATE provides the right solution to streamline accounts payable processes and meet these challenges head on.

AUTOMATE allows you to quickly apply workflow management technology to your accounts payable processes to gain control and add automation for cost savings, quality management and scalability. AUTOMATE is designed to be an end-to-end solution that maximises results. By capturing documents at the beginning of their life cycle you eliminate many of the challenges associated with managing paper documents. Captured documents enter an automated workflow for all of the approval decision making and conflict resolution processing.

The value of workflow is that rules, roles, and deadlines get configured once and automatically applied over and over again. This takes the human element out of the decision making process which reduces errors and collapses the time it takes to process documents.

Accounts Payable Challenges AUTOMATE Solves:

  • Reduces the risk of making costly duplicated payments
  • Provides a process that addresses incomplete or incorrect invoices
  • Allows for accepting discounts as a result of improved process cycle times
  • Reduces vendor relationship issues due to lost invoices or late payments
  • Provides organisational scalability which allow for varying volumes and growth
  • Reduces basic human error
  • Provides predictable operational costs for better planning and budgeting
  • Reduces organisational risks and provides disaster recovery and a continuity plan

AutoMate Accounts Payable Process Improvements

Receiving Document Handling

Our technology automates your receiving document processing. Documents are first scanned into the system and routed to users responsible for identifying issues that require vendor notification and resolution processing. Approved receiving documents are stored in a queue where they are retrieved and matched to invoices to complete the reconciliation process. AUTOMATE eliminates handling errors and reduces the cost of processing received documents.

Invoice Approval Processing

Our technology also automates the invoice approval process. Vendor invoices are scanned into the system which initiates an approval workflow process. The system provides visibility to related purchase orders and receiving documents required to complete the reconciliation and approval process. This reduces cycle times and errors, and creates organisational scalability. The result is invoices paid correctly and on time with no more over-payments or lost discounts, adding bottom line dollars.

Documented Payment Matching

AUTOMATE provides a process for linking a single payment to multiple invoices. Payment data is imported and automatically linked to single or multiple related invoices. This process assists in resolving vendor payment issues and reduces the operational costs associated with payment history research.

As an option AUTOMATE provides the tools that allow single click retrieval of accounts payable documents from within other core applications. This seamless retrieval process eliminates the need for complex training, and extends the value of your existing technology investments.

The AutoMate Difference

Unlimited User Licensing

With AUTOMATE, everyone who needs access to your business document management solution gets it.

AUTOMATE provides this unique model so organisations can make adoption decisions according to the value users, departments or functional areas without user licensing constraints.

Hosted, On-Site or Appliance

AUTOMATE is the right solution delivered the way you need it. AUTOMATE offers the broadest delivery options available. Everyone deals with workflow management and with AUTOMATE, you can choose to adopt it as a hosted solution using the On-Demand service or implement it as a simple network appliance.

Integrated Electronic Forms

AUTOMATE streamlines your business processes. AUTOMATE offers unique electronic forms capabilities to extend the value of the solution beyond your organisation. With AUTOMATE, configure forms for access by customers, vendors or website visitors to share or request information, submit applications or place orders.

These forms and data become an on-ramp to automatic management, routing and processing.

Configurable Workflow

AUTOMATE provides process control, reporting capabilities, scalability, and most importantly, cost- savings. Most business processes are labor intensive and prone to human error. With AUTOMATE that all changes. Using workflow you can configure your processing rules one time and the solution applies them consistently, every time a new item enters the process.

AUTOMATE is designed to become an integrated piece of your operational system. Built on our very own .NET object model, AUTOMATE offers a customised user experience to meet your needs, including custom user interfaces, web portals, add-on functionality, one-click access or data sharing between AUTOMATE and core systems.

spendingchart

Automate Medical

medical

Bringing the Medical Office, Hospital and Clinic into the future.

Managing information in a physician’s office, hospital or clinic is an enormous undertaking. Every detail from lab reports, insurance claims, records releases, consent forms and more must be handled with extreme care and confidentiality. Your business processes must not only be up to the challenge, but it must provide the instant access to records that assures busy medical staff and physicians quickly receive the information they need to serve patients. The AUTOMATE Solution provides the information you need to serve patients well.

All of a patient’s medical records are kept together in a single electronic repository of information including letters from other physicians, x-rays, medical charts, patient correspondence and other items. AUTOMATE is compatible with a wide variety of software applications you may now be using – so integration of existing files and documents is easy. This centralised system is accessible by everyone involved in treating the patient as long as they are an approved editor or viewer.

If a case requires input from several professionals, the file can be electronically routed in sequence through the clinic or hospital for each professional’s contribution. No potentially dangerous duplicate records are created that lack key findings that may be critical to diagnosis. AUTOMATE is smoother and more organised from start to finish.

