PRODUCTS AND SERVICES

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Electronic Billing and Presentation System

OVERVIEW

Aurora is a combined electronic billing and document archive and retrieval system. Originally developed for the transactional print market the application offers an integrated ebilling and document storage solution for inbound and outbound communications.

 

Archive and Retrievals facilities allow documents to be indexed, stored and accessed quickly and securely. Thin client technology allows access from anywhere on the internet.

 

Aurora can utilise existing print data to create an electronic version of the physical document. Your customers can instantly view a true document copy of the printed correspondence on a screen - from any location.

 

Tools allow customisation of the application GUI to fit the "look and feel" of your site.

 

There are secure facilities for users to view, print, download, email or eFax a document from any location with multiple user access levels, audit logging and secure data transfer.

 

Through the use of pre-determined business rules documents are archived swiftly and securely with comprehensive document indexing for fast document retrieval.

 

Aurora provides modern search and retrieval facilities with fuzzy logic, linked documents, linked users and unique 3 tier storage technology.

 

There is a comprehensive set of administration and system management tools with full document history.

 

The e-billing functionality is compliant with EU, UK and German tax legislation and has been externally audited by KPMG and PricewaterhouseCoopers.

Key Aurora Features Search Facilities:

Advanced search facilities

Permission based facilities to link documents and link customers

"Shopping Basket" facility to allow speedy document delivery

Fast access 3 tier storage technology

User Interface :

Common System GUI

Tools to personalise GUI look and feel

Online document view, print email, eFax and download facilities

Simple document download process via encrypted link

Joint session facilities (Administrator interaction)

On-line guides for system administrators, Users and System Help

Internal User messaging system

Auto generated registration screens may be embedded in client websites for ebilling signup

MIS:

Full Document tracking and history

Report wizard allows the creation of bespoke reports in minutes

System audit logs with full document tracking and user activity with date and time stamp feature

Monitoring facilities for checking system health, response times with real time alerts

System management reports on performance and usage

Email and eFax delivery tracking

Security & Compliance

Password protected web portal access

Multi user level access with configurable permissions

SSL 128 bit encryption for data transfers

Digital signature technology supports external and embedded digital signatures

Digital signature verification portal

User logging facility with job audit trail

Fully compliant with EU, English and German tax law

Externally audited by KPMG and PricewaterhouseCoppers

System Access :

Thin client secure access over LAN, WAN or web

Symbiant access allows search and retrieval functionality to be embedded into a customers own website

Repository interface allows search access from a customer's own systems

Delivery :

Push and Pull delivery options

Online presentment for multiple document types, e.g. PDF, TIFF, JPEG, AFP

Single and batch document print User facilities

Email facilities allows users to email attached documents within a branded email carrier to multiple email addresses with automatic re-tries and Zip facilities.

Email with link to web verification portal

Email with linked marketing messages

eFax document delivery facilities

Configurable email auto re-try

CSV format download option for large users to ingest directly into their own systems.

Ingestion & Conversion :

Generic or bespoke data conversions available

 

Proofing:

Document proofing & annotation management tool with viewing, commenting, highlighting, messaging and authorisation facilities.

Data Workflow Manager

OVERVIEW

Data Workflow Manager is used by major UK mailing houses to automate their data processing operations and reduce data processing times.

 

Initially developed for the transactional and direct mail print industries, Data Workflow Manager is now available to all organisations. Bespoke programs and scripts, third party software and even external equipment data can all be integrated under a single management system. Through a simple to use GUI, customised workflows can be created for a specific customer, application or document type. Implementers can create and link their own workflow components. Operators can control and monitor job progress. Managers can produce system reports and monitor system security and usage..

