Continuous improvement is a key business objective on both an individual and team basis. To achieve this goal, you must know which processes could be better and set improvement benchmarks and milestones.
With this in mind, we’ve prepared a Usage Reporting Dashboard that enables you to explore vital information about your company’s Rossum usage. As a manager or administrator, you may want to know about, for instance, all the documents imported to a specific queue or which data fields required the most corrections. The dashboard’s reports could also help you help employees process documents more effectively and efficiently.
In the sections below, you will learn about features of Rossum’s new usage reporting dashboard.
Pick a Queue
As a first step, you can select a target queue as the source of your reporting data. Choose a single queue, all the queues of a given workspace, or all your queues.
To see user-specific data, you can select your company’s Rossum users. By default, the dashboard selects all the users of your selected queues. To reduce the number of selected users, simply use the search function and deselect users according to your requirements.
Set a Date Range
Choose from a selection of common platform usage reporting periods, or select a date range according to your specific requirements.
The dashboard presents data in graphs. Define the granularity to tell the dashboard how you would like it to group the data. You have the option of grouping data by days, weeks, months, or years.
The dashboard retrieves and visualizes usage data when you click the “Apply” button, which is located in the left sidebar where you select queues and users and in the date range selection box. Also, you can refresh data by clicking on one of the granularity groups.
Tracking throughput is important when analyzing the quantity of imported, exported, and deleted documents in a given period of time. The numbers at the top are totals that have accumulated during your selected date range. Below these numbers, the time-series represent the quantities of imported, exported, and deleted documents within your date range.
As shown in the image below, the values on the x-axis represent time ranges as defined by a selected granularity.
In a perfect world, you can import a document, extract data from it, then validate and export that data in zero seconds. As such perfection is an extremely rare occurrence, tracking and optimizing Rossum’s turnaround time is vital to optimizing your organization’s document processing. The official definition of Rossum’s turnaround time is “exported_at – arrived_at”.
As you can see here, the dashboard calculates average turnaround time for all documents exported within the selected 4-day period.
Minimizing the number of corrections per document leads to a higher level of automation. Therefore, your company’s key asset – its employees – can focus on tasks that are more engaging and high-value than manually checking and correcting data extraction results.
In the context of Rossum’s usage reporting dashboard, “correction” is any manually selected value our AI engine or a connector did not extract properly. The numbers in the image below were calculated for document data that Rossum extracted over a selected 4-day period.
On-time vs. late graph
Many companies have to process documents within a set period of time. Rossum’s usage reporting dashboard sets this period to 24 hours by default. The blue segment of each bar represents the number of documents with turnaround times of less than or equal to 24 hours. The red segment is the number of documents with turnaround times of over 24 hours. In the near future, we will enable you to set predefined thresholds.
Time per document graph
Time per document measures the actual amount of time spent reviewing a given document. Knowing this metric, your organization’s managers can forecast time estimates for processing larger quantities of documents. They will also be able to see whether some operators are generally faster than others. Enabling colleagues to learn from more efficient employees can lead to great advancements in your business operations.
Time & corrections per field breakdown
Knowing which fields operators spend the most time on and which fields are corrected the most frequently can help you assess and optimize the document processing workflow.
The “% Corrected” captures the percentage of documents in which a given field was corrected (the corrected value is not equal to the extracted value) out of all successfully reviewed documents in the selected date range.
The “Avg. Time (s)” is the average time spent on a given field out of all successfully reviewed documents in the selected time period.
As shown below, you can filter the values according to date in the top right corner of the table.
The ultimate goal for many companies is to automate as many documents as possible. The Automation graph measures the ratio between the automated documents and those that needed to be reviewed. It takes into account only the exported documents. The blue segment of the bar shows the ratio of the documents that were not automated and stopped in the To review tab, waiting for a review by a human operator. The green segment of the bar shows the documents that passed the automation pipeline and didn’t need to be reviewed. Knowing the ratio of the automated documents, you can track how the automation is improving over time with Rossum or apply any extra checks and rules you may need to improve this ratio towards increasing the number of the automated documents.
Invest in your company’s future
A data analysis and insights tool can help optimize your organization’s workflows. Tracking metrics, trends, and performance should be a continuous activity that fosters continuous improvement. We hope the Rossum Usage Reporting Dashboard helps you in this respect and enables you to scale your business through more efficient and accurate data capture and increased employee engagement.
For a better understanding of how Rossum’s reporting dashboard can transform your view of key document processing data, be sure to watch the video below.