50 funding files checked in 7 minutes each instead of one hour
A public funder sends back 50 apprenticeship files and 270 correction requests. A 7-step automated audit checks each file in about 7 minutes.
Situation
A public training funder sends back 50 apprenticeship files with a follow-up letter: 270 correction requests in all, and a resubmission deadline.
Each file holds several documents: the old and new contract forms (CERFA), the training agreement, the training schedule and the funder’s letter. Checked by hand, one file takes about an hour, so 50 hours for the whole set.
Approach
- Inventory: each file’s documents are read (pypdf) and sorted, missing ones flagged.
- Audit: each file goes through an 82-check audit grid, revised 25 times as cases came in.
- Funder requests: each one is checked, one by one, against the new documents.
- Comparison: the old and new CERFA forms are compared field by field.
- Start date: the training start date is checked against the proof of start.
- Counter-check: a second agent rereads the conclusions with a sceptical eye.
- Output: one consistency note per file (pandoc) and a 3-tab review workbook.
Impact
Operational outcomes
- One consistency note per file and a 3-tab review workbook.
- Files sorted into three groups: 13 ready to submit after a visual check, 19 to fix first, 8 incomplete.
- Unanswered funder requests flagged one by one.
In figures
- 1 h → 7 minof checking per file
- 40 / 50files audited
- 270funder requests checked one by one
- 39%of requests not or only partly addressed (107 of 270)
- 57%of files with a start-date issue (23 of 40)
- 42%of files with no proof of start (17 of 40)
- 82checks in the audit grid
- 7steps per file
A similar project?
Berfay Hunalp
Admin automation for small and mid-sized companies