Client Overview

DMS is an end-to-end automated publishing solution for complex ments at the convergence of marketing and compliance. DMS allows users across multiple industries – including financial services, insurance, pharmaceutical and healthcare – to create and publish time-sensitive materials with ease and efficiency. By replacing outdated manual publishing processes with automated publishing technology, DMS ensures timeliness and accuracy of crucial records.

DMS is a content management system that automates the publishing of complex documents by processing information in small, reusable components. These components can be varied and filtered with automated support according to a series of pre-programmed business and structural rules. The rules, such as prescribed content specifications, ensure compliance with a company’s style as well as any applicable regulatory requirements. This flexible and powerful software offers a variety of simultaneous output formats that include XBRL, print-ready PDF, web-ready PDF, and several industry-specific configurations.

Key Requirements

  • Output driven by client’s presentation and layout.
  • To program each client’s unique business rules to ensure data meets the necessary criteria.
  • Structured process for collecting and normalizing all content
  • Versioning history for document and content integrity.
  • Publishing output in multiple formats: print/web-ready PDFs, formatted HTML, EDGAR I and II, XML and XBRL.
  • Permission-based administrative controls for information security.

AIT Contribution

AIT engineering experts developed customizable web-based DMSAutomated Publishing system to standardize and streamline the entire reporting and publishing process using advanced java (J2EE) components and Struts 2 framework.

Automated the publishing of critical and complex documents. By processing content in small, reusable components, financial documents are created, updated, published and submitted to the marketplace with speed and efficiency.

Customized user interface based on local terminology using DHTMLX javascript framework and DB2 database.

Output templates were created to allow client staff the ability to edit information such as Product Description, Objectives, Risks, Strategy, Investment Managers and Legal Disclosures to reflect marketing and compliance requirements.

Automatic data upload interface accept regular Performance, Sector Allocation and Top Holdings Data uploads from the client’s accounting system.

Permission-based administrative controls allows for implementing security policy both on a group of users or a single user.

Consistent content across all documents which share a parent-child relationship. For eg prospectus and summary prospectus documents.

Using Java, XML and XSLT implemented Rendering Engine which provides with a wide variety of output formats (e.g., PDF, XML, HTML, BLACKLINE, EDGAR) for a particular document and also renders and reviews proofs, blacklining, author’s alterations or EDGAR documents in minutes.

Different chart patterns like Bar, Pie were generated using Charts Engine which is implemented using Python.

Automated audit trail for each component and document.

AIT simplified the Document Workflow by defining the lifecycle of a document which mainly has different stages such as “In-progress”, “Published” etc.

A core team of trained production and customer service professionals is assigned to the client which remain sensitive to the client’s unique business culture, along with its business rules and production specifications.

Engagement Results

Each quarter, the client was faced with the labor intensive task of updating and publishing the performance of the products through printed books and web posting but after using DMS the client now has products approved for print and web posting within seven days of the closing of each reporting period.

DMS provides web-ready files to the client for their web site while also printing and distributing different versions of their product to different locations which when compared to the earlier process resulted in 50% reduction in staff and time requirements while improving the accuracy and consistency of the information.

Before DMS, it took over 24 hours to load the data into a template, set up a document, generate the proof, and post it for review. Now, the same production loop takes from five-to-12 hours.

For regulatory documents SEC EDGAR compliance is available at any point in the DMS process. “Blackline proofs” are available on-line anytime, anywhere – and edits are converted into print-ready PDF proofs (portable document files).