Case Study: Document Assembly & Taxonomy for Financial Institution

The Problem

Creating compliance documents for 1,300 share classes in 27 languages (a total of approximately 35,000 PDF documents) was clearly not a manual task. Besides management dashboards and a public website for said documents, the team had to build integrations with a PDF generation tool, translation service, and Master Data service. Content and data had to travel across four systems (HP Autonomy Teamsite, HP Extream, HP LiveSite and translation service) and be exposed in a website as finished PDFs and as XML. For i

The Solution

The client hired a large international consulting organization to manage the project and a team of developers in India; however, the architecture and integration were managed by members of our team. Members of this team, with the support of Business, also were instrumental in delivering the first win for the Taxonomy Governance Board that was newly installed at the client.

Four-Way Integration: To create this solution, HP Teamsite was used as the content management system. Here, approximately 1300 pieces of content were managed and translated into a total of about 6000 blocks of text. The text was then assembled automatically based on data relationships, merged with Master Data, and sent to HP Exstream to be converted into PDFs. The documents and their status were managed in a special dashboard where business users could control the entire document lifecycle: updates to data, approvals, translations and publishing.

Translation Service Integration: Due to the large amount of content and the frequent changes, sending files for translation over email was out of the question. An automated process was put in place to send and retrieve translated files. The process also integrated smoothly with the management process and dashboard.

The Outcome

Documents, Website, and XML Feed: The output of this large project was approximately 35K documents in a searchable well organized website. The documents appeared as standalone PDFs and in an XML feed to third party distributors of the regulatory documents. The management dashboard, also built within HP Autonomy Livesite, allowed business users to retrieve stock performance data and re-generate the affected PDF documents in minutes. Textual content edits, translations, approvals, and even decisions about which caveats to use on certain document could be managed through HP Autonomy Teamsite tools. Publishing the finished PDFs, updating the XML feeds and notifying vendors was fully automated through Teamsite workflows.

Taxonomy Governance: The Master Data, the CMS system, the PDF generating system, the website, and APIs all had to speak the same language for this solution to be automated and consistent. Each document consisted of approximately 170 pieces of data and content, and the taxonomy system handled them all across databases, workflows, storage systems and XML APIs. The taxonomy and metadata created for this project formed the foundation for the newly created Taxonomy Board and provided guidance for how to handle translations, name spaces, registration and amendments to the taxonomy standard.

Management Interface: To manage this complex process, approvals and translations, the Management Interface was capable of searching the 35K records, launching various workflows, ingesting data updates, and visualizing the impact of data changes on the documents under management.

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