BPiON REVOLUTION

We understand that due to the high pace demand of businesses, the evolutionary answer of digital tools is naturally quite fast.
However, most of the tools have their own evolutionary cycle, which is often chronologically non-linear.
Nevertheless, they sometimes live in parallel next to each other, in complementary symbiosis.

Business Process Outsource companies also going through on fundamental changes bound by these digital technological changes.

The paper-based process government is being replaced by automatized process management, most of which moving into the cloud and/or into much more protected environments.

Such a rapid change in the digital environment magnets change in operational attitudes and culture as well, just to name a few: digital office, multitasking, video meetings, online document sharing, home office, integration of maternity returners, prompt data gathering, quicker decision-making process.
Even though physically it’s remote, outsourcing comes closer to clients as well by the help of digital technologies.

Our key objective is to show how paper turns to digital, offline turns to online, manual turns to automatized in the world of Accounting, Payroll and in the wider scheme of Business Process Outsourcing by this digital age.​

Some disclaimers​

There are parallel dimensions of this digital evolution, for example the world of ERPs.
We intentionally not started to elaborate on these, as our aim is rather to showcase the evolution of the core digital tools supporting the outsourcing profession.​​

We also want to emphasize how we can help you to turn such evolution into your revolution.​

By using our outsourcing services, you will have access to a wide range of our existing technological portfolio in each layer, which we are going to elaborate.
We can help you jump to the next levels in line with the pace of change your culture can tolerate, should it be a micro step, or a quantum leap that you are ready for.​​

We are ready.

Your business goals that you can reach via digitalization in the accounting and payroll processes:

Your goals of launching technology tools at your company and the expected achivements can be different  step by step, tool by tool. But there are some general features what you can realize through the way of process digitalization: ​​

  • Faster and really efficient workflows by automized processes.
  • Clear communication structure, saving time of HR resources, bigger focus on your core business. 
  • Data security and GDPR proof digital document management
  • Quicker decision making procedures supported by clear and customized dashboard reports with the most important information, data
  • Minimalization the number of used systems to decrease the risk of error and make implemenation procedures easier.
  • Mobility  – You can reach your data anywhere from any device.
Paper based manual office

WHAT DOES IT MEAN?

Mostly papers initiating procedures but papers close procedures as well.
Signatures required on papers “officially” due to certain corporate or legislational measures (e.g. Segregation Of Duties).
As papers need a person to handle and sign, it requires heavy weight logistics, storage and awaiting times.
Since data on papers carried around in physical form, there is high risk of data privacy and overall loss of data.
During governmental reviews though it can be useful as some of the reviews / audits still require paper based supporting.

ETL (Extract-Transform-Load), XLSX, CSV, XML

WHAT DOES IT MEAN?

A standard user in their professional life only meets with one of the front-end surface of the wider world of ETL, that is Excel.

Data from one or more sources is extracted and then copied to another place after the data manipulation. The most common format of files can be Excel files, xml or csv. 

Key aim is to take data already available in a structure and move them in-between systems. This is the first step to avoid manually tweaking with data and takes us towards automatization, more that probably into the excel world.

There are plenty of well usable ETL applications, but basic ETL functions can be resolved via macro, or script programming.

How BPiON can help?

Such platforms can enhance digital procedures and can be a great starting point, but the knowledge of this environment is not consistent amongst users. There are some, who use the SUM function only, and there are some who create pivot tables with macros.

We can understand and communicate well with both user groups and can be a catalyst in bridging knowledge as well.
In this range, – most of the time – we use scheduled ETL data synchronization techniques in-between the systems of Client and BPiON

These can be some intermediary SFTP site, where we receive xml, csv, or in many cases – Excel file formats.

These data is being received through software interfaces.

Why is it good for a client?

By using our outsourced services, you would get not just superb Accounting and Payroll services, but we might be able to resolve issues from the excel rookies to the black belt users as well. 
We can have our skilled team to look into your procedures, map out what type of excels or other worksheet oriented applications are you using and how they could better serve You by several standard reporting, formulas, macros, pivots, process enhancements, connections and other automatization of such data sheets.​
With some process enhancements and realization of what data available and where, you can also avoid time consuming manual compiling, or be able to turn unstructured data into a structured form, leaving extensive excel editing hours behind.
Data security can also be enhanced by setting security measures, or try to eliminate them where possible.

API, Interface

What does it mean?

For certain software, the manufacturer provides structured direct gateway to enable data manipulation and input-output data traffic management.​

That ensures, that during 3rd party developments, the programmer can access the system based on the specification received without the need to have in-depth knowledge of the software. 

Such solution massively decrease risk of errors and quite often this is the only viable option of data synchronization.​

How BPiON can help?

Most of BPiON’s core systems, like our ECMS solutions, carry API features, so that they can send and receive structured data for our outsourcing solutions, – like payroll and accounting – , in a scheduled manner.
These direct interface can work efficiently and effectively to support data transfer.​

Why is it good for a client?

