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Going Green with a Paperless Fax Solution

Going Green with a Paperless Fax Solution. Jeremy Vick – Manager, Document Control Center. A Little About SCF Arizona Workers Compensation Insurance In 2008 - 42,300 policyholders & $408 million in earned premium. Cover 45% of Arizona’s Employers & 700,000 of their employees

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Going Green with a Paperless Fax Solution

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  1. Going Green with aPaperless FaxSolution Jeremy Vick – Manager, Document Control Center

  2. A Little About SCF Arizona Workers Compensation Insurance In 2008 - 42,300 policyholders & $408 million in earned premium. Cover 45% of Arizona’s Employers & 700,000 of their employees Importance of the Customer Experience How Do I Fit In? Some History

  3. What is a Paperless Fax Solution? Keep document electronic Paper Fax Process (1 million pages/year) Benefits of a Paperless Fax Solution Saves money Reduces risk of lost faxes Speedier receipt Paperless Fax Solution

  4. How Could SCF Take Advantage? We already had the software: RightFax by Captaris Difficulty Bridging RightFax w/Information System How To Proceed Build Project Charter Build Project Team Develop Work Breakdown Structure Paperless Fax Solution

  5. Sponsor with Vision is Key Reduce paper Drive a positive customer experience Understand Scope What to include in the project What to exclude from the project Developed Timeline – 3 months Project Charter

  6. Determine Stakeholders 25 Teams were Impacted Develop Cost Analysis Estimate ROI Estimate Project Costs Get Needed Signatures Project Charter Continued

  7. Evaluate What’s Needed 8 Defined Roles Records Manager was extremely important Make Roles and Needs Apparent Set expectations Met 1-on-1 Informed project members of what was needed Building a Project Team

  8. What Work Needed to Get Done? Build communication plan Build change management plan Meet with stakeholders to determine needs/requirements Gain sign-off from stakeholders and sponsor Work Breakdown Structure

  9. Who Would Do the Work? Resources were strained Timeline was short Leaned on key project members Communication is Key to Success Organizationally With stakeholders With project team, the executive staff, & other Management Work Breakdown Structure

  10. How Process Information was Captured Have meetings w/each stakeholder Discuss business needs Meet again & share notes to ensure understanding Paperless Fax Process – 2 Approaches Directly to the Document Control Center Directly to the Business Unit and then to the Document Control Center The New Process

  11. We Have Reduced Paper and Ink Usage Nearly 97% of all company faxes come paperless 146,060 faxes during the 2nd quarter We’ve Saved Money On pace to save nearly $220,000 per year On pace to save $3.8 million over The Fax Process is Much Quicker Processed all faxes in 4 hours during the 2nd quarter Results

  12. My Contact Information: Jeremy Vick – Manager, Document Control Center 602-631-2834 jvick@scfaz.com Thank You for the Opportunity!! Questions

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