Client Overview
A government agency responsible for managing thousands of Cost Estimate documents annually faced significant inefficiencies due to manual processing. The diverse formats and structures of these documents made automation difficult and caused inconsistent accuracy.
Challenge
The agency’s legacy document processing workflow was manual and fragmented. Staff spent 3–5 hours per Cost Estimate document manually reviewing varied formats and extracting critical data with minimal automation. This resulted in:
- Data accuracy was limited to approximately 85%
- Project delays due to bottlenecks
- Heightened risk of compliance issues and reporting errors
- Labor-intensive workload that strained staff capacity
With the volume of documents growing, it became imperative to implement a scalable, intelligent solution to modernize these legacy processes, improve accuracy, and streamline operations.
Solution
Areeva delivered an end-to-end Intelligent Document Processing (IDP) solution powered by Microsoft Syntex, tailored specifically to meet the needs of our client’s document workflows. The solution featured:
- AI-Powered Classification: Used Microsoft Syntex’s Unstructured Document Model, trained on both matching and non-matching government Cost Estimate documents, to accurately classify and organize incoming files. This reduced manual sorting and established a reliable foundation for high-accuracy data extraction downstream.
- High-Precision Data Extraction: Combined a hybrid AI + programmatic approach with human-in-the-loop validation via a secure web app, ensuring over 99.9% data accuracy and compliance with agency standards.
- System Integration: Converted extracted data into structured JSON, for seamless, real-time integration with SharePoint and SQL databases— enabling real-time access, consistent storage, and system-wide usability.
- Analytics & Dashboards: Delivered real-time visibility into processing performance and data trends, supporting faster decisions and improved oversight.
Results & Impact
The deployment of Areeva’s IDP solution resulted in substantial operational improvements:
- Processing Time: Reduced from 3–5 hours to under 10 minutes per document
- Data Accuracy: Increased from ~85% to over 99.9%
- Reviewer Workload: Decreased by 70%, freeing staff for higher-value tasks
- Reporting Latency: Dropped from days to real-time availability
- Operational Transparency: Significantly enhanced visibility into document processing and budget tracking
By streamlining workflows and eliminating manual bottlenecks, the agency not only improved its efficiency but also enhanced its ability to manage public funds with accountability.
Key Takeaway
Areeva implemented Intelligent Document Processing to modernize legacy workflows, replacing manual tasks with automated, accurate, and faster data handling. This transformation reduced manual effort, improved data accuracy, and accelerated reporting timelines—showing how government agencies can leverage advanced technology and expertise to update outdated systems, boost operational efficiency, and increase transparency in managing public resources.
