Project Description

Bronson provided data entry services for Integrity Services Branch (ISB) of ESDC for a three year period (2017 to 2020). Bronson was responsible for the project management and overall delivery of the project and we worked with partners who operated the production facilities and provided the data capture services.

All data was captured through manual entry. We worked closely with the ESDC Project Authority to build and confirm the data capture template for all fields of information to be captured based on original forms. We carried out our own quality control during processing and ESDC carried out monitoring of Bronson’s data entry quality on a regular basis. We consistently exceeded an acceptable error rate of 5%.

Bronson was also responsible for secure shipment of forms to and from our facilities for processing. Captured data was uploaded according to ESDC’s strict service standards and timelines, via secure electronic mechanism, ensuring the privacy of data transmitted from our facilities to ESDC. Physical forms were also returned to ESDC according to a prescribed schedule guided by service standards. Following data capture and uploading, we retained captured data on backup storage media until permissions to destroy the data was received from ESDC.

Business Challenge

The mandate of the Integrity Services Branch (ISB) of ESDC is to contribute to service excellence by ensuring the delivery of the client’s full entitlement to government benefits and services. ISB required the services of a contractor to provide data entry services for Record of Employment forms and Payroll Information forms in accordance with detailed requirements related to the information to be captured and to technical conditions including an acceptable error rate, security standards, turnaround time standards, service standards for input of data and storage of media.

Our Solution and Outcome

To fulfill the requirements of this project, Bronson partnered with two firms experienced in data capture. Bronson was responsible for the management and overall delivery of the project while our partners were responsible for operating the production facilities and providing the data capture services.

Project management activities included:

• Process documentation to clarify technical requirements associated with data capture; client management;
• Issues management;
• Contract management including managing scope changes;
• Reporting; and
• Developing new process design with our subcontractors.

Data was captured through manual entry and Bronson worked closely with the ESDC to build and confirm the data capture template for all fields of information to be captured. We developed and implemented quality control mechanism during processing and we consistently delivered data capture services below the 5% standard established by ESDC.

We arranged for delivery of Request for Payroll Information forms to be sent, by Canada Post, directly to our partner’s facilities on a daily basis and after processing we sorted forms by region and shipped them back securely to each regional location. Processing of Request for Payroll Information forms also required preliminary manual handling of the form and sorting according to a variety of criteria.

Bronson managed the shipment of Record of Employment forms to and from our contractor’s facilities for processing. Forms were transported in secure containers and according to a strict turnaround service standard. On an as-required basis the Bronson team performed validation rules to assess the completeness and quality of key data fields.

Following data capture Bronson transferred data to ESDC through a secure electronic mechanism, the Data Gateway application, to ensure the privacy and security of data. We maintained backup storage media for storing information captured from all forms after data was uploaded into Data Gateway; this data was safeguarded by us until permission to destroy it was received from ESDC.

Over the three year period, the Bronson team captured data from over 2 million Record of Employment and Request for Payroll Information forms. The data capture was performed while meeting and often exceeding security, service and quality standards.