Platform

Common Pitfalls in Manual Data Collection Practices

  • Inconsistent data collection standards.
  • Reactive approach on data submission & quality issues.
  • Possibility of errors in manual submission.
  • Mediocre reports lead to unhappy users.
  • Long lead time for new report provisioning.
  • Limited visibility on data insights.
  • Limited clarity on the data submitted.
  • Information is scattered & difficult to access on time.
  • Data not delivered on time.

Key Features

Risk & Compliance

  • Role-based access control
  • Logs & Auditing
  • Traceability is ensured by eliminating all potential risks with manual processing

Technology Enabler

  • Converts unstructured data into structured data
  • Alerts & Notifications
  • Scalable
  • Fault tolerant

Business

  • Enhances agility in business
  • Exception handling based on policies
  • Automates the process of your business

Processing Emails Efficiently

  • Smart & simplified dashboards to measure KPIs
  • Boost efficiency and productivity
  • Ability to process attachments

Integration

  • Integration with enterprise data analytics platforms
  • Self-service user/access management

Key Benefits

Secured

  • Role based access control 
  • Personal data protection for confidential data 
  • Automated error handling
  • Safeguard confidential emails and attachments using DataDora security policies.
  • Multiple services to handle based on nature of work
  • Misplacement of data & manual data entry errors can be prevented

Scalable

  • Fault-tolerant
  • Auto scaling or scalable based on user-defined rules
  • Cloud-native

Simple

  • Intuitive workflow to manage emails
  • Custom email retention policies to automatically manage the life cycle of emails & attachments.
  • Simplified interaction through chat-bot.
  • Cost-efficient.

Faster

  • Quicker processing time.
  • Reliable data & improved quality as there are no manual interventions 
  • Improve Productivity – Process more than 100+ emails per minute

Use Case 1 - Manual Data Processing in AJ Manpower Consultancy

‘AJ’ is a Manpower Consultancy with 2000+ employees & having clients in various industries ranging from Banking to IT sector. Currently, time sheet management and employee claims are handled by manually downloading data from emails that employees send to the HR team, which necessitates manual data entry.

Let us study the scenario of processing data for 2000+ employees’ with and without DataDora.

Without DataDora (Manual Task)

Once the HR department receives the employees’ time sheets and claims (which may be in various formats such as spreadsheets, word documents, pdfs, etc.), he or she must download data from the email and manually enter the details into their HR system.

What are the possible challenges? 

  • The manual data entry procedure must be replicated for over 2000 employees.
  • HR personnel should therefore work long hours to complete the data entry.
  • There is limited clarity on past records. For example, an employee query about his/her leaves for a specific month may be delayed because HR spends hours manually searching through heaps of scattered information. 
  • Information is scattered, due to which retrieving specific details is a laborious process. For example, if a client wants to know how many ‘overtime’ hours their employees worked in a given month, retrieving data is a time-consuming and resource-intensive process.
  • There is limited visibility on the status of the timesheet and claims submissions.

How can this impact workflow? 

  • Manual data entry is an error-prone processing. HR personnel gets too little time to analyze the details carefully, providing them with plenty of room for error. For example, an incorrectly entered ‘0’ hours instead of ‘8’ hours could result in the employee receiving an incorrect salary payment.
  • The time-consuming task of manually entering employee time sheets and claim details for 2000+ employees may cause a delay in employee salary processing. 
  • Employee requests may receive delayed responses.
  • Delays in response will result in unhappy customers.

With DataDora (Automated Task)

If AJ Manpower Consultancy installs DataDora, it will save approximately one man-month of manual work. The emails sent by the employees are automatically processed and converted from an unstructured to structured data with improved insights by DataDora. HR personnel are no longer required to manually enter employees’ information into the HR system and work for extended hours.

