The State General Services Printing Department (GSPD) produces automobile annual registration notices for their entire state. Each month the GSPD receives a list of registrants whose registration will be due in the following month, they then print these registration notices and mail them to the correct residents.
Previously, these annual notices were outsourced at great expense and additional risk. The invoices inside the annual notices contained sensitive resident information. By leveraging a third-party vendor, the GSPD was accepting additional risk, as well as an even greater cost due to the audits necessary to ensure the data was being kept secure by the vendors.
The data for the invoices came from three different databases. The previous process took time to combine before sending the merged database to the vendor. Also, any changes that needed to be made to the form had to go through several proofing cycles to ensure correctness, and required even more time, potentially delaying the distribution altogether.
The Solution: FusionPro Automation
FusionPro to the rescue. FusionPro Producer was purchased because the volume for this job (and others) was very high. FusionPro Producer allowed the GSPD to automate many manual processes and ensure the timely delivery of annual registration notices to residents.
The template contains several rules—some for vehicle type code conversion, some for vehicle class phrases, and some for barcodes. One of the barcodes was for the inserter, and another was a QR barcode for payment. FusionPro’s Secondary Datafile capability allowed GSPD to connect to all three databases simultaneously, so they did not have to combine the databases, which saved time.
The Results: Saving Time and Money
FusionPro helped to drive efficiency throughout the process. It allowed any changes to the notices to be done at the last minute, ensuring that only the most accurate data is being processed. FusionPro increased efficiency so much that it gave the GSPD the ability to bring the job in-house. This allowed the state to eliminate the risk to sensitive data. FusionPro allowed the State to create a more efficient workflow for their jobs, saving several hours of work per week, and thousands of dollars each month.