Data Workflow Manager can automate complex data operations including:

File Conversions

Data Suppression and re-duping

Address Cleansing

Job Submission and scheduling

Look-up table and database interrogations

Running Bespoke programs and scripts

Generating OMR and fulfilment barcodes

Royal Mail and downstream access mailsort

Data Workflow Manager has a powerful set of management reporting, logging and billing tools:

System Administration facilities

Hierarchy user access

Password Security

Single Audit trail

Error handling

Job Tracking

Event logging

Email and SMS text messaging facilities

Features:

Fast and Reliable

Secure Access controls

Easy to use Graphical User Interface

Create customised workflows

Integrate existing programs and scripts

Library of software functions

Automate job submissions & transfers

Integrate external equipment data

Single audit trail

SMS and email notification

Benefits:

Eliminate errors

Reduce set-up and processing times

Reduce DP bottlenecks

Increase productivity

Improve customer services

Better operational control

More transparent operations

Improve production turnaround

Business process improvements

Improve job planning and scheduling

Unity Hybrid Mail

OVERVIEW

Unity offers a simple, cost effective solution to consolidate traditional mail from any desktop application.

 

Unity Integrates seamlessly with your network to create a virtual printer, enabling users to create documents at their desktop before selecting the Unity printer to securely transfer the files to our head office for printing, enclosing and posting.

 

The service is ISO27001 Information Security compliant, with data encrypted from point of dispatch to offer you peace of mind. Documents are enclosed in a C5 envelope with up to eight A4 full colour duplex pages. Mail is securely delivered by either DSA 2 day service, or by Royal Mail first class and we offer a full online track and trace system with proof of delivery to Royal Mail. The service will consolidate print output into a single mailing across networks, locations and geographies, benefitting organisations with several branches and/or sites.

Reduce mailing costs and simplify mail management:

Consolidated document production allows small and ad-hoc mailings access to Mailsort and downstream access mail services.

Control and improve company image and presentation:

Consistent company communications through controlled use of logos, company details, contact information and cleaner addressing.

Reduce document production costs

Reduce staff related activities: - Ordering supplies, replacing toner and other consumables, operating printers and envelopers, bagging mail, equipment training, etc. E

Liminate equipment costs - Reduce and eliminate local printer requirements - Eliminate enveloping machinery requirements

Reassign mail room accommodation - Re-utilise printing, enveloping and mail handling areas

Reduce local printer consumables - Environmentally friendlysing.

Improve cost controls:

Itemized billing with a breakdown to user or department level

Single audit trail

- Comprehensive user activity log

- Extended audit covers print submission and document production

Secure data transfer:

Secure data transfer through SSL technology

Benefits to mailing houses:

Win new customers and strengthen existing customer relationships

- Create new sales channels

- Generate new revenue streams

Increase production volume from new and existing customers

Generate new stationary and material work

Simple production with preset "print-ready" file formats

First to market with a unique service means

- Service evolves while competitors try to catch up

- Competitors would struggle technically to match service

Benefits to Postal Operators:

Gain postal market share

- Penetrate SME market

- Attract low to medium volume multi site businesses

Win new customers and strengthen existing customer relationships

- Create new sales channels

- Generate new revenue streams

Increase mail volume from new and existing customers

Reduce low volume pickups

- Electronic collection replaces physical collection

- Low volume pickup costs not a barrier to new businesses

Lead the other Postal Operators with a pioneering new service

First to market with a unique service means

- Service evolves while competitors try to catch up

- Competitors would struggle technically to match service

Fits Postcomm objective for smaller mailers accessing downstream services

Extends mail item tracking from print submission to Royal Mail handover

Improve quality of mail entering the postal network by providing address cleansing services

EDI

OVERVIEW

EDI can be formally defined as the transfer of structured data by agreed message standards, from one computer system to another without human intervention.

 

Electronic data interchange (EDI) is the structured transmission of data between organizations by electronic means. It is used to transfer electronic documents or business data from one computer to another computer system, i.e. from one trading partner to another trading partner without human intervention. [1] It is more than mere email; for instance, organizations might replace bills of lading and even cheques with appropriate EDI messages. It also refers specifically to a family of standard.

