A Case Study on Prevention of Duplicate Claims and Related Automation Undertaken for Enhanced Reconciliation Processes

The Client:

The customer is the world’s largest telecom tower Company, which is enabling communications revolution into a significant new phase. The client is an independently managed Company offering passive infrastructure services to all telecom operators and other wireless services providers such as broadband service providers. Incorporated in November 2007, our customer offers passive infrastructure services to telecom service providers.

The client was incorporated with an objective to provide shared telecom infrastructure to telecom operators on a non-discriminatory basis. The client is also committed to innovation for the enhancement of operational efficiencies to provide substantial cost savings for its customers.

Preventive Care Analysis (PCA)

Mynd is well- known for its vigilant approach in picking duplicate claims. This is our USP and separates us from competition, due to direct savings given to client.

One of the teams in this particular SHARED SERVICE CENTER (SSC) project is engaged in the process of Preventive Care Analysis (PCA) for reconciling the invoices of our esteemed client

The team follows the below Phases (Steps) under PCA:

• Ø  Identification of Probable Duplicate Invoices  

Alerts-

·         Invoice Date, before 1 year from date of punching.

·         Service Period, before 1 year from date of punching

• Ø  Application of audit checks on the invoices identified

Investigate-

·         Search similar invoice No. in Oracle in same Vendor using “%” sign.

·         Check descriptions for invoices booked near to service period

·         Check site ID booking for similar services for other invoices booked

• Ø  Intimation to Client

Communicate-

·         Any probable duplicity noted during audit is communicated to client in specified format, with detailed reasons of doubt.

The Achievements of Mynd at a glance due to Preventive Care Analysis offered to Client

PCA Outcomes
Status	No of Cases	Savings to Client
Confirmed Savings	42	INR 5.11 Million
Probable Duplicity Reported	89	INR 11.39 Million
Under Investigation	39	INR 5.25 Million

Automated Macro for BRS

The other team in this SSC project has introduced Automated Macro for BRS Preparation, thereby reducing the dependency on Manual Labor, improving efficiency as well as decreasing human errors. The journey from Manual to Automated, illustrated below with detailed steps-

Detailed Laborious Steps of Manual BRS Preparation Prior to Automation (Total 43 steps of manual copy, paste and deletion of data)

·         1.) Consolidating GL reports (Main Bank & Cash clearing GL)

·         2.) Calculating Net Amount (Subtracting Credit amounts from Debit)

·         3.) Creating unique combination of transactions (Concatenating GL date, Transaction No. & Net Amount)

·         4-5.) Identifying new transactions to consider (applying “vlookup” with previous consolidated data & Selecting # N/A cases)

·         6.) Deselecting System cleared transactions ( Filtering out “Reconciled Payments”)

·         7-16.) Plotting transactions into relevant Open Annexures             (total 10 times copy & paste of data )

·         17-26. ) Plotting transactions from Bank statement into relevant open Annexures (total 10 times copy & paste of data )

·         27-30.) Applying vlookup between annexures to find transactions to be knocked off in BRS.

( Annexure I & II, I & IV, III & IV, II&III)

·         31-38.) Copying the knocked off transactions from Open Annexures to Knocked off  Annexures (Total 8 times copying of data from Open Annexures to knocked off annexures)

·         39-43.) Deleting the transactions knocked off from Open Annexures ( total 4 times row deletion)

Detailed Steps of Automated Macro (Total 16 steps of manual copy, paste and deletion of data)

·         1.) Consolidating GL reports (Main Bank & Cash clearing GL)

·         2.) Clicking  “GL Dump Work”

·         3.) Clicking  “GL Data Plot”

·         4.) Clicking  “SOA Plot”

·         5.) Clicking  “KO I&II”

·         6.) Clicking  “KO Data Plot I&II”

·         7.) Clicking  “KO I&IV”

·         8.) Clicking  “KO Data Plot I&IV”

·         9-10.) Applying vlookup between annexures to find        transactions to be knocked off in BRS. (Annexure III & IV, II & III)

·         11-14.) Copying the knocked off transactions from Open Annexures to Knocked off  Annexures ( total 4 times copying of data from Open Annexures to knocked off annexures)

·         15-16.) Deleting the transactions knocked off from Open Annexures ( total 2 times row deletion)

Subsequent to the introduction of Automation Macro, Mynd helped its customer to achieve the below benefits-

Benefits of BRS ( Automation Macro):

·         Error free deliveries due to reduced human efforts

·         Continuous improvement in service delivery

·         Timely deliveries

·         Value added deliveries

Achievements of BRS ( Automation Macro) :

·         Successful Automation-Out of total 226 BRSs total 120 recons covered under automation.

·         Successful Compliance-Of stiff SLAs under BRS.

·         Reduced Human Efforts-Reduced pressure on Mynd team members

·         Improved and Reliable Quality of Work-Quality assurance done for deliveries under BRS.

·         Time Saving in Processes-Almost 40% of time saving done for any particular activity.