Even records for patients not seen in years can be easily and quickly retrieved from archives. It’s light years ahead of storing old records in boxes offsite or in the clinic basement. Best of all, because of the identifiers used in establishing the electronic file, a patient’s record can never be lost.

When you minimise paper-based activity and begin to work within an all digital environment, you’ll start to trim overhead costs by reducing your reliance on paper, streamline your workflow, protect patient records with strict user control, and provide the first step to an easy transition to electronic medical records (EMR). You can also promote compliance within regulations while also accelerating billing and collection cycles.

Several Types of Documents You Can Manage Using AUTOMATE:

  • Admission Forms
  • Clinic Notes
  • Consultation Reports
  • Developmental Charts
  • Discharge Reports
  • Evaluation Reports
  • Explanation of Benefits (EOBs)
  • Flow Sheets
  • Information Sheets
  • Lab Results
  • Medical Billing Documents
  • Medication Records
  • Patient History Forms
  • Physical Exam Forms • Physician Orders
  • Progress Notes
  • Radiology Results
spendingchart-1

Human Resources

hr

Your employees are the life blood of your organisation. Your success is dependant upon your ability to hire the best possible talent, retain and motivate these resources, and protect yourself from litigation and compliance issues.

The best way to meet all of these needs is through the adoption of a Business Workflow Solution like AUTOMATE. With the AUTOMATE solution you can automate the hiring process using web-based electronic forms to cost effectively capture employment data. The forms can be automatically stored in the AUTOMATE Network Appliance. At this point we can automatically initiate a new employee hiring workflow. This provides instant visibility to the users involved in the process and allows them to make decisions automatically about the candidate. All of this functionality reduces the time and cost that it takes to process employment applications and also provides the documents and decision data you need for regulatory compliance.

Good information about employees allows you to make good decisions about compensation and advancements. AUTOMATE allows you to capture, organise and secure all the information and documents that represents an employees’ history with your organisation. Having the right HR information helps protect your organisation from potential employee litigation and compliance issues.

Typical Human Resource Documents Managed by AUTOMATE:

  • Employment Applications
  • Resumes
  • Annual Reviews
  • Employee Correspondence
  • PAYG Forms
  • Medical Plan Documents
  • Non-Disclosure Agreements
  • Non-Compete Agreements
  • Confidentiality Agreements
  • Separation Agreements
spendingchart-2

Automate Legal

law

Streamlining The Law Office

Managing the myriad documents, files, graphics, hand-written notes, copies, emails and other components of a legal case demands a product that goes beyond yesterday’s solutions. Just as a firm’s law library is now condensed to a series of handy CDs, your firm’s entire caseload, communications and history can all be liberated from the bank of file cabinets and served up as needed on your office computer. That’s the beauty of AUTOMATE.

With the AUTOMATE Solution, your firm can track cases through initial client contact filings, court appearances and outcomes. Cases or other matters requiring input from multiple people can be electronically routed sequentially through your company. Versions are tracked and cataloged, so there’s never any confusion about which is the most current document. Everything is filed together for easy reference, scanned hard copy documents, opinions, PDFs, emails, faxes, evidence photos and more. Your documents are easily accessible remotely via your laptop and a wireless card if you are at a coffee shop or the courthouse commons. AUTOMATE instant access to information helps you keep clients informed about judgments, motions, pending petitions or contracts without spending precious time in tedious research with each call. You and your firm control who has access to specific files.

Your firm handles hundreds of cases a year. Nothing does more than AUTOMATE to streamline your workload, assure your legal compliance and allow you to serve your clients. It’s something no law firm should be without.

Types of Documents you can manage using AUTOMATE:

  • Legal Practice
  • Affidavits
  • Answers
  • Certifications
  • Complaints
  • Contracts
  • Declarations
  • Depositions
  • Injunctions
  • Judgments
  • Leases
  • Motions
  • Notices
  • Orders
  • Petitions
  • Rescissions
  • Releases
  • Subpoenas
  • Summons
  • Trusts
  • Wills

Engineering

engineers

Document Management Solutions for Engineering

When it comes to document workflow systems the field of engineering is a whole different animal. You’re handling CAD files, DWG (AutoCAD) files and DGN (Microstation) files. Your system must be able to store, copy and distribute these files and also allow a client to download and modify them too

The AUTOMATE Document Workflow Solution smoothly meets all the document management needs of engineering firms. Files can be easily shared with a team, or clients, working from far-flung sites.

Like many industries, engineering documentation encompasses a wide range of media. You have drawings, hard copy correspondence, emails, CAD drawings and permits. In the past, all this extraneous information was loosely gathered into file folders for storage in bulging, disorganised file cabinets and ultimately in boxes in the basement.

