Province of South Holland Optimizes Data Collection for Damage Claims
Automated manual based workflows
Fully integrated with existing databases in the province
Minimized handling errors
From analog to automated
The Legal Expertise and Enforcement Unit for the Province of South Holland deals with a variety of matters around policies, including the settlement of damage claims. Until recently, this was still done using Excel sheets which took a lot of time and caused frustration among employees. EsperantoXL, a no-code development partner of Betty Blocks was brought in to automate South Holland's claims process with the goal of simplifying tasks for the entire team.
“We did not have a good idea of what the system should look like ourselves purely because we have been working the same way for years.”
Manual data entry
South Holland’s Excel-based information processing created a complex administrative workflow whenever citizens tried to recover damages. Claims needed to be manually retyped from a claim form or email which took a lot of time and led to frequent handling errors.
Since only one person could work in the file at a time, each employee ended up creating their own decentralized lists. Without any synchronized data between the lists, there was never any single complete overview of information. Their issues would only compound when, for example, colleagues fell ill and the rest of the team had no idea of the progress and status of certain cases.
Form-fitting administration software
Through a purpose-designed government platform, the Province of South Holland realized that other organizations used automation systems to easily track and store claim data. This also seemed to be a necessary solution for them. One of the major challenges, before they could embrace automation, was linking a newly built back office with existing systems.
The EsperantoXL team was brought in to assist, meeting with the Province of South Holland every week to discuss the development project. Due to this intensive collaboration, EsperantoXL could remain agile throughout the processes and respond to feedback quickly. EsperantoXL quickly made a number of demos, which gave the team a better idea of the various options available. When it became apparent that they were on the right track, EsperantoXL was able to deliver a finished product within a week.
Together, Betty Blocks and EsperantoXL managed to build a future-proof administration system for the Province of South Holland which would greatly reduce the strain on municipal workers in their claims department.
Building blocks used
An automated back-office
The EsperantoXL team built a back-office using Betty Blocks’ no-code platform in which all information about damage and claims can be stored securely. In the custom back-office, employees can quickly see how many claims have been received and link them directly to a file or form. Here, they can also keep track of their own tasks while also getting insights into the work of colleagues where necessary. In addition, the damage team now works with action lists, in which they can see what needs to be handled per week.
Coupled with data capture functionality, the new system enables employees to create reports in real-time. Internal processes have been streamlined so that employees have more time to focus on important tasks and less time spent on administrative hassle.
Voordelen van de applicatie
Every employee has a real-time overview of all data
Data never has to be retyped manually
Automated complex calculations for key figures to help determine risk profiles
Improved digital services
With a complete, modern back-office collecting and processing data, employees are completely free from decentralized legacy systems. Thanks to their new automated processes, the Province of South Holland plus its employees now always have a complete overview of their claims process. These were the results:
Systems interact with each other in real-time with an API connection making data easy to retrieve and synchronize with different lists and systems. Information never has to be retyped manually.
The user-friendly system with many features ensures that onboarding time is minimal, claims can be processed more efficiently, and that errors are entirely prevented. Ultimately it comes down to saving time and effort for everyone involved.
Now that the new system has been put into use, major improvements can already be seen in the Legal Expertise and Enforcement Unit. The system works so well that EsperantoXL has been asked to continue automating various processes for the Province of South Holland.