Executive Summary:
The process for this client centered on making updates to demographic information. The updated data needed to be pulled from 5 different websites, including eCW, Salesforce, Alayacare, Mediroutes. The outcome for this process was to create a list of participants and their updated addresses in a shared Excel file. There was a large batch of data to update, which would have taken our client a significant amount of time to change manually. Jo, Cevitr’s digital worker, was deployed to complete this task. The process ran over a weekend, with the updated file available for our client at the start of the week, ready for validation.
Client/Organization Overview:
Our client helps at-risk seniors live at home, instead of in nursing homes, by providing convenient services for Transport, Medical Services, Nutrition, In-home, Family and Social services. They have facilities that are linked to them throughout California and are expanding to other states.
The Challenge:
The demographic information held by our client needed to be updated. This data was stored in several different systems and would have taken significant time to collate manually. Using Jo, our digital worker, meant that all the information could be collected with speed and accuracy.
The Solution:
Cevitr designed a process to pull the necessary data from each of the five websites and produced a single file containing all the updated information.
Our client provided a list of their patrons with updated facilities, including all relevant information. The developed process reviewed the list and, if all required information for one of the sites below was available, it would log into the site/application, update the information provided, and then move on.
Implementation:
The process worked by creating an update list for each site, then updating all client facilities on the first site, followed by the second site, etc. This was done to make the process as efficient as possible.
The process also had the option to use only specific sites in case our client requested that only certain sites be used for specific patrons. (Although this was not requested, the functionality was implemented just in case.)
The process would not update a facility if the information was already correct. Due to the efficiency of the process (2–3 updates per minute), this was all completed over a weekend.
Results:
Over the weekend Jo successfully made 2,591 adjustments across eCW, Ezapp, Salesforce, Alyacare, and Mediroutes.
Conclusion:
Updating the records for this client was a necessary but time-consuming task. Jo completed this work with speed and accuracy. The automation process dealt with a large amount of data, which would have been an arduous task for our client to complete manually. Although this was a one-off process, Jo is available for our client for future runs if required.
