Automated Processing of Incoming
Payment Data
Information Type: Working Standard, Disclosure Range: , Information Owner: paul.costea, NTT DATA Romania
Customer Business Issue
• Processing high volume of incoming payment data on a daily basis with a
dedicated team of 8-10 employees
• Required the use of 2 applications and several manual steps
• The team was not able to process the entire volume of transactions in 1 working day,
therefore daily financial and payment information was not completely and on time available
for sales and financial departments
• Due to the high manual work volume and deadlines ~20-30% of processed transactions
required Rework because of human error
• Non standardized and multiple file formats
• Non-Standard data structure – various file formats; file structure and data easily changed
overtime
•
•
•
•
•
..\Users\marius.diaconu\Desktop\Extrase\UNICREDIT_RON_-.xls
..\Users\marius.diaconu\Desktop\Extrase\UQRON_-.TXT
..\Users\marius.diaconu\Desktop\Extrase\ING_8910_-.xls
..\Users\marius.diaconu\Desktop\Extrase\BT_-.xlsx
..\Users\marius.diaconu\Desktop\Borderouri\B4_MARSH.xls
• Repetitive copy/paste – each file row must be manually inserted and corrected by the users
in their own files or applications
• Highly dependent on user abilities, experience and focus
Information Type: Working Standard, Disclosure Range: , Information Owner: paul.costea, NTT DATA Romania
Business Impact
• High cost of the resources and processing time involved in the manual
or non-automated processes
• Time delay required to complete workload
• Unreliable results
• Additional load caused by rework activities
• High dependence on demotivated personnel
• Long learning curve for achieving suitable proficiency
• High level of unpredictability due to volume fluctuations
• Negative impact on other business processes waiting for input
Information Type: Working Standard, Disclosure Range: , Information Owner: paul.costea, NTT DATA Romania
Before - Functional Process Flow
Bank statement files of several formats are
uploaded manually in a single file location.
Each file contains several payment
transactions data.
Bank
Statement
File1.xls
• Payment transaction data
• Payment transaction data
• Payment transaction data
Bank
Statement
File2.txt
• Payment transaction data
• Payment transaction data
• Payment transaction data
Bank
Statement
FileN.csv
File2
• Payment transaction data
• Payment transaction data
• Payment transaction data
FileN
• Header
• Data
• Header
• Data
• Header
• Data
III. Manually applying business
rules to identify data
II.Data validation application
I.Extract file data
File1
Manual & System Processing
Manual Processing
Manual Processing
Manual Processing
User Actions:
• Copy/Paste data from
each transaction
• Manually start the
validation process
• Manually export the
output data in csv format
Analyze output
data. Apply
business rules and
separate identified
transactions from
non-identified.
Csv
output
IV. Confirm transaction data with core system
Manually insert each
transaction data
Check core system
response
•
Allocate payment if
response is positive
Repeat for several
payments
Collect missing
data for
unidentified
transactions
After - Functional Process Flow
Process Engine
Bank statement files of several
formats are manually uploaded
in a single file location. Each file
contains several payment
transactions data.
Bank
Statement
File2.txt
Bank
Statement
FileN.csv
Extract file data
Store file data
Identify
specific rule
formats and
Exceptions
• Payment transaction data
• Payment transaction data
• Payment transaction data
Store identified
transactions
• Payment transaction data
• Payment transaction data
• Payment transaction data
File1
• Header
• Data
File2
• Header
• Data
FileN
• Header
• Data
Axon
Database
Mark
identified
transactions
Identify Data
Apply Business Rules
• Payment transaction data
• Payment transaction data
• Payment transaction data
Automatic extraction, process and store file data
Confirm transaction data with core system
•Confirm
•Match
identifiers vs
core
•Validate vs
business rules
Identified
Exception
Confirm
Amount
Validation
Generate
Reports
and export
data
Allocate
one or
multiple
payments
Core Systems
•Control
•Monitor
processes
Store data
Bank
Statement
File1.xls
Applying business rules to
identify data
Identified
Generate exception tasks
•Allocate.
•Export to
finance system
User Interaction
User Interaction
User Interaction
Performance Improvements
Before
After
• The existing team was not able to process
the daily number of transactions which
resulted in several days of backlog
• Daily manual processing of ~35 files
containing more than 2500 transactions
(bank statements and related broker files)
took around 120 working hours
• 8-10 users involved daily, in shifts,
depending on the volume
• 20-30% of processed data required
manual correction after initial input
• Performance metrics
• Automatic processing is done in less than 30
minutes for a volume of 35 files containing more
than 2500 transactions (as per performance test
results)
• 2-3 users involved only in manual exception
handling (user tasks)
• Task solving requires 30 seconds to 2 minutes
• Only 0-2% of data requires correction after
initial input
• Moreover this correction is supported by Axon
features and can be done easier and faster
• Total time for daily processing under 12
working hours (4 hours per employee)
Benefits
• Significant time and cost reduction with the processing of the
incoming client payment information
• 98% error free processing
• More than 80% of client payment is processed automatically without
user intervention
• Daily reconciliation of payment and due amounts information in the
core system
• Full control over transaction data and transaction processing
• Identification and validation logic can be modified and augmented
without the need to stop the running system – WIP
Targets
• Financial Industry - Insurance, Banking, Leasing – large amount of
incoming payment data to be processed from non standardized data
sources
• Other industries – multiple non standardized data sources and large
amount of incoming payment data
• For example – Telco, Transport (Merchandise), Financial Consulting
(Accounting services)
• Roles – CFO’s mainly, COO as well
Thank You!