ActiveDocs Opus Case Study

Finnish Centre for Pensions (Eläketurvakeskus)

ActiveDocs Opus creates efficiency, reduces template maintenance at Finnish Centre for Pensions.

Industry

Government Earnings-related Pension provision

Challenge

Produce compliant and accurate pension documentation efficiently and with reduced maintenance costs.

Solution

ActiveDocs Opus Document Automation and Template Management integrated with existing portal and document management systems.

Benefits

97.5% reduction in templates and management effort; integration of wizard-driven document generation with existing systems; data integration and embedded business rules enhance document compliance and accuracy, minimize downstream costs.

 
“We now have an overall solution where external processes, ActiveDocs Opus, our Portal and Document Management are integrated. ActiveDocs fills well the role as the document creation, editing and template design & management solution.”

Hanna Holopainen, Project Manager ETK

 

Introduction

The Finnish Centre for Pensions (Eläketurvakeskus, or ETK) is a statutory co-operation body, expert and producer of joint services for the development and implementation of earnings-related pension provision. Its clients include pension providers in the private and public sectors, the Finnish Social Insurance Institution, authorities, decision-makers, researchers, educational institutions, and the media, as well as the insured and policyholders.

To achieve its goals ETK must create, manage, and distribute huge volumes of documents. Complex documents must be assembled using information from many different sources in many different formats. For example, document creation in just one business area was a manual task facilitated by hundreds of templates. Over time it became increasingly difficult for the business to enjoy the benefits of an efficient and adaptable document generation process

 

The Solution

ActiveDocs Opus Document Automation at ETK allows wizard-driven document creation in the browser from other systems with the integration of ActiveDocs Opus web interfaces, including the Document Wizard. ActiveDocs Opus provides direct integration with existing data sources to maximize efficiency and accuracy, and direct integration with ETK’s mission-critical document management systems. Within the Document Wizard’s automatic intelligent interview, the ActiveDocs Opus Free Text Editor allows users to edit selected parts of the document directly in the browser.

ActiveDocs Opus Template Management allows the number of templates in just one business area to be reduced from 400 to 10. This 97.5% improvement was achieved with the use of ActiveDocs Opus Snippets for reusable content across multiple document types, ActiveDocs Opus Data Views for standard and reusable access to existing data sources, and the ActiveDocs Opus Rules engine that allows template content and Snippets to be selected automatically based on the context of each document created.

ActiveDocs Opus permissions-based access and ActiveDocs Opus Version Control provide the business with precise control over the maintenance, approval, and publishing, of template and snippet content.

 

The Benefits

Integration with ETK’s business process gives easy access to ActiveDocs Opus Document Automation, creating immediate and downstream benefits as efficiency and accuracy are maximized.

The reduction in the number of templates and the consistent use of shared content and business rules facilitated by ActiveDocs Opus Template Management allow the business to enjoy the benefits of an efficient and adaptable document generation process by significantly reducing the maintenance effort.

Permissions-based access, approval, and publishing allow subject matter experts to maintain, or approve the work of others on, template and snippet content related to their business areas and expertise.

Documents are created in standard Word format, readily consumed by other systems if required, and their variable content is available to other systems as easily-retrieved ActiveDocs Opus Answer data.

 

How it Works

A user selects a document type and starts a Document Wizard browser session to enter or select the information to create a document, or a business process invokes the Document Wizard with preset information from the current context. The Document Wizard knows the information requirements of the document type and how these may change in context. It implements business rules to change the questions, select content, and validate data items and relationships between data items.

ActiveDocs Opus assembles the document using the template, business rules, and answers. Document, answers, and metadata are forwarded automatically to ETK’s document management system eDocs which manages the rest of the document lifecycle.

“ETK carried out a short PoC evaluating the product and the suitability to our architecture” said Hanna Holopainen, Project Manager at ETK. “Since the PoC we have been very happy with the ActiveDocs support. We now have an overall solution where external processes, ActiveDocs Opus, our Portal and Document Management are integrated. ActiveDocs fills well the role as the document creation, editing and template design & management solution.”

 

Key Features

Data and DMS integration improves efficiency, accuracy, compliance

Web integration provides easy & usable document automation from portals and other systems

Template Management reduces effort and complexity

 

Key Facts

Company

Finnish Centre for Pensions (Eläketurvakeskus)

Headquarters

Helsinki, Finland

Founded

1961

URL

www.etk.fi

Primary Business

Government Earnings-related Pension provision

 
Contact us to find out how ActiveDocs Opus can help you produce better, more accurate documents faster.
 
 

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