By implementing a comprehensive automation solution that integrates tools such as Selenium and OCR (Optical Character Recognition) systems, the company automates the generation and distribution of monthly financial reports, saving valuable time that advisors can use for higher-value tasks.

The Company

Our client is an independent financial consulting firm operating in Quebec. The company consists of a team of about ten advisors and specializes in integrated financial planning, investment advice, and personal finance.

The Needs

Each month, two employees were responsible for generating reports for a list of over 1,000 clients. However, due to the task's complexity, only a fraction of these reports was completed, as the entire process took too much time.

The client wanted to reduce the hours spent on these time-consuming tasks to better invest them in strategy and consulting for their clients.

Our Approach

For this project, we adopted a methodical and personalized approach at each phase to ensure a solution that perfectly met the client's requirements.

1. Audit of the Existing Process
   We analyzed the report generation process in detail as it was being performed. This phase allowed us to identify challenges, inefficiencies, and friction points in the existing system.
2. Breakdown into Sub-Steps
   Once the overall process was understood, we divided it into distinct sub-steps to analyze each component separately. This allowed us to better understand specific needs and determine the necessary tools and technologies for each phase.
3. Tool and Resource Analysis
   We then examined each step to identify the appropriate tools and necessary resources. For each sub-process, we developed a roadmap detailing the technical requirements and the human and material resources to be allocated.
4. DevOps Approach
   We chose a DevOps approach, promoting continuous integration and deployment (CI/CD), to ensure smooth and rapid implementation. This method allowed us to iterate regularly, test, and improve the system constantly.
5. Regular Communication with the Client
   Throughout the project, we maintained regular and transparent communication with the client. We presented progress updates, shared project limitations, assessed risks, and discussed necessary adjustments. Our close and trusting collaboration ensured that the solution perfectly met the client's requirements.

The Project

Following our audit of the existing process, we identified four steps in the client's initial system:

1. Using a dedicated platform to generate reports.
2. Classifying each report with the appropriate user code.
3. Managing exceptions and potential errors.
4. Depositing the reports in the corresponding client portal.

These steps were manually performed by two employees, and the complete processing took an average of up to 5 minutes per client. This made it impossible to generate reports for the entire list each month, limiting this service to only certain clients.

For this project, automation was sufficient to improve the business process. Artificial intelligence was not required and would have represented an unnecessary cost for the client. Therefore, we developed a solution to automate these manual tasks.

By implementing tools such as Selenium and OCR (Optical Character Recognition) systems, our solution retrieves the information, generates the reports by transcribing the extracted data into the correct places, and then distributes the complete report to the concerned client.

With the integration of our solution, the process has been automated to nearly 100%. Now, minimal human supervision is required to ensure the system operates smoothly.

The Outcomes

Our automation solution has significantly reduced the time required to generate and distribute reports. As a result, the client has observed three direct benefits:

• Increased Productivity
  The two employees were able to focus on higher-value tasks, thereby increasing the overall efficiency of the firm.

• Enhanced Customer Satisfaction
  Now all clients can receive their personalized monthly report.

• Significant Error Reduction
  Thanks to the automation of data extraction and consolidation, the risk of human errors has greatly decreased.

Services Provided by GTI

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