As organizations scale, maintaining efficiency in document processing becomes increasingly challenging. Systems that once performed well can gradually face bottlenecks, inefficiencies, and workflow disruptions. Recognizing this need for transformation, MAS Legato embarked on a strategic initiative to enhance its document processing capabilities through the Kofax TotalAgility Revitalization Project.
This initiative was designed to significantly improve system performance, reduce inefficiencies, and create a more streamlined, intelligent workflow for invoice digitization and processing.
Project Overview: Driving Performance and Efficiency
The KTA Revitalization Project focused on optimizing system performance while improving visibility and control over document workflows.
One of the most notable achievements was an over 80% improvement in system performance, enabling faster and more reliable processing. Additionally, the project successfully reduced document suspensions by 90%, minimizing disruptions and ensuring smoother operations.
A major enhancement was the introduction of:
- Improved visibility into suspended and aborted jobs
- Efficient tools to manage and resolve processing issues
- A robust reporting framework for data-driven decision-making
Together, these improvements transformed the way documents were handled across the system.
Key Enhancements Implemented
1. Advanced Workflow Visibility
The revamped system provided complete transparency into document processing stages, allowing teams to quickly identify and resolve issues related to suspended or failed jobs.
2. Intelligent Reporting and Insights
A comprehensive reporting solution was introduced, enabling users to extract valuable insights from KTA data. This empowered better decision-making and continuous optimization.
3. Queue Management Optimization
New Queue Count and Traffic Service Level Indicators (SLIs) were implemented to monitor workload and improve operational efficiency.
4. End-to-End Document Tracking
A unique numbering system was introduced to track documents throughout their lifecycle, ensuring traceability and accountability at every stage.
5. Enhanced Communication with Stakeholders
Users now receive invoice validation acknowledgment emails containing detailed invoice information, improving transparency and communication.
6. Improved Data Capture Capabilities
The system was enhanced to capture key header and footer data from invoices, enabling faster and more accurate processing.
7. Bulk Invoice Upload Functionality
A streamlined bulk upload solution was introduced, allowing users to upload multiple invoices along with specific PDF attachments—significantly improving productivity.
Key Highlights of the Revitalization
- Achieved 80% improvement in overall system performance
- Reduced document processing time to less than one minute
- Decreased document suspensions by 90%
- Enhanced ability to identify and reprocess failed documents
- Enabled better SLA adherence for supplier payments
- Delivered actionable insights through advanced reporting
These improvements addressed critical inefficiencies in the invoice digitization process and set a new benchmark for operational performance.
Measurable Impact and Business Benefits
The KTA Revitalization Project delivered transformative results across the organization:
- Significant reduction in workflow interruptions due to fewer document suspensions
- Faster document processing cycles, improving turnaround times
- Improved automation rates through support for additional supplier formats
- Increased number of auto-released documents, reducing manual intervention
These enhancements not only improved efficiency but also strengthened the organization’s ability to scale operations effectively.
A Nine-Year Journey of Continuous Improvement
The success of this initiative is rooted in a long-term commitment to innovation and operational excellence. Over nine years, MAS Legato continuously refined its processes, leveraging experience and technology to drive meaningful improvements.
This journey was defined by:
- A strong focus on process optimization
- Continuous system fine-tuning to handle diverse supplier formats
- Incremental improvements leading to sustained performance gains
The result was a robust, adaptable system capable of meeting evolving business demands.
Why Kofax Remains the Preferred Choice
The decision to continue investing in Kofax technology was driven by its proven capabilities and global reputation.
With:
- Over 25,000 customers worldwide
- Presence in 90 countries
- A workforce spanning 35 countries
Kofax stands as a leader in the intelligent automation space, consistently outperforming competitors and delivering reliable, scalable solutions.
Conclusion: Building a Future-Ready Automation Ecosystem
The Kofax Total Agility Revitalization Project demonstrates how strategic enhancements can unlock new levels of efficiency and performance in document processing systems.
By combining advanced automation, improved visibility, and continuous optimization, MAS Legato successfully transformed its invoice digitization process into a faster, smarter, and more scalable operation.
For organizations looking to modernize their workflows, this project serves as a powerful example of how the right technology—implemented with a clear strategy—can drive lasting impact.
