TrakMail

Automated
Mail Room Management
Solution
 SuperSeva: About Us

India’s leading Enterprise Support Services Vision:

provider leveraging end-to-end usage of To be the partner of choice for exemplary Support
technology Services and Solutions to progressive enterprises.

•Established in 2000 Clients: Service Quality Assurance:

• HQ-ed in Bangalore 100+ enterprises • ISO 9001:2008 certified
with offices in Mumbai, pan-India • Handling 50,000+orders /requests month-on-month
Delhi, Chennai, across 13+cities
• Enabled via state-of-the-art, comprehensive
Hyderabad & Pune technology platform

Operational Presence:
Team:
Vizag,Lucknow,Gurgaon,Noida,Kolkata,Bellary.
• Management: 40
• Supervisory & Backend: 30
• On-ground: 645

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 Mail Room Automation as an Outsourced Competence

Streamlines, optimizes
Enables focus on core
physical information
business
management operations
Automated Mailroom
Driven by a reliable partner
Mitigates vendor service
with extensive mailroom
deviations •No Errors management expertise
•Less Escalation
•Increased Productivity Reduces productivity loss
Improves overall
due to mail room queuing,
organizational productivity
delayed query resolution

Delivers service levels Professional support services Improves operational

matching global standards framework efficacy

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Technology-powered Transformation of Traditional Mail Room

Total
Productivity
Automation
Boost

TrakMail

Global
Efficiency Process
Gains Standards

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail Mail Room Management Solution: Overview

INBOUND & OUTBOUND MAIL MANAGEMENT / VENDOR MANAGEMENT /

VALUE ADDED SERVICES

TrakPeople TrakProcess TrakIT

TrakMail
› Uninterrupted service › Mapping technology to › Cutting edge technology
delivery fulfill client expectations to maximize automation
Solutions
› Highly intuitive
› Systematic & Process › Redesigning the entire › Centralized storage and
driven approach towards process flow distribution
manpower management

› Mailroom expertise at work › Improve operational › Cost allocation as per

› Allows you to focus on effectiveness Business Units
Benefits

your core business › Develop overall › Robust application

› Improved client satisfaction information management › MIS reports - User-wise,
› Best and economical › Enhance Service quality Department-wise, Business
services › Shortest turnaround time unit-wise, Vendor-wise

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail Mail Room Management: Unified Mail Processing Ecosystem

People

TrakPeople TrakMail
Process AU TO M AT E D
TrakProcess
MAILROOM
TrakMail
M A N AG E M E N T
Technology S O LU T I O N
TrakIT

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: People Dimension

TrakPeople

TrakMail › Driven by high performance mailroom experts

› Well trained and groomed
› Capability to handle exigencies, contingencies, process deviations
› Responsible process owner-drivers
› High motivation levels via rewards & recognition programs
› Soft skills trained

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: People Dimension > Hiring Process

Uninterrupted Service
TrakPeople Delivery by leveraging a
Proven, Methodical, Process-
driven Approach to People
Management
TrakMail

Hiring Motivating
Training Deploying Rotating
Quality Resources & Rewarding

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Process Dimension

Customized Mailroom
TrakProcess Management System and
Process to suit your business
needs, operational style and
organizational culture

Requirement estimation covering: Redesign the entire process flow covering:

› Number of personnel › Inbound Mail Management,
› Quality of personnel › Outbound Mail Management
› Scope of technology & automation › Vendor Management
› Mailing schedules
› Delivery schedules

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Technology Dimension

Dramatically Improved
TrakIT Business Communication
Speed and Efficiency

TrakMail › Highly responsive & intuitive › Customer communication tracking

› Robust web based application › Reminders as per client requirement
› Near zero deployment time › Cost allocation as per Business Units
› Captures every mailroom › Mail prioritization for business
activity leaders and specific addresses
› Department wise mail usage › MIS reports – User wise, Department
pattern wise, Business Unit wise, vendor wise

