About the Customer
Our client is a leading telecommunications company offering a wide range of services including wireless, broadband internet, and TV. With a vast network and millions of customers across the United States, the company plays a crucial role in connecting people and businesses.
As a leading global provider of communications, technology, and entertainment services, not only does the company provide a wide range of products and services, including wireless and wireline services, broadband internet, and digital media but is also committed to delivering innovative solutions that connect people, businesses, and things. With a strong focus on technology and innovation, the company is driving the future of communication and entertainment.
Being at the forefront of technological innovation, the company has detailed processes built on a proven methodology which helps it to continuously evolve so as to meet the changing needs of consumers and businesses alike. The company’s vision is to build a more connected world, leveraging advanced technologies to deliver exceptional experiences. Some of the key areas of focus include 5G and Beyond, Network Transformation, Cybersecurity, Digital Services and Customer Experience. The company is investing heavily in 5G technology, expanding its network coverage and capacity to enable high-speed, low-latency connectivity helping to power new applications and services, such as augmented reality, virtual reality, and the Internet of Things. The company is modernizing its network infrastructure to support emerging technologies and future-proof its services. This includes investing in fiber-optic networks, software-defined networks, and edge computing. As cyber threats continue to evolve, the company prioritizes cybersecurity to protect its customers and networks. This involves advanced threat detection, prevention, and response capabilities. The company is expanding its digital services portfolio, offering innovative solutions in areas such as IoT, AI, and cloud computing. The company is committed to delivering exceptional customer experiences through personalized services, seamless support, and innovative offerings. By focusing on these key areas, the company aims to maintain its leadership position in the telecommunications industry and drive the future of connectivity.
Customer Business Challenge
Our client’s Legal and procurement teams often deal with a large volume of contracts, which can be time-consuming and error-prone to review manually. These contracts contain critical information such as terms and conditions, payment terms, dispute resolution clauses, and confidentiality agreements. Manual contract review and analysis can be a time-consuming and error-prone process for legal and procurement teams due to several factors such as the volume of contracts, complexity of contracts, inconsistent formatting, human errors and lack of standardisation. Since our customer firm happens to be a large organisation with multiple teams, they usually deal with a large number of contracts, making it difficult to manually review each one thoroughly. Contracts can be lengthy and complex, containing legal jargon and technical terms that can be difficult to understand. Contracts may not follow a standardized format, making it challenging to extract relevant information. Manual review is prone to human error, such as overlooking important clauses or making incorrect interpretations. These challenges lead to increased costs, delays, and legal risks for our client organization.
Moreover, it was observed that the customer teams were grappling with issues such as automatically identifying and extracting critical information such as contract parties, dates, monetary values, and clauses. Identifying risks was found to be another painpoint as analyzing contracts for potential legal or financial issues took a long time and led to inconsistent results. As a part of business process improvement the contract and legal teams wanted to create a central repository of contract information arranged and categorised according to the content which proved to be a rather difficult task due to manual effort and frequent incorrect classifications. Needless to say enabling data-driven decision-making and providing valuable insights for strategic planning was not a possibility in such a scenario.
Given the prevailing scenario, it was observed that several risks can arise such as human error, inconsistent analysis, delayed decision-making, increased costs, Legal and Financial risks. Manual review is prone to human error, which can lead to mistakes in contract interpretation, negotiation, and execution. Different individuals may interpret contracts differently, leading to inconsistencies in analysis and decision-making. Manual review can be time-consuming, leading to delays in contract approval and execution. Also, Manual review requires significant human resources and can lead to increased operational costs. Overlooking critical terms or clauses can lead to legal and financial liabilities. Such risks in turn lead to massive impacts such as reduced efficiency, increased costs, reduced time to market, increased risk of errors, lack of standardization and limited insights. The impact on cost can be quite severe by way of both labor and potential legal fees. Delays in contract review can impact business operations and lead to missed opportunities. Human error can lead to mistakes in contract interpretation and execution, which can have serious consequences. Inconsistent contract review practices can lead to inconsistencies in decision-making and compliance. Manual review makes it difficult to extract valuable insights from contracts for strategic decision-making. By automating contract review and analysis, organizations can mitigate these risks and improve efficiency, accuracy, and decision-making.
