Institute Back Office

By outsourcing your back office to us, you effectively reduce your fixed costs into need-based variable costs and avoid capital commitment at your end. We reallocate many documentation tasks to specialised teams, freeing up support staff to focus on greater value addition tasks. Our back office services help optimise resource allocation and build operational efficiency. Our procurement services help you systematically achieve significant cost savings without operational disruption.

Services include:

  • Transcription: Creating editable documents from audio files or scanned documents
  • Translation: Translation from French, German or Hindi into English. Support for other languages can be discussed on a case by case basis
  • Data visualisation and presentation docket preparation: Converting data into charts and other pictorial representation to assist in presentations to universities, faculty, administration and others
  • Digitisation and e-document management: Managing large volumes of documents for easy storage and retrieval including scanning, data digitising, indexing, tagging, coding and cross referencing, resulting in a document that allows for searches on date ranges and keywords. Helps in archiving old records for preservation and easy search and retrieval. Kind of documents dealt with: Library books, research papers, old manuscripts, journals, critical documents, contracts and agreements
  • Scheduling: Scheduling faculty time and student classes to optimise resources
  • MIS for fees collection
  • Payroll management
  • Transactional procurement: Raising POs, PO management including invoice approval, invoice booking, payment due notifications, TDS deduction and issuance of statutory certificates, as applicable
  • Sourcing support and analytics: Bid evaluation and risk analysis
  • Vendor contract management and archival, monitoring vendor SLAs, Vendor analysis
  • Spends analysis and identifying opportunities for cost reduction
    Step 1:
  • Client decides on their detailed requirement and desired outcomes, reports and documents
    1. Secures internal buy-in from fellow stake holders
    2. Finalised requirements shared with WinFocus
    3. Appoints a Single Point of Contact (SPOC) for coordination of the transition
    Step 2:
  • Meeting between Institute and WinFocus team in order to
    1. Understand the detailed brief including Institute hierarchy, procurement policy, approval stages and other operational matters
    2. The Institute shares information on approved vendor lists, standard payment practices, terms and conditions, business views and values, all in order to set up a vendor management protocol
    3. Agree upon technology interfaces and data transfer protocols. Protocol options include :
      1. Offline: Institute team scans all documents and uploads to a secure server. Indents or inventory status triggers action at Win focus’ end. Records are updated by the WinFocus team, and other tasks are managed including quotations invited from vendors on the basis of the Institute’s procurement policy and standing instructions. POs are issued after getting approvals from the Institute management. The Institute management will have access to updated information and generated reports periodically
      2. Remote access: Source documents are emailed to us or uploaded on secure server. Team WinFocus updates the records and generates the necessary MIS for other tasks. The Institute management will have access to updated information in real time
    4. Firm up Service Level Agreements
    5. Enter into confidentiality contract
    6. Set up secure access where required
    Step 3:
  • Handover period, usually 2 - 4 weeks
    1. Trial run starts at WinFocus on an offline basis
    2. The Institute continues maintaining records as usual
    Step 4:
  • Institute back office operations transitioned to WinFocus (after satisfactory trial operations)
    1. Records are no longer maintained in parallel at clients’ end
    2. Team WinFocus shifts to remote access protocol, if applicable
    3. Records reviewed at regular intervals by Institute management