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Technology Options

DigitalMailroom TrakKiosk TrakKonnect

Electronic storage of proof, delivery › Sharing Mailroom information at › Inter-branch Mail room networking
authentication technologies such as common areas via touch screens for corporates with large branch
Tablets, Signature Pads, etc. are used › Useful for IT & BPO enterprises with networks, e.g. Banks, Insurance
extensively large employee base Companies, Telecom, etc.
Benefits: › Avoids queuing of employees at Mail › Designed to coordinate and
room premises synchronize independent mail rooms
› Extremely secure of multiple branches to work in
› No missed / wrong delivery Benefit: unison
› Enormous reduction in TAT in mail Reduction in loss of corporate › Instant update on inter branch mails
rounds productivity due to mailroom queuing. to be received for automatic cross
› Increased Mail room efficiency verification

Benefit:
Minimizes TAT and misuse

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Engagement Models

Inbound Mail Management › Bespoke process designed specifically for

the client
› Digital Data Capture
› IT enabled Systems for Control &
Monitoring
› Minimized TAT and misuse
› Instant / Automatic Feedback to the senders
regarding mail status
› Instant Capture of Proof Of Delivery via
PDAs and e-Signature pads
› Electronic Alerts & Notifications for
undelivered mails

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Engagement Models

Outbound Mail Management › Collection of outbound mails at pre-defined

collection points
› Vendor Management & Cost Management
› Synchronization of courier cut-off times
with internal work time
› Data capture of all outbound mailing
› Track deliveries alongside third party
courier tracking mechanisms
› Instant/ Automatic feedback to the senders
on mail status
› Mail rounds such as Inter-office shuttle,
Time bound Intra-office messenger services

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Vendor Management

Vendor Management › End-to-end Vendor Management

› Better value with negotiated price and
terms with Vendors
› Transparent Vendor engagements via
Tripartite Contracts
› Formal arrangements on key parameters:
Vendor • Pricing
Ecosystem • Coverage Areas and Routes
• Service Levels
Your TrakMail
• Proof of Delivery
Organization Vendor • Compressed TATs
›
Management
Economical yet superlative service levels
› Cost savings via continuous operations
analysis
› Vendor wise consolidation of documents

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Value Added Services

Process Owner Logins Customized MIS

› Special logins to › Vendor analysis
process owners › Destination analysis
› View real time reports › Department wise / Business unit wise
› Seasonal large volumes of mails

TrakMail

Corporate Gift Distribution Pre-processing of Mails

Centralized Distribution Centre › Scheduling voluminous incoming mails
for Gift Vouchers, Corporate › Productive time saving
Gifts, Corporate Merchandise for › Accelerated query resolution
employees
› Examples: Inbound Drafts / Cheque Processing,
Claims Processing

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 TrakMail
Automated
Mail Room Management
Solution
Process Flow / Screen Shots
 SuperSeva TrakMail: Process Flow / Screen Shots > Logins

Admin

Supervisor Mail Room Runner

Login Executive Login
Login

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 TrakMail
Automated
Mail Room Management
Solution
Process Flow / Screen Shots
Inward Mail Handling
 SuperSeva TrakMail: Supervisor Responsibilities

Dashboard Manages Mail

Monitoring Room and Mail
Room Executive

Registers all
Ensures SLA mail entering
adherence / leaving
Supervisor
Mail Room

Report
Vendor
Generation and
Management
MIS despatch
to clients

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 Supervisor
SuperSeva login
TrakMail: – Inbound
Supervisor mail entry
Log In > Dashboard: Inbound Mail Entry

Logistics
Vendors

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 Supervisor
SuperSeva login
TrakMail: – Inbound
Supervisor mail entry
Log In > Dashboard: Outbound Mail Entry

Facility
Location
Identification

Runner
Identification

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 Supervisor
SuperSeva login
TrakMail: – Inbound
Supervisor mail entry
Log In > Dashboard: Reports & MIS

System
generated
reports

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 Supervisor
SuperSeva login
TrakMail: – Inbound
Supervisor mail entry
Log In > Dashboard: Critical Reports

Export
option

Request ID
Flagged

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Mail Room Executive Responsibilities

Inbound
Mail
Customer anagement
Query • Sorting Mails for
Resolution Inbound
- Building wise
- Runner wise
• Status Updation