Today with AUTOMATE, that’s all changed. Now every miscellaneous piece of information can be scanned and stored within an electronic file within the AUTOMATE system. Sometimes having access to a document back at the home-office and being able to drive over to the local copy shop and print it means the difference in making a deadline or having a really bad weekend. If a document needs to be worked on by multiple employees, you can track it through the system; always knowing which version is the most current. Plus, you can restrict access to certain files to protect your, and your client’s, property. That’s something that’s nearly impossible to achieve when everyone is working out of a physical file cabinet or off some shared drive at the receptions desk.

Best of all when a project is completed, you have a full record of its history that’s up to date and ready to refer to as needed in the future. It’s efficient, easy to use and secure.

Several Types of Documents You Can Manage Using AutoMATE:

  • Design Requirements
  • Design Schematics
  • Test Specifications
  • Test Results and Test Reports
  • Operating Manuals
  • Schedules Problem Reports
  • Inspection Reports
  • Materials Purchase
  • Invoices
  • Statutory Reports
  • Manufacturing Plan
  • Assembly Plan
spendingchart-4

Automate Accounting

accounting3

Accounting Solutions for Today’s Highly Regulated Environment

Yesterday’s accounting firm relied on file cabinets, boxes and whatever filing system the secretary deemed logical for organising records. Things have changed today. We’re living in an electronic world. Unfortunately, far too many firms have simply put the administrative assistant’s old filing system on their computers and hoped for the “best”. Let us assure you that the “best” is no longer acceptable – let alone affordable.

AUTOMATE combines both workflow process and document management solutions to create a system that gives accounting firms and organisations control beyond anything they’ve experienced in the past. AUTOMATE helps you create a business process that controls the flow of work through your office. This could also include remote locations – everyone who needs input into a document can have it in the sequence needed. You can know who is working on a document, who has worked on a document and who is scheduled to contribute down the line. The result is a highly efficient, streamlined process that serves both your firm and your clients well, and assures greater compliance with stringent laws impacting the accounting field.

The AUTOMATE system allows easy and logical integration of all your documents, emails, hard copy files and other important items. Through document scanning even hard copies can be included in the AUTOMATE network appliance, making the system handy, complete and fully accessible.

Clearly it’s a new day for the accounting office, and, thanks to AUTOMATE ACCOUNTING, we can help you create a business process system tailored for your business.

Types of Documents You Can Manage using AUTOMATE:

Accounting Practice

  • Audit worksheets for each client
  • Audited accounts and reports
  • ATO tax forms
  • Documents relating to tax consultancy services
  • Accounting records relating to the practice itself

Financial Accounting

  • Sales and Purchase Invoices
  • Evidential documents for cash receipts and payments
  • Documents supporting accounting adjustments
  • Contracts, agreements and correspondence
  • Transaction records like Purchase and Sales Registers, Cash and Bank Books and General Journals
  • Accounts lists such as Trial Balance, Accounts Receivable and Accounts Payable
  • Summary results such as Profit & Loss Account, Funds Flow Statement and Balance Sheet
spendingchart-5

Automate Finance

banking

Finance and Banking Simplified Through Automate

Banking today is a far cry from what it was even a decade ago. What once was virtually an entirely manual process is today an automated one. Loan approvals, check cashing and credit transaction are no longer tedious time-consuming operations. And just as the systems themselves have changed, so have the processes and document management behind them.

The AUTOMATE Business Management suite of solutions is ideally suited to the banking and finance environments. Not only does the system assure compliance with regulation, but AUTOMATE streamlines work – transforming processes that once took days into simple tasks that require just minutes. Because information is instantly available to everyone within the bank who needs it, customers can get accurate information about loans, statements and other products from anyone of your staff. No tedious, time consuming searching – just quick accurate information at employees’ fingertips that they can send directly from AUTOMATE right to the client using our embedded fax and email functionality.

When there’s a merger or acquisition, AUTOMATE’s capabilities become even more impressive to employees. The system is able to compile work created across multiple applications into one universal, accessible resource. And, you can control access to information to protect your client’s and the bank’s business assets. This game is all about intellectual property and maintaining control of it – AUTOMATE is perfect for this.

Indexing and metadata or document data gathering assures that it’s always easy to find the exact information needed. No more digging through files not knowing what someone named the document you’re looking for. Even from remote locations or from a wireless card, employees can access information needed which increases productivity and saves time.

Documents You Can Manage Using AUTOMATE:

  • Banking
  • Account Applications
  • Account Statements
  • Account Closing Forms
  • Checking and Debit Applications
  • Direct-Deposit Enrolment Forms
  • Automatic Payment Change Request Forms
  • Transaction Search Forms Investment
  • Authorisation Forms
  • Disclosure Statements
  • Stock Power of Attorney
  • Dividend Tax Exemptions
  • Indemnity Agreements
  • Informal Trust Agreements
  • Shareholders Agreements
  • Investment Performance Summary Reports
  • Audit worksheets
  • Audited reports
  • Cost estimates by product, department and cost element
  • Cost reports that compare actual costs against original estimate

Automate Your Work Now!