Client Overview
Suzuki is Japan based multi-national auto mobile company have established his operation in the India as well to meet the demand of Indian market. Suzuki working in business of automobile since more than a century. Suzuki is very well known for car manufacturing for ordinary to premium segment. Suzuki have successfully built his brand in a way that become first choice among the consumer in the India. Suzuki have versatile car categories to meet the demand from basic level to luxury audience. Suzuki have succeed to manufacture the cars that provide the extraordinary milage and that become the reason of first choice of consumer.
The Challenge
The biggest challenge for large size organization is to keep their documents like policies, standard operating procedures, protocols accessible at different level of roles in hierarchy. Further, client have huge number of suppliers and vendors that provide raw materials to the client where client faced challenge to provide the accessibility of certain their documents like specifications and orders to the vendors. The complexity was high if documents managed by traditional way. It also makes trouble for each employee to access and make necessary changes in documents. Total operation was time consuming and raising ambiguity among employees which ultimately reduce the productivity.
Some common challenges for unsecured web applications like,
- Unsecured Storage All those policies and vendor data are very confidential for client and those are stored in unsecure way which become threat for them to misuse by anonymous.
- Access control There is no defined access level which make difficult to track which user made changes in document and that leads to confusion about change in document.
- Version control After implementation of necessary change to keep its record and to know when and why there was change in document is challenge to track because of lack of version records.
- Lack of search and retrieval Employees get frustrated to find the right document at right time and searching required documents takes much time which ultimately reducing the productivity of employees.
Solution
Implementation customized document management system is the right solution to address above all challenges. The document management system that works for client as per their need and should have scalability that could update as per the client need in future to keep complexity below desired limit.
Project Description & Key Deliverables
Platform Features: Document management system developed to manage the organization document lifecycle. Document preparation, review and approval and further changes in document that could be captured by version. Platform have two separate modules. One is policy portal and second is vendor portal. Each portal works separately to manage the policies and vendors. Both portals have facility to submit and withdraw the documents for review and approval. It also allows user to archive and retrieve the documents. Role based authorization provided so that helps to keep accessibility of user limited.
Technologies:
- Frontend: HTML5, SCSS, CSS, Javascript.
- Backend: C#, Dot Net core, Store procedure
- Database: SQL server
- Cloud & Hosting: client server
Service Type: Deployed our Dot Net developer as part of staff augmentation service.
Major Deliverables
- Role based Authentication & Authorization Implementation of authentication using JWT token and created the authorization specification for selected documents for selected roles.
- Admin Dashboard & User Management Developed Admin dashboard that helps admin to manage the user roles and policies addition, removal, changes and update. Also, admin can perform the CRUD operation for the users.
- Vendor Module Vendor could access the documents relevant to their operation and manage and have limited access for any changes in documents
- DMS – Document management It allows to store the file in pre-decided format of the file and keep files in well format. User/admin can perform the CRUD operation for the file like create, update, remove files as per need.
- Document/File types & Size File types help user to understand about the category and department relevancy of the document. It also allows user to tag required user and information to highlight other stake holders. Implemented file size feature to help user about the level of storage.
- Folder management Admin/User can create the structure to store the documents which helps them to search and easy to get the documents as and when required.
- Master Management Master documents are the key documents to create further other suitable documents. Master documents have limited accessibility beside key authorized employees.
- Email Settings Admin can add the user account with email and user can configure their email with smtp or gmail. Which ultimately allows user to share the documents via mail.
Results & Client Satisfaction
- 80% reduction in repeat work for the document creation.
- 95% drop in duplicate file creation
- Significant decrease in server load due to removal of duplicate files
- Reduced the complexity of document management
- Employee productivity increased significantly
Conclusion
Document management system successfully developed and deployed on client server and provided support as and when required to the client. The portal implementation on client operation bring the solution of all that challenges they face without DMS portal.
