Automated Inspection Form Processing
USE CASE:
Automated Inspection Form Processing
SOLUTION:
INDUSTRY:
DEPARTMENT:
Robotic Process Automation
Operations
01 | USE CASE AT A GLANCE
The Challenge
A home improvement product installation company prides itself on delivering exceptional service and quality. Yet their QA protocol required meticulous manual entry of PDF forms from their technicians. 3,000 PDFs had to be processed monthly into an Electronic Document Management system. The bottleneck created a high potential for human error.
The Solution
Impower.ai enhanced the client's inspection workflow with smart automation tools. The system retrieves PDF inspection forms from a shared Outlook inbox, employs document understanding technology to distill essential information, and computes total scores. The findings are recorded in a tracking spreadsheet, and the forms are uploaded en masse to the document management platform through its API, substantially cutting down on processing time and the likelihood of errors.
The Results
Through the implementation of workflow automation tools, our client realized considerable workforce efficiency and accuracy gains, including:
36,000 Forms processed annually
6,500 Hours of manual work saved
50% accuracy improvement
02 | THE CHALLENGE
Devotion to quality control leads to mountain of paperwork
Our client, a distinguished leader in the home improvement installation sector, has long established a reputation for superior service and unparalleled quality. Their commitment to these principles is exemplified through a stringent quality assurance process, which mandates that technicians meticulously complete a detailed inspection form after each installation. This practice is not just a procedure; it's a testament to their dedication to delivering excellence to every customer. The inspection forms serve as a critical tool in the company’s quality control arsenal, ensuring that each installation adheres to their high standards and customer expectations are consistently met or exceeded.
However, the company’s pursuit of excellence has been met with a significant operational bottleneck. As the business flourished, they found themselves inundated with over 3,000 PDF inspection forms monthly, each of which required manual processing—a laborious and time-intensive task. The endeavor to manage this deluge of documentation not only placed a strain on resources but also brought with it a substantial risk of human error, particularly in the crucial area of score calculations. Recognizing the untenability of this situation, there was a clear and pressing need for an innovative solution that could streamline their process, cut down on manual labor, and reduce the margin for error, thereby fortifying their unwavering promise of quality in the competitive realm of home improvement installations.
Impower.ai introduced cutting-edge intelligent automation tools into the client's existing workflow, revolutionizing the way inspection forms are handled. This innovative approach begins with the automated retrieval of PDF inspection forms from a designated Outlook inbox, a process that once inundated staff with thousands of documents each month. By harnessing sophisticated document understanding technology, the system adeptly reads and extracts crucial data from each form, a step that traditionally required painstaking manual review. This not only reduces the handling time for incoming forms but also significantly diminishes the likelihood of human error in data interpretation.
Once the essential information is captured, the solution's advanced algorithms spring into action, calculating the total score for each inspection form with impressive precision. These scores are then systematically recorded in a historical tracking spreadsheet, providing a transparent and accessible audit trail. In the final phase, the automation seamlessly interfaces with the document management platform via an API, enabling the bulk upload of processed forms. This holistic approach not only streamlines the entire quality assurance process but also reinforces the company’s high standards by ensuring accuracy and efficiency are maintained at every turn.
Smart automation tools used to retrieve, tabulate and record inspection scores
03 | THE SOLUTION
04 | THE RESULTS
Automation of inspection form workflow optimizes workforce efficiency
The introduction of Impower.ai's intelligent automation tools has brought about transformative results for the client's operations. Over the course of a year, the system has adeptly processed approximately 36,000 inspection forms. This high volume of forms, once a source of extensive manual labor, now flows through an automated system, freeing up an estimated 6,500 hours that personnel can redirect towards more strategic tasks. This shift from manual to automated processing not only optimizes workforce efficiency but also allows the company to reallocate valuable human resources to areas that benefit from direct human expertise.
Moreover, the accuracy of the inspection form processing has been dramatically improved. With a 50% increase in precision, the likelihood of human error – once a notable risk given the sheer number of forms and complexity of data – has been halved. This leap in accuracy ensures that the company's commitment to quality is upheld in every aspect of the quality assurance process, from initial data capture to the final upload of information into the company’s systems. These enhancements have not only streamlined operational procedures but have also provided a more reliable foundation for the company's quality guarantees to its customers.The introduction of Impower.ai's intelligent automation tools has brought about transformative results for the client's operations. Over the course of a year, the system has adeptly processed approximately 36,000 inspection forms. This high volume of forms, once a source of extensive manual labor, now flows through an automated system, freeing up an estimated 6,500 hours that personnel can redirect towards more strategic tasks. This shift from manual to automated processing not only optimizes workforce efficiency but also allows the company to reallocate valuable human resources to areas that benefit from direct human expertise.
36K
Forms Processed Annually
6500
Hours of Manual Work Saved
50%