Therefore, In order to address these challenges, the client team contacted Sincera and our teams stepped up to help customer with the resolution.
Sincera Solution
Considering the significant challenges faced by our client teams, our Sincera Generative AI team established a cadence with the customer team and provided a detailed solution to address these issues. This solution is based on Amazon Textract which is a machine learning service from Amazon Web Services (AWS) that automatically extracts text from scanned documents or images. It uses advanced computer vision and natural language processing techniques to accurately identify and extract text from various document types, including PDFs, JPEGs, and PNGs. The resultant output is then funnelled to Amazon Bedrock which contains the foundation models required to power our Generative AI solution which is an innovative way to build and scale generative AI applications with FMs. Our solution consists of Amazon Bedrock at its core, which is a fully managed service that makes FMs from leading AI startups and Amazon available through an API, so teams can find the model that best suits their requirements based on the changing dynamics and use case scenarios at hand. Considering the requirements of the customer we have built a detailed workflow for the customer based on different stages such as Data capture, classification, extraction, enrichment, review & validation and Consumption. Data capture phase consists of aggregating and organising documents from different business workflows within the customer organisation. In the classify phase each of the document is scanned, tagged based on the contents and sent to the qualified pipeline as applicable. The next phase is extraction where key business information is extracted from the document. Enrichment phase is where we focus on getting insights and business value from data extracted in the previous phase. Next we run the review and validation phase where we run business rules and on include human in the loop for oversight. The final phase is consumption where this summarized data is fed to downstream apps or databases as per requirement. Our solution in the form of a GenAI-based Intelligent document processing solution is a valuable tool for customer teams, offering significant advantages in terms of efficiency, automation, and overall customer experience.
Solution Architecture Diagram
Processing large volumes of documents can be a complex task, involving manual classification, extraction, and analysis. Traditional methods are time-consuming, costly, prone to errors, and struggle to scale. AWS Intelligent Document Processing (IDP) offers an automated solution using AI services like Amazon Textract. This technology leverages advanced machine learning to efficiently and accurately extract data from any scanned document or image. Generative AI further enhances this process by automating workflows and providing features like field normalization and data summarization. These advancements streamline document management, reduce errors, and accelerate business processes.
FMs now enable automatic document classification without requiring additional training, allowing for categorization of even unfamiliar documents. During extraction, FMs standardize date fields and verify addresses and phone numbers, ensuring consistent formatting. In the enrichment stage, FMs facilitate inference, logical reasoning, and summarization. By incorporating FMs into each IDP stage, you can streamline your workflow and enhance overall performance.
If FMs cannot directly process documents in their original formats like PDFs or images, a conversion step is necessary. Amazon Textract can be used to extract text from these documents, allowing you to send the extracted text to FMs for further processing. Post this extraction, the details are sent to downstream FMs for processing. Typically, documents are comprised of structured and semi-structured information. Amazon Textract can be used to extract raw text and data from tables and forms. The relationship between the data in tables and forms plays a vital role in automating business processes. Certain types of information may not be processed by FMs. As a result, we can choose to either store this information in a downstream store or send it to FMs.
Our solution has also demonstrated the use of AWS serverless services to summarize with FMs. Large enterprises often deal with highly unstructured documents, such as those in legal and procurement related functions. As generative AI advances on AWS, professionals in these industries seek automated, cost-effective ways to summarize such documents. Serverless services offer a rapid solution for building IDP systems to meet this need. In order to build the IDP pipeline and integrate the same with FMs, AWS services such as Lambda, Step functions and Eventbridge are used. When a new file is added to Amazon S3, it can trigger a Lambda function or a Step Functions workflow, creating an event-driven architecture. Our sample application demonstrates this approach by processing legal and procurement documents and summarizing its key details.
The solution workflow is as follows:
- When a document is uploaded to an S3 bucket, Amazon S3 sends a notification.
- This notification is then forwarded to Step Functions by EventBridge, triggering the state machine workflow.
- The next stateflow starts by using Amazon Textract to analyze the document.
- A Lambda function then processes the extracted data for the next step.
- Using AWS SDL integration, sagemaker endpoint is invoked.
- Finally the summary response gathered from the FM is sent to a S3 destination bucket.