Most of the time, clients push data from one system to another manually by trying to export data out of one system and import data into the other one.
However export/import such data can happen in various in-efficient forms with a mix of printing out, typing in, “right-click” exporting and transforming excels manually, all consuming time and money, and can leave field for errors, security issues.
API solutions can eliminate all these headaches, by making sure completeness and accuracy of the payroll and financial data on secure channels.​
With some education and API process handling you can reach very quick win ROIs.

BI

What does it mean?

Overall category has been labelled Business Intelligence technology, however during the years of evolution separate forms appeared on the horizon, such as Data Warehouse Architectures, and the nowadays fashionable phrase, Big Data.

Every company gathered huge amount of digital data in the past 10 years. A memorable boiling point was the implementation of GDPR, when companies realized how much data it is indeed and how polarized their place is in their IT ecosystems.

If we put aside the data protection concerns for a moment and focus on the sheer volume, one can see the opportunity what it could mean to find the alignment and connections between these data easily. That’s a key aspect where BI brings a solution.​

Furthermore, all companies have implemented several, isolated systems to cover special processes of their business in the past years. Cost of change or even cost of integration is very high, but data would need to be presented in consolidated form to support the decision making process.

Finally, speed is an essence as well. Business decisions and consequently supporting information are needed quick solutions (as opposed to the waiting time for the next monthly report).

How BPiON can help?

We see, that the practical purpose of BI solutions nowadays is being built upon that concept to connect and visualize data from various sources either structured or unstructured, online, or offline, in the cloud or on the server.

There are plenty of user friendly BI tools available on the market. With their help, we can bring you the advantage of not be limited to make decisions by past, outdated data, but to more easily foresee trends, highlight deviations, bring out potentials by clever analysis and statistics, based upon the most recent data available.​

These systems also have API features, and can be fed from multiple data sources in a low-coding environment, with some skills of your matter of experts, and some minor trainings, you can easily maintain and further develop them. 

In case of need, we can prepare business forecast reports or „what-if” analysis as well. Different access rights can also be set to different user groups, in addition smart use of IT resources enables you to run them not just ad-hoc, but via scheduled jobs during off-peak server time, in case database is large.

Why is it good for a client?

By utilizing on our outsourced services, you can get access to our BI solutions, which provide decision makers with up to date, live, visually appealing information, so that business decisions can be made with most present data available. 
It also carries visual techniques, by which high level stakeholders can really absorb data in user friendly, “one pager” dimensions and well-designed dashboards, giving them further options to drill down and find outstanding items and further details quickly.
You can generate charts, diagrams, build in easy filters, sorting techniques, with which proper data is available by the blink of an eye from various sources of data, connected together. As with our core outsourcing services, such access of data can be easily made with your payroll and accounting reports anywhere, from any device.​

DMS / ECMS

What does it mean?

DMS – Document Management Systems.​
These are systems that can help you building up a paperless office, by being able to capture and brief data from paper into a digital form.​
It’s important to mention that one of the key features of such systems is easy searchability and they are capable to handle high volume documents without lags, or risk of losing data.
You can also feed them by other electronic form of data (e.g electronic invoices), so that they become a structured database.​​

ECMS – Enterprise Content Management System.​
They are the next generation versions of DMS systems, with the added functions of collaboration  and managing workflows, responsibilities and sophisticated access rights.​
Many companies already have an operating system, which manages and governs their value chains in a systemized and workflow driven manner, that’s what we call ERP (Enterprise Management Systems). However, often these systems are deployed by global stakeholders/owners, with a heavy attention on standardization and centralization. Therefore, such systems might not be able to take care of the nuance differences that local adherence might require.
That’s why ECMS is built with the added function of being able to connect to ERPs, via API/interface
Also, there are certain companies who cannot afford ERPs, but they would like to tidy up their procedures, also would like to utilize on some systems that they already have and working with, but in silos. Such systems might not be able to communicate with each other effectively, or it’s very hard to pull data out of them in a structured manner. Likewise it’s hard to feed them with data, hence manual, or offline procedures remain to push processes through. An important factor would be to initiate procedures, workflows from such systems, hence ECMS can be a great digital “coordinator” of the process being fed from the data arising from those systems in silo.

How BPiON can help?

We are great believers of ECMS due to its flexibility to other systems and capability to manage workflows, documents, business processes, segregation of duties, GDPR proof safe log modularity, data security in a user friendly, efficiently, and effective manner.​

We built up full scale solutions on the field of Accounting and Payroll outsourcing with the ECMS.

Just a few examples herein below: 

  • Archiving accounting documents in a structured way in line with our Client’s needs (project code, cost-center classification)
  • Giving access to our Clients to retrieve their accounting documents 
  • Giving access to auditors in order to review invoices included in the general ledger
  • Giving remote access to authorities to proceed with tax audits
  • Cooperating with client on the same platform (sending back documents for correction or completion, log deadlines, reporting)
  • Building up and working on pre-defined workflows based on statutory deadlines
  • Payroll input/output management solutions (we work based on payroll calendar which defines the deadlines for each parties, the system can log all activities, so we are able to measure and abide to SLA driven work procedures)

Why is it good for a client?