 

In 1996, The National Institute of Standards and Technology distinguishes mere electronic communication or data exchange, specifying that "in EDI, the usual processing of received messages is by computer only. Human intervention in the processing of a received message is typically intended only for error conditions, for quality review, and for special situations. For example, the transmission of binary or textual data are treated as one or more data elements of an EDI message and are not normally intended for human interpretation as part of the online data processing."*

 

*Source: Wikipedia

 

How does this fit in with what HCS do?:

As part of the product suite, we offer our clients customers the ability to receive their invoicing data via EDI, in batches.We support multiple formats, to be acceptable around the world dependant on local restrictions, and regularly create bespoke formats

Hosted Billing Solutions

OVERVIEW

HCS offer this solution through its Archive and Retrieval system, Aurora which utilises the Data Workflow Manager product in the background to process data.

 

HCS has provided expertise in this field for over 10 years, created the first electronic solution for Avis Europe. Since then the company has rolled out multiple solutions which serve end users globally.

Although the principles being electronic billing may seem, straight forward (a communication electronically to a recipient) the legal aspects when billing into countries worldwide can be complex.

This includes any requirements surrounding the use of Digital Signatures.

Digital Signatures can be used to allow electronic documents to maintain the same validity as a physical document which can be critical in satisfying fiscal requirements.

Not all countries have the same requirements, and some (e.g. Great Britain) do not require them at all. Therefore it is critical when scoping out a solution to allow electronic document delivery, that all the local laws are understood and respected.

HCS is able to provide a solution that not only satisfies your requirements, but that also satisfies the requirements of your customers, wherever they are located.

How can it work for you?:

HCS will analyse your business needs. Based on these will be able to devise a saleable solution that will allow you to despatch your billing communications, effectively, in the most cost efficient way.

There will be no need to host any software, or purchase any hardware unless you wish to. This reduces the impact on your IT team, and your budget.

HSC will assist you with integrating the billing solution with your own systems, allowing your staff and your customers to enjoy a seamless experience when both dispatching a retrieving your documents.

Fast access 3 tier storage technology

eBilling

OVERVIEW

Electronic bill presentment and payment (usually called EBPP) or ebilling, is a form of electronic billing in which a company presents (sends) its bills and customers pay these electronically over the internet.

 

HCS offer this solution through its Archive and Retrieval system, Aurora which utilises the Data Workflow Manager product in the background to process data. HCS has provided expertise in this field for over 10 years, created the first electronic solution for Avis Europe. Since then the company has rolled out multiple solutions which serve end users globally. Although the principles being electronic billing may seem, straight forward (a communication electronically to a recipient) the legal aspects when billing into countries worldwide can be complex. This includes any requirements surrounding the use of Digital Signatures. Digital Signatures can be used to allow electronic documents to maintain the same validity as a physical document which can be critical in satisfying fiscal requirements.

 

Not all countries have the same requirements, and some (e.g. Great Britain) do not require them at all. Therefore it is critical when scoping out a solution to allow electronic document delivery, that all the local laws are understood and respected. HCS is able to provide a solution that not only satisfies your requirements, but that also satisfies the requirements of your customers, wherever they are located.

Utilising the Aurora and Data Workflow Manager applications

HCS will be able to take raw data from your systems, archive it and then make it available to your customers in one of the following ways:

- As an email attachment, with or without a digital signature

- Via a one time use link sent in an email

- Via an email invitation to access an online portal

- By integration (through our API) into your own systems

Integration

Integration through our API into your own systems can be realised in two ways:

- You integrate with our system from your backend processes

- Using our API, you integrate a search and retrieval solution into your own website infrastructure. This allows users to have a unified experience when retrieving documents.

Although this may sound complicated, HCS has extensive experience in identifying your needs, and assisting you in implementing them in the most cost effective and efficient way.

CONTACT

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A representative from Haigh Consultancy Services will be in contact with you as soon as possible.

Address

Haigh Consultancy Services Ltd., The Cresent, King Street, Leicester, LE1 6RX

 

Phone

+44 (0) 116 255 5524

 

Fax

+44 (0) 116 254 1978