Benefits of Using DataDora:

  • Consistent data collection and processing
  • Data feed is automated from emails to HR system.
  • Manual intervention is required only for exceptions.
  • Role-based access controls ensure that the right data is available for the right person.
  • Statistics about the timesheet submission can be viewed across the organization in few clicks.
  • Allows HR team to respond faster to employee requests.
  • Improved efficiency and productivity
  • Cost-effective by saving around one man-month of manual efforts.
  • For better visibility, the report section allows you to filter timesheets and claims by monthly, daily, or any custom date range.
  • Management has full visibility of employees from various countries & locations.

Use Case 2 - A Public Sector using FormSG to Sign Up for Email List

The Ministry of Education (MOE) would like to survey secondary school pupils in a specific region to determine the state of their health declaration and daily temperature in relation to the present COVID scenario. The survey would use forms from FormSG. The forms should have information regarding the student’s name, class, IC number and daily temperature. The students are to fill the forms in FormSG, and the data will be automatically emailed to form initiator in MOE. Let us look at the backend scenarios for data collection and processing with and without DataDora.

(This is assuming that there is a total of 10,000 responses and for every five responses, the data is downloaded for processing).

FormSG Data Collection and Processing Without DataDora (Manual Task)

Step 1 – Create forms in FormSG

Step 2 – Send URL link to the students so that they can fill the forms.

Step 3 – Once form initiator receive the first updated form, he reviews the first email for the reference number. 

Step 4 – The initiator then creates an Outlook .pst file to collect the email responses.

Step 5 – He collates the email responses and moves them to the .pst file.

Step 6 – He later uploads the .pst file to FormSG data collation tool for processing.

Step 7 – Finally he downloads the excel spreadsheet containing the processed data from FormSG data collation tool.

On Day 1, you must go through 7 manual steps to collect data from a single form and store it into your local machine.

From Day 2 onwards, steps 1 to 4 are not required but steps 5, 6, and 7 are to be repeated until the end of data collection. 

An average of 60 minutes is spent to collate and download the email to the local machine each time.

Disadvantages of using manual processes.

  • Based on the above assumption of 10,000 responses, since the data is processed manually for every five responses, it will take around 2000 man-hours to complete the entire process.
  • Manual progress tracking is a laborious task.
  • The data collecting is reliant on the mailbox of the form initiator.
  • With human intervention, moving email responses to the.pst file increases the risk of missing information.
  • For data processing, the initiator must upload the.pst file to FormSG’s data collation tool each time.

FormSG Data Processing and Managing With DataDora (Automated Task)

If you implement DataDora software in the above scenario:

Step 1 – Create forms in FormSG

Step 2 – Send the URL link to the students so that they can fill the forms.

Step 3 – Managed automatically by DataDora

Step 4 – Managed automatically by DataDora

Step 5 – Managed automatically by DataDora

Step 6 – Managed automatically by DataDora

Step 7 – Managed automatically by DataDora

On Day 1, you must go through manual steps 1 & 2. From step 3 onwards, all manual steps are automated, including data collection and processing.

From Day 2 onwards, DataDora engine will be monitoring and processing emails 24×7 & all manual steps are eliminated.

Benefits of Implementing DataDora

  • DataDora automates the entire process, which saves approximately 2000 man-hours.
  • Users can be added in DataDora to view responses, which eliminates the dependency on the form initiator’s mail box.
  • For data processing, DataDora is independent on external systems such as the Form.SG data collation tool.
  • Because DataDora can handle over 100 emails per minute, the cost of processing an email is significantly reduced.
  • Data is stored in an enterprise platform.
  • Centralized view of data.
  • DataDora offers additional features for selecting and deselecting form fields, as well as searching for specific information.
  • There is no need to manually track progress.
  • Role-based access controls ensure that the right data is available to the right person.
  • Safeguard confidential emails & attachments using DataDora’s Security Policy.
  • DataDora can be integrated with the enterprise data analytics platform.

 

‘DataDora thus overpowers the manual data collation method in many aspects,

thereby improving the organization’s efficiency and productivity.’

 

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