By being able to utilize on our ECMS solutions, you would be able to eliminate paper flow or stop papers piling up on certain workflows. With advanced scanning and OCR techniques, you can even stop papers in the doorway.​
Nevertheless, bringing such documents into digital space, you can utilize on structured database abilities, from where you can interpret data easily and speed up decision making or further action steps.​
By accessing our outsourced services, you access our systems in a way, that you can benefit from the process optimizations and automatization techniques that we deploy. 
Your procedures will be more up to speed, more secure, more accurate, less errors and the system pays attention that all workflows have a beginning to an end.
It’s also worth to mention, that with these systems we are capable of measuring many aspects of the process, due to which we are ready to take the commitments of SLA based performance, bound by KPIs.

Portals, platforms

What does it mean?

In our payroll and accounting outsourcing dictionary, portals and platforms mean digital sites, dashboards, or other user oriented applications, where the user can interact with systems plugged onto the platform on the front-end in a user friendly way. Using the low coding capabilities these platform can help to add custom business logic if necessary.  Such solutions can also act as communication channels in-between parties.

These can mean own developments, or 3rd party solutions, which are tuned to such traffic and makes a connection in-between other systems in use (e.g. Payroll software, ECMS, Time & Attendance Management software, etc.)

How BPiON can help?

Our key aim to use platforms is to embrace input-output procedures of a wider audience, that can interact with systems, like ECMS on a wider level, as such we can create streamlined input into such systems and add custom business logic using the low coding capabilities..​

A real life example would be a Client who employs multiple 1000s of people, who need to receive their payroll data on a frequent basis (e.g. Payslip on a monthly basis or annual tax certificates on annual basis). In these cases, the key principle we tend to use is to input data, where the data itself is created.

Another fundamental consideration when building, operating platforms is data security, and GDPR proof protections, as we work with very sensitive data, bound by several local and regional legislations.

Why is it good for a client?

Client is able to create employee self-service functions and connect traffic direct into the 2 end-points of a communication channel, instead of playing an intermediary and being bogged down by such – mostly administrative – procedures.

Clearing communication channels and connecting communication dots together, direct, can save time of precious HR resources, thus enabling them focusing and their core, most value added HR tasks.

By having such communication channels, the source of data is being funneled and such core channel will be able to eliminate information redundancy, also protect loss of data. If you build up a channel that employees follow on a regular basis, you are able to use it for interaction, such as analytics, surveys, statistics, information sharing, etc.

Back and forth communication is traceable, can be taken into ordered ticketing and give room for further automatization, like FAQ, chatbots, etc.

RPA, Robotics 

What does it mean?

Robotic Process Automatization.
These terms highlight the next generation of how the profession of Accounting, Payroll and outsourcing will evolve and these are the terms that you tend to read in headline news as “the robot will take your job.” 
If you follow our blog, you have heard our opinion in more details. 
The more we are exposed to these initiatives, the more we believe it’s indeed happening, but the speed and the scale is still uncertain.​​

What we see in practice first hand, that a robot tends to be an automated digital input into platforms where the only access we have is the front-end, and no real back-end solution exists.​

On the other hand these robots are also able to handle process flow in the back-end either carrying forward data from the front-end, and/or initiating back-end procedure, all being trained to that exact process step by step.​

What is for sure, that at the moment such solutions are pretty expensive, require expert knowledge and newer and newer contenders appear on the horizon who can tweak, teach and maintain such systems. Also newer and newer user friendly self-servicing platforms are being made to help “field-users” to be able to program robots on their own.​​
Present ROI is often questionable, or several unplanned surprises occur, once planning becomes execution.​​
Overall, if you don’t have a high enough workforce cost that can be decreased or a bulk enough procedure that can create economies of scale, it’s hard to justify at the moment, other than for experimental reasons.
It’s also a question what is the objective measure of a robot, what indeed a robot is? 
We see many solutions in the industry, where the RPA label is there, while the solution itself is merely a good hybrid of the previously elaborated digital process techniques in a more automated manner.

How BPiON can help?

Even though the exact future is unpredictable at the moment, but the trendline is for sure, that it’s happening.

Hence, we believe that one cannot disregard such widespread trend, however if you don’t have unlimited wealth to finance resources that build such robots, you have to smartly identify certain procedures where a robotic solution can efficiently help to resolve hassling procedures, or procedures where back end is really not available. 

Why is it good for a client?

In today’s world, where there are companies still using papers in bulk volume of their procedures, initiating such revolutionary step would fall into cultural shock. So, it’s better not to jump evolutionary cycles here. 

However if you are just one-two steps earlier in the evolutionary phase and feel that there are systems where the barrier of no back-end access holds you back, while your process is bulk in volume or expensive to run, we would be happy to identify and resolve via RPA, as ROI may exist.

Answer some questions regarding your company culture and digital tools you are using, then discuss how can it be the next step on your journey of the digital transformation.

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