An Example Implementation for a Bank
Below is an illustration of a typical commercial or retail lending process. At almost every stage, some form of documentation generation is required. From application form filling, loan agreements through to letter generation down the line.
Figure 1: Schematic showing relationship between typical lending process and documentation teams. Documentation created manually in word processor. Documents manually attached and tracked to processes and archives (if at all). Data copied and retyped.
Much of this documentation needs to be tailored specifically for the specific client and credit arrangement.
Banks rely on teams of specialist to manually draft this documentation. Often data and text are manually typed into sample or similar documents. Working under pressure it is inevitable that errors creep in. It can also take hours for such documentation to be produced.
In many cases, the bank may have an existing Lending System that manages the process from end to end. In most cases however, such systems, on their own lack the level of document automation to create tailored customer documentation. The bank is often reliant on cumbersome IT processes and lack of resources to make even the simplest change to document templates. Such changes are often required.
In all then these are the issues the customer faces:
- Error prone drafting in word processor.
- Lots of emails
- Repeated data entry into multiple systems
- Inconsistency between documentation and core data resulting in poor data quality and inaccurate non-compliant documentation
- Delays and bottlenecks in documentation generation
- If document generation exists as part of an existing process, it is often difficult to tailor or modify the underlying templates and the level of control over the document generation is poor.
Introducing HotDocs to the Banking Process
Using the concepts described in the integration overview, HotDocs can be integrated into a bank lending process like this.
Figure 2: HotDocs automated document generation integrated into bank lending BPM, CRM and Document Management. Data transferred automatically with no retyping. Documentation automatically archived and attached to business process.
With HotDocs Servers introduced and integrated with the lending BPM, CRM and Document Management, much of the lending documentation can be produced automatically and on-demand via the front-end lending system directly by customer facing personnel. This frees up time and resources for core documentation teams to concentrate on less standard documentation requests.
In summary the features and benefits:
- Application: Online intelligent forms. Customers can download prefilled forms for signing. Integration with backend systems.
- Sanctioning: Relationship Managers fill HotDocs Interviews in data gathering phase. Structured documentations streamlines review and sanctioning process.
- Lending Documents: Accurate and efficiently generated lending documentation produced for any level of sophistication of contract. Documents generated directly by front line staff rather than specialist teams. In many cases lending documentation can be very complex dealing with multiple parties and credit agreements in a single document. HotDocs’ document assembly can deal with all the necessary variation. The banking directors and risk managers can be assured that all legal obligations wording comply with regulator and conduct rules. In addition all data used to create these documents is captured and tracked.
- Management Information: All metrics of any lend captured as structured data. Highly detailed queries can be run on the contract data for management reports. 100% match between data and lending documentation produced. Any element of data captured through a HotDocs Interview
- 3rd Party correspondence: Letters to client and bank solicitors generated by HotDocs.
Banks who implement HotDocs often report that the improved control of generated documentation content and the reduction in risk with improved compliance is of even greater importance than the cost and time savings on document production.
Customer services is greatly improved with turn around on lending documentation reducing to minutes rather than hours or days, in many cases.