How Veteran-Owned Small Businesses Are Helping The Air Force Be More Efficient

Posted by James Bailey
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Armedia improved USAF travel vouchers management

Not long ago, the U.S. Air Force’s 55th Comptroller Squadron Financial Management Flight begun using a new travel vouchers management system.

This new software was designed to manage the service branch’s travel-related payment documentation.

“My hopes with this system is that it will provide reliable and timely transfer of travel vouchers for our customers,” said the 55th Comptroller Squadron Financial Operations flight chief, Master Sgt. Crystal Doepker.

Judging by Master Sgt. Doepker’s statement, the USAF has high hopes for the new software.

Let’s see what happened.

Small Businesses Making Big Efforts To Help The Air Force To Be More Efficient

Armedia using ArkCase and Ephesoft helps the US Air Force with a travel vouchers management solution

The last time the USAF did a software upgrade was almost a decade ago.

In the meantime, growing demand and a changing landscape left the USAF short-handed with their software solution.

To make things even worse, the company that made the previous USAF software stopped supporting it. So, parts from other scanning software were taken for the needs of the software to try and make it work. There were even times when Airmen had to travel to Whiteman AFB, Missouri, to use their software.

Needless to say, the USAF was more than excited to start testing Armedia’s new software solution.

Namey, using ArkCase and Ephesoft, Armedia helped the USAF to manage the service branch’s travel-related payment documentation and deliver vouchers to their staff easier, faster, and safer.

The first step of Armedia was assessing the workflow, technical requirements, and cost-effective solutions to all this.

After the first build, Armedia had a few demo meetings to get feedback from USAF. Soon after, we had a deployment-ready solution.

Airman 1st Class Julie Hubbell, 55th CPTS military pay technician, and Carl Hanson, 55th CPTS information technology technician, reviewed the documentation. Then they spent some time learning the program and validating how it worked. Lastly, they trained 12 other finance technicians in the USAF.

The new software came with a lot of needed features and the team didn’t take long to warm up to the idea. Armedia’s travel voucher management system based on ArkCase and Ephesoft was a huge step forward compared to the previous and outdated system.

“With the efficiencies that this system brings, it will reduce any work stoppage or delays in getting travel vouchers to the AFFSC. Previously we had to scan the documentation, connect to a virtual private network, encrypt it all and then send it up to AFFSC,” said Master Sgt. Crystal Doepker.

Thanks to ArkCase and Ephesoft, Armedia’s solution works reliably and securely without employees having to use VPN. There is no longer the need for proprietary encryption or batch loading. The travel vouchers are now delivered within minutes to AFFSC, compared to hours by the previous system.

In a casual conversation with a USAF staff, the small but lean Armedia team has made huge efficiency improvements in the big USAF.

About Armedia & The Technology

Armedia, LLC is an industry leader in enabling businesses and service providers to transform their operations and deliver Information Technology as a Service.

As a small veteran-owned business, Armedia used ArkCase and Ephesoft to deliver an agile solution and solved a big problem for the USAF.

Ephesoft offers advanced scanning software solutions that help organizations run more efficiently by increasing the accessibility and searchability of their digitized data. All of this by automatically classifying, separating, sorting, and extracting data from scanned documents.

ArkCase is an open-source case management software. It integrates leading solutions like Alfresco, Ephesoft, Snowbound, AWS etc. ArkCase is a proven solutions development platform for cost-effective software solutions.

How Armedia Built a Cost-Effective Solution

As the technical and security requirements by the USAF are strict, Armedia needed to find a solution to easily, quickly and securely scan, digitize and transfer sensitive data, that can be accessed from different locations, using different technologies. This is why we decided to use Ephesoft.

Unlike other scanning applications, Ephesoft scanning software is easy to integrate with other software and applications.

Ephesoft removes the need for most manual data entry which increases the time employees have on doing more important tasks.

Ephesoft scanning software

This scanning software generates better accuracy, compliance, and customer satisfaction by improving business processes and workflow.

In addition, you can access Ephesoft anytime, from anywhere whether the system is deployed locally or in the Cloud. Both Amazon Cloud and Microsoft Azure have certified Ephesoft.

After the documents are scanned they enter the Ephesoft software and are recorded and classified according to the information contained in the document.

From there they enter the ArkCase case management software where they are recorded as any other electronic document and further managed as such.

ArkCase case management software

The ArkCase software also allows editing and co-editing of documents and enables dynamic search and reporting.

With ArkCase, each voucher request is further processed as any other case. This means that each request has a start date, an end date, and a set of people who will create, review, approve and use each voucher. Each step along the way, the system creates Activity and Change Logs for each case.

Using off-the-shelf open source solutions, Armedia managed to build a travel vouchers management system that perfectly fits the needs of the USAF.

Although a small business, Armedia makes huge efforts to satisfy the needs of big organizations like USAF. And with the help of  ArkCase and Ephesoft, Armedia has been doing this successfully for years.

Conclusion

The big USAF decided to trust the small, veteran-owned Armedia to modernize and streamline their travel vouchers management. Their faith was not misplaced.

Thanks to Armedia’s extensive experience, the small, lean team provided a custom, cost-effective travel vouchers management system for USAF.

Using proven technologies like ArkCase and Ephesoft, Armedia’s solution helps the USAF improve efficiency in managing travel vouchers.

If you have any questions on this subject, please do not hesitate to contact Armedia.