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Case Study:
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Digitizing
periodicals and journals assists the NGO for better
service
Omission or late
delivery of periodicals and journals to its members
and donors were highly troubling the NGO, in spite of
trying various supply chain management techniques. The
NGO desperately and quickly needed a solution to deliver
monthly periodicals and journals to the members and
donors spread globally, on-time.
PIPL offered a solution and the NGO initiated to digitize
the periodicals and journals. Better access and quicker
service minimized the complaint calls of members and
the NGO saved large amounts of overhead manpower costs.
The Big Challenge
To convert voluminous information, both text and images,
from print to web-enabled e-Journal, in a very short
time.
The Situation
For delivering the periodicals to its members, the NGO
employed workforce in the respective branches or workstations
situated across the globe. As the member list expanded,
the NGO had to expand its branches and eventually its
overhead cost shot up. Having fewer workstations also
required extensive travel and overtime costs.
The Process
The NGO asked PIPL to analyse and suggest a suitable
solution and laid down the following objectives.
- To make the periodicals
and journals reach every member and donor, on time
- To downsize
work force, thereby reducing overhead cost
In order to meet these objectives, PIPL conducted
an NDA of the organization and discovered that
most of the organization’s members and
donors had easy access to the Internet. PIPL
suggested to digitize the periodicals and journals
and to host them on the web.
The Solution
Using the NGO’s recently upgraded IS department,
a database management system was developed to
aid easy posting of journals, facilitate quick
search and to provide better query services.
The web document was devised to allow members
to login through their unique ID and password.
As for the data conversion, PIPL devised the
following comprehensive process plan:
| Objective |
convert hard copy to an Internet enabled web page
with easy navigation and text search facility |
| Study the elements of the periodicals |
a lot of technical data and pictures were used |
| Identification of tasks in converting hard copy to
soft |
OCR images and data to be keyed using TeX, LaTeX, MS Word as well
as data capturing using relevant tools |
| Identification of tasks in converting the data captured to
web enabled format |
Tagging the data captured with SGML codes Coding for indexing the electronic document |
The print journals and
periodicals were converted successfully and were web
enabled for distribution to the NGO members.
The Results
The NGO achieved 100% member service as the periodicals
reached them on time, every time
All the periodicals and magazines were now available
to a wider audience
The complaint calls drastically reduced
The overhead cost of work force took a ‘U’
turn, thereby decreasing NGO’s working capital
needs.
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