Outbound Mail
Daily Management
Mail Room • Sorting of Mails for
Mail Entry Executive Outbound (carrier
•Inbound wise)
•Outbound • Updating Tracking
Number
• Returned Mail
Pending Mail Management
Management

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Process Flow > Inbound Mail Management

Serial Number
Physical receipt of Mails Entry of Mail details
Generation
from carriers in TrakMail system
Status = Initialized

Runner delivers
Mail
Auto Email
recipients
Mail Room officials Status = NOTIFIED
physically hand over
Mails to Employees at
their desks

Auto Email
Employee collects Mail
recipients:
from Mail Room in
Status = COLLECTED
person
BY RECIPIENT

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Process Flow > Inbound Mail Management

Serial Number
Physical receipt of Mails Entry of Mail details
Generation
from carriers in TrakMail system
Status = Initialized

Runner delivers
Mail
Auto Email
recipients
Mail Room officials Status = NOTIFIED
physically hand over
Mails to Employees at
their desks

Auto Email
Employee collects Mail
recipients:
from Mail Room in
Status = COLLECTED
person
BY RECIPIENT

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Inbound Mail > Details Entry

Enter Mail
details

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Process Flow > Inbound Mail Management

Serial Number
Physical receipt of Mails Entry of Mail details
Generation
from carriers in TrakMail system
Status = Initialized

Runner delivers
Mail
Auto Email
recipients
Mail Room officials Status = NOTIFIED
physically hand over
Mails to Employees at
their desks

Auto Email
Employee collects Mail
recipients:
from Mail Room in
Status = COLLECTED
person
BY RECIPIENT

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Automated Email to Recipient

Request ID

Notification
& SLA

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Process Flow > Inbound Mail Management

Serial Number
Physical receipt of Mails Entry of Mail details
Generation
from carriers in TrakMail system
Status = Initialized

Sorting of Mails
& runner delivery
Auto Email
recipients
Mail Room officials Status = NOTIFIED
physically hand over
Mails to Employees at
their desks

Auto Email
Employee collects Mail
recipients:
from Mail Room in
Status = COLLECTED
person
BY RECIPIENT

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Mail Room Executive’s Screen > For Delivery

Delivery of
Mails /
Consignments

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Process Flow > Inbound Mail Management

Serial Number
Physical receipt of Mails Entry of Mail details
Generation
from carriers in TrakMail system
Status = Initialized

Runner delivers
Mail
Auto Email
recipients
Mail Room officials Status = NOTIFIED
physically hand over
Mails to Employees at
their desks

Auto Email
Employee collects Mail
recipients:
from Mail Room in
Status = COLLECTED
person
BY RECIPIENT

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Automated Mail / Consignment Delivery Notification

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 TrakMail
Automated
Mail Room Management
Solution
Process Flow / Screen Shots
Outward Mail Handling
 SuperSeva TrakMail: Process Flow > Outbound Mail Management

Physical receipt of
Mails to be handed Hard copy of
over to Runners Acknowledgement

Mails / Consignments
delivered back to Mail
Room

Entry of Mail details

in System

Auto Email
Serial Number Recipients:
Generation & Transaction and
Despatch Serial Number

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Outbound Mails > Daily Mail Entry

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Outbound Mails > Delivery to Logistics Vendors

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Process Flow > Outbound Mail Management

Physical receipt of
Mails to be handed Hard copy of
over to Runners Acknowledgement

Mails / Consignments
delivered back to Mail
Room

Entry of Mail details

in System

Auto Email
Serial Number Recipients:
Generation & Transaction and
Despatch Serial Number

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Automated Mails > Regarding Mails being despatched

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail: Outward Mail Report

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 SuperSeva TrakMail

TECHNOLOGY-POWERED TRANSFORMATION OF TRADITIONAL MAIL ROOM

Increased Accurate
ownership and reports on
accountability mail
movement

Automated Near zero

Emails on errors by
receipt & virtue of
delivery of robust
mails digital
platform
Responsive
system leveraging
people, process, IT

© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.

 TrakMail
Automated
Mail Room Management
Solution
Thank You!
www.superseva.com | info@superseva.com
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© 2016 SuperSeva Services Pvt. Ltd. All rights reserved.