Another FileNexus Success Story
For almost 90 years, the residents of the city of Peterborough, Ontario, have been relying on the Peterborough Utilities Group (“PUG”) for their water and electricity needs. PUG serves 35,000 electricity customers, 28,000 water customers, and employs approximately 150 professional staff and skilled tradespeople.
Increasing workloads, growing regulatory requirements, and a tight budgeting environment were forcing the Customer Service Department at PUG to become a more lean and efficient operation. The Finance Department at PUG had already integrated the FileNexus™ Document Management System into their existing Cayenta® CIS Application with great success, so the Customer Service Department looked to FileNexus™ to do the same.
The FileNexus™ Document Management Solution allows organizations the ability to capture virtually any type of document from any source (paper records, electronic files such as host generated reports, emails, and more), index and compress them for secure archival and future recall – providing a single cohesive repository for all document management, workflow and retention needs.
The PUG Customer Service Department moved quickly to adopt the FileNexus™ solution to capture and store client records such as customer accounts, service forms, field documents, payment processing etc. Since then, the department has seen huge savings in time and resources previously spent on the filing, retrieving and management of customer records.
HR is the latest department within PUG to deploy FileNexus™. With the creation and implementation of a secure payroll web portal, PUG has eliminated the need to print, stuff and distribute employee pay stubs by having FileNexus™ automatically capture and distribute payroll data. Employees simply log in with a unique ID to access, view and download their pay slip. Moving forward, plans are afoot to deploy FileNexus™ across the entire HR department.
Learn more about how other utilities use FileNexus™:
- Cambridge and North Dumfries Hydro Inc.
- Kitchener-Wilmot Hydro Inc.
- Keys Energy Services
- Whitby Hydro Electric Corporation
- Orillia Power Corporation
- Hillsdale BPU
- Roanoke Gas Company
- Innisfil Hydro
- The City of Clearwater, Florida
- Oakville Hydro
- Erie Thames Services
About Peterborough Utilities Group
To learn more about PUG, please visit their website www.peterboroughutilities.ca
To see a list of all the completed FileNexus™ projects at PUG, please see below.
Peterborough Utilities Group – FileNexus™ Projects Completed To Date
FileNexus™ is used to capture and archive all service orders – for instant recall by CSRs to their desktop. Filing cabinets have been eliminated, no records have been lost, and there is no more confusion regarding what has been written on the service forms by technicians.
Online Customer Bills
FileNexus™ is set to automatically capture and store client statement streams, which are then linked to the PUG web portal. Clients who have signed up for e-billing are automatically notified when a new bill is available. All clients can review new and previous bills online – meaning fewer calls for CSR’s.
Integration with CIS Host System
FileNexus™ is integrated with the host CIS system at PUG, allowing CSRs instant access to client files by way of their host screen interface.
A/R Payment Processing
FileNexus™ takes a scanned image of a cheque and reads the MICR code on the associated remittance stub. The host CIS system is automatically updated that the bill has been paid – no data entry required.
Instant Access To All Customer Files
FileNexus™ has delivered great savings in paper, filing and storage space, with the electronic capture of such files as customer accounts, payment information, statements, service forms, corporate documents, field documents etc. Beyond these savings however, the convenience factor of having instant access to client data has greatly improved the level of customer service offered by PUG.
PUG currently use FileNexus™ to electronically capture the entire A/P voucher packet, (i.e. purchase orders, receiving documents, invoices and payment processing). Through integration with PUG’s Cayenta® Financial Application, FileNexus™ automatically links the archived documents, making the entire package available for approval.
Human Resources – Payroll
Using FileNexus™, the HR department has eliminated the need to print, stuff and distribute paper pay stubs. FileNexus™ automatically captures and distributes payroll data information, meaning employees simply log on to a secure web portal to view or download their pay slip.
With the handling of sensitive customer information and payroll data, security is of prime importance to PUG. By utilizing the appropriate security privileges and access controls available with FileNexus™, they are able to ensure that staff view only the information they are entitled to see, with the entire history of the record being tracked by way of the FileNexus™ audit log.
The FileNexus® Enterprise Document Management System gives organizations, both large and small, the ability to capture virtually any type of document from any source (i.e. paper records such as maps, drawings, manuals, electronic files such as host generated reports, client statement streams, IVR recordings, etc.), index and compress them for secure archival and future recall—providing a single cohesive repository for all document management, workflow, archival and business continuity needs. Simple to use and learn, FileNexus® is designed to take advantage of existing infrastructure, minimizing project costs and reducing both IT and user training requirements.
About Loris Technologies Inc.
Incorporated in 1980, Loris Technologies Inc. is the developer of the FileNexus® Document Management System. As a leading innovator in the development of document imaging and document management software systems we help clients compete more effectively in a global marketplace.
Our innovative technologies and no-nonsense business approach have earned us the business of a broad range of enterprises. These representative organizations employ millions of people, generate hundreds of billions of dollars in annual revenue, and control trillions of dollars in assets worldwide.