Execution and Project Management
During the project’s implementation phase, we followed a staged approach to minimize disruption to existing customer processes while ensuring business continuity. To maintain business continuity, we implemented the system in phases, carefully considering the impact on current customer processes. We adopted a phased implementation strategy for the project, prioritizing business continuity, providing business value, business-validation and avoiding disruptions to customer operations.
Our team’s flawless execution of the IDP GenAI solution project highlighted our exceptional project management skills. We meticulously planned and executed each phase, adhering to strict timelines and budgets. By using advanced project management tools and strategies, we effectively managed risks, overcame challenges, and fostered teamwork. The final product exceeded expectations, showcasing our commitment to quality and client satisfaction. This successful project reinforced our reputation as a dependable and reliable partner.
Throughout the project, our team took a proactive approach to risk management, identifying and addressing potential threats. We carefully assessed risks, prioritizing those with the highest likelihood and impact. By developing effective strategies to mitigate risks, we were able to minimize the negative effects of unexpected challenges. Our team’s ability to anticipate and manage risks was crucial to the project’s success, as we were able to overcome obstacles and maintain project momentum.
Our team created a collaborative workspace that encouraged effective communication and teamwork among different departments. We established clear communication channels, such as regular meetings and shared tools, to ensure everyone was aligned on project goals and expectations. By promoting transparency and accountability, we fostered open discussion and knowledge sharing among team members. This collaborative approach allowed us to harness the expertise of individuals from various departments, leading to innovative solutions and efficient project execution.
Results
The project’s innovative nature and efficient implementation delivered substantial advantages for both external customers and internal teams, composed of managers and technical personnel.
Cost reduction: Our client has realised several benefits with the cost reduction that has accrued as a result of implementing our solution. Fewer resources are now required to review and analyze contracts. Automation has led to increased speed in contract review process, allowing teams to process more contracts in less time. By automating routine tasks, teams are now able to focus on higher-value activities. All these cost savings have led to savings of 200k USD which our client can now leverage for innovation and growth.
Automated Contract Analysis: Our project has provided customer with a solution that can automatically extract key data points from contracts, such as contract parties, start and end dates, monetary values, and specific clauses enabling the teams to support contract as well as legal workflows and processes at speed and scale.
Enhanced accuracy: Our project provided customer with a GenAI-enabled platform which can help identify potential risks and inconsistencies in contracts, reducing the risk of legal disputes and financial losses. It has been observed that our solution has helped reduce the prevalence of legal disputes by 33%.
Streamlined document management: Our platform enabled the client contract and legal teams to leverage automated data extraction at scale which can be used to create a centralized repository of contract information, making it easier to manage and track contracts throughout their lifecycle.
Data-Driven Decision Making: Our project provided customer with a powerful GenAI solution that empowers the customer teams by extracting key data points from contracts, so that legal and procurement teams can gain valuable insights and make data-driven decisions. By leveraging our platform, the client was able to reduce time-to-market by up to 40%.
Improved efficiency: By using our solution, customer teams can now automate contract analysis, whereby legal and procurement teams can significantly reduce the time spent on manual review, allowing them to focus on more strategic tasks resulting in a 20% increase in productivity.
Centralized Repository: The centralized repository made it easy for the customer’s legal and procurement teams to access and search contracts, reducing the time spent on manual searches. The teams can now collaborate effectively by sharing and accessing contracts and extracted data from a single location. By analyzing the extracted data, teams can make informed decisions about contract renewals, negotiations, and potential risks. A centralized repository helps ensure compliance with legal and regulatory requirements by providing easy access to relevant contracts. By identifying and analyzing potential risks within contracts, organizations can take proactive steps to mitigate them. A centralized repository can streamline various processes, such as contract review, approval, and storage.
Risk Mitigation: By identifying potential risks and compliance issues early on, the solution helps mitigate legal and financial risks. The solution can identify key clauses, such as termination clauses, indemnification clauses, and confidentiality agreements, to ensure compliance. The solution can flag unusual terms or deviations from standard contract templates, highlighting potential risks. By tracking changes to contracts over time, the solution can identify potential risks arising from modifications or amendments and flag them to the teams in advance. The solution can be integrated with compliance management systems to ensure adherence to regulatory requirements. By proactively addressing these risks, customer was able to minimize legal and financial liabilities and protect their interests.
For more information, write to : sales@sincera.com