CASE STUDIES

Check out our Digital solutions based case studies.

OACAS

CLIENT – The Education Services Department of the Ontario Association of Children’s Aid Societies (OACAS). OACAS offers unique training
programs that provide Child Welfare Professionals, Managers, and Resource Families across Ontario with the skills to make critical decisions about child safety

GOAL – OACAS trains 8,000 to 9,000 workers across Ontario. Their goal was to make all their training materials more accessible for a wider variety of users across multiple platforms. They wanted to use less paper as an organization, as well as create PDF forms to be fillable and accessible.

SOLUTION– OACAS selected Nimble’s Accessible Documents Solution to ensure that all their training material content would be perceivable, operable, understandable, and robust. Under a tight timeline, Nimble’s team of Accessible Documents experts converted 423,197 words, and 2,638 pages into
fillable and accessible PDFs. Accessible document tags were created along with alternate text descriptions, edited tables, and edited reading orders. OACAS also worked with Nimble to implement Read Out Loud to convert document text to speech recognizable information. Finally, using Nimble’s accessibility checklist, OACAS was able to verify that all required accessibility elements had been
included in the final AODA compliant output.
RESULTS– Since making their training material accessible, OACAS has experienced the following  benefits:
• Users are happy they can use the documents on different platforms (laptop, tablet, etc.)
• Users can do everything online without having to print any documents
• Everything is saved and can be securely accessed anywhere, at any time
• OACAS is now being proactive to ensure that everyone can use their training material
• All training material is WCAG 2.0 compliant.

The Education Services Department of the Ontario Association of Children’s Aid Societies (OACAS). OACAS offers unique training
programs that provide Child Welfare Professionals, Managers, and Resource Families across Ontario with the skills to make critical decisions about child safety.
“We are very impressed with Nimble’s professionalism and the final product. It has been a pleasure working with your team and we will certainly keep you in mind for the future.”
– Ashna Zaidi, Learning Resources Liaison, Child Welfare Service Excellence.

KINGSTON ODSP

CLIENT – The Social Assistance Modernization Branch (SAMB) provides support to various ODSP (Ontario Disability Support Program) offices across the province.
They support the ODSP in the areas of business process improvement,
technology enhancements, and digital transformation processes.

PROBLEM – The Kingston ODSP Office suffered a major fire in December 2016 that caused significant damage. The fire seriously compromised client files that were stored in the main floor, basement, and 4th floor file rooms. The extent of the damage forced the Kingston office staff to relocate to a temporary office until the office renovations were complete.
GOAL – In an effort to recover the client files, all remaining 12,000 client files would have to be removed from the office, manifested, packed, and moved to Nimble’s operations facility to be cleaned of smoke and soot contamination. Of the 12,000 files moved, 7,500 files would have to be fully digitized and indexed as part of the recovery project. Kingston ODSP would also need secure, online access to the files through a
portal upon their return to the office 3 months later in April.
SOLUTION –  Nimble implemented a solution consisting of the following:
• project management tools (as per the PMBoK)
• coordinated file pack and move
• secure logistics and chain of custody
• advanced document preparation and document purging services
• file cleaning processes (removal of soot contaminate)
• digitization and indexing services
• secure portal and hosting services
OUTCOME The entire project was completed within the three-month window. All files were cleaned, indexed, and uploaded to our secure Nimble portal for use by the Kingston ODSP office. All active client files – approximately 4,000,000 pages of content – are now in a digital format allowing the Kingston ODSP
office to effectively service their clients.

Social Assistance Central Services Branch Launches Document Management System

It’s here! It’s faster, it’s easier, and uses less paper too!

Working with Nimble, the Social Assistance Central Services Branch (SACSB) has launched a document management system to streamline their processes and reduce their paper. They are so thrilled with the new system that they sent this letter out to their team.

The Document Management System (DMS) has launched at the Social Assistance Central Services Branch (SACSB)! DMS brings the implementation of an electronic document management solution to fruition, a first within SAOD!

On December 18, 2017, the first container of documents left the branch for scanning.

DMS manages scanned documents associated with disability adjudication and replaces the out-dated paper based processes, significantly reducing the physical handling of ODSP medical applications and related communications. It is capable of scanning paper documents, storing and managing digital documents, and allowing access to the digital documents through SACSB’s existing technology.

SACSB DAU handles approximately 41,000 Disability Determination Packages per year (3,400 per month), and each DDP consists of an average of 50 pages = 2,265,000 pages/year. In addition, DAU receives over 276,000 multi paged faxes per year. That adds up to a lot of paper!

Very soon there will be no more daily manual filing!

The new Document Management System provides the following benefits:

  • Automated and modernized business processes
  • Improved customer service through faster access to case files enabling quicker responses to inquiries
  • Significant reduction in DAU’s photocopying expenses for about 3,000,000 photocopied pages per year
  • More office space by significantly reducing onsite storage
  • Less time lost due to searching for files

The implementation of DMS works to significantly move SACSB further along the path towards service excellence and demonstrates their commitment to Organizational Effectiveness.

“While it has taken almost seven years to make the DAU DMS a reality, it has been said that all good things come to those who wait. A lot of you have patiently waited with me all those years. We are finally here and it truly was a team effort. Congratulations!” – Bob Davidson, Director, SACSB

The DMS leads the way for the digitization and electronic management of sensitive data within SAOD. Congratulations to our DMS Project Team for their dedication and hard work!

 

Interested in streamlining your business processes? Wanting to get rid of your paper? Click here to see how we can help!

 

BIRCHWOOD AUTOMOTIVE GROUP

CLIENT – The Birchwood Automotive Group consists of 14 distinct auto dealerships that share centralized account management services.
Their challenge was the storage and retrieval of the ever-growing mountain of sales/lease agreements and their supporting documents from the dealerships, which need to be kept on hand for up to 7 years post-sale or post-lease.

GOAL –  Birchwood wanted a system that would centralize and better control the high volume of
documents as well as give the dealerships the ability to quickly and securely retrieve specific items.

SOLUTION-  Nimble’s SmartCloud solution was implemented with a transactional pricing model
to allow for better control and forecasting of costs. Central Services were provided access to all documents and associated metadata, and each dealership could easily access documents related to their organization, with other dealerships’ documents kept private.

RESULTS –  Birchwood immediately experienced the following benefits:
• Reduced time spent searching for existing agreements from days to seconds.
• Reduced risk of lost agreements as items are tracked from creation to disposal.
• Electronic storage of the large volume of documents has reduced the need and cost of physical storage space
• Transactional pricing allows Birchwood to pass the costs through the dealerships to the purchaser of the vehicle. With no additional cost to add users or dealerships, Birchwood now has better control over forecasting without having to be concerned about possible budget overages

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