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Example Documents and case files

Before the assessment starts, the case file is already half a day of work.

Assessment is the work the client pays for. Before it can start there has to be a case file: documents collected, missing ones chased, figures compared against the administration. That groundwork is not judgement, but it takes most of the time. Below is what that costs, what a system can take over, and where it stops.

An example, not a client case. The situation recurs in real work; the numbers are an illustration.

Describe your situation See A knowledge process that is stuck
A card index box full of cards, with one red card standing up out of the row.

01 · Today and after

What changes

How it goes today

Documents arrive by email, portal, post and WeTransfer.

Someone checks whether everything is there by putting last year's list beside it.

Missing documents are requested, and requested again two weeks later.

Figures from the documents are compared against the administration.

Only then does the work the client pays for begin.

What the system does

It recognises what comes in and attaches it to the right file.

It tracks what is still missing, based on your own checklist.

It sends targeted reminders, naming the document that is missing.

It compares amounts and dates against the administration and lists the differences.

It produces a decision proposal with the reasoning underneath it.

02 · The arithmetic

What it costs while it stays manual

Run the sum with your own numbers. It is about the order of magnitude, not these three figures.

Worked example

140

case files per year

4 hours

preparation per file

560 hours

before any assessment happens

Fill in your own numbers; this is a worked example, not a promise. How much there is to gain depends on how uniformly the documents arrive.

03 · The boundary

What it does not do

  • It does not assess and it signs nothing.
  • Differences are reported, not smoothed over.
  • A document it does not recognise is left for a person.

Does this sound familiar?

Describe in two sentences how it runs at your end. You will hear whether this works the same way for you, and if it does not, I will say so.

This example leads to:

A knowledge process that is stuck
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