Streamlining Aviation Document Management with SysConnect at United Aerospace Corporation
United Aerospace Corporation (UAC), headquartered in Miramar, Florida, with global offices, plays a critical role in servicing major shipping companies, including an exclusive contract with FedEx. Managing high volumes of documents, such as service histories and invoices, across its global operations posed significant challenges, particularly with the need to coordinate its JD Edwards World ERP system, running on an AS/400 mainframe, with diverse customer requirements. Manual processes were inefficient, error-prone, and hindered accessibility. By implementing FabSoft’s SysConnect and its built-in Archive connector, UAC transformed its document management, achieving seamless integration, enhanced accessibility, and operational efficiency. This comprehensive guide explores how SysConnect revolutionized UAC’s workflows, delivering precision, flexibility, and cost savings in a demanding aviation environment.
The Challenge of Document Management at UAC
UAC’s global operations required efficient document handling to service aircraft worldwide, ensuring critical documents like service histories and invoices were accessible and accurate. Customers often requested up to eight copies of a document, but only one needed to be stored in the Enterprise Content Management (ECM) system, with perfect indexing for easy retrieval from any browser. The legacy process involved manual printing, sorting, and storing, which was time-consuming and prone to errors. For example, processing 100 documents daily at 5 minutes each consumed 500 minutes (over 8 hours), costing approximately $40,000 annually at a $20 hourly rate. Inaccurate indexing or lost documents could delay aircraft servicing, impacting customer satisfaction and operational efficiency.
The need for a streamlined, automated solution was evident to meet customer demands, ensure data accuracy, and support UAC’s global accessibility requirements. SysConnect provided the answer, seamlessly integrating with UAC’s JD Edwards system, networked printers, and ECM.
Solutions Implemented by United Aerospace Corporation
UAC adopted FabSoft’s SysConnect and its built-in Archive connector to address these challenges. This solution created a seamless connection between the JD Edwards ERP system, the ECM, and networked printers, replacing outdated manual processes and pre-printed forms. SysConnect’s capabilities transformed document workflows by automating capture, indexing, and storage, ensuring precision and accessibility.
The Archive connector offered advanced functionalities, including:
- Auto-Sensing Document Numbers: Automatically organizes transactions into individual folders based on document numbers, simplifying retrieval.
- Searchable Fields: Allows users to define key fields (e.g., invoice number) for quick, browser-based access.
- Custom Summaries and Notes: Enables users to build summaries and notes using document data, enhancing usability.
- Secure PDF Creation: Generates searchable, locked PDFs with 100% clarity, ensuring professional output.
- Folder Definition: Customizes folder structures for organized storage.
UAC’s system administrator noted, “We have been trying for over one year to seamlessly connect our systems together and SysConnect did it in less than an hour.” This rapid integration, requiring minimal training or installation costs, empowered UAC to manage critical information efficiently.
Key Benefits of SysConnect for UAC
The implementation of SysConnect delivered transformative benefits for UAC:
- Significant Cost Savings: Reduced document processing time from 5 minutes to seconds per document, saving over 90% in labor costs. For 100 documents daily, this equates to $36,000 annually at a $20 hourly rate.
- Increased Efficiency: Freed staff to focus on high-value tasks like customer service or aircraft maintenance, boosting productivity.
- Enhanced Accuracy: Automated indexing eliminated errors, ensuring precise data retrieval for global operations.
- Global Accessibility: Enabled browser-based access to documents from any location, supporting worldwide aircraft servicing.
- Professional Output: Replaced pre-printed forms with high-quality, searchable PDFs, enhancing customer perception.
Quantifying the Impact
The financial and operational impact of SysConnect was substantial. Manual processing of 100 documents daily at 5 minutes each consumed 500 minutes, costing $40,000 annually. SysConnect reduced this to 25 minutes daily, saving over $36,000 per year per employee. Additional savings came from reduced errors, which could delay servicing or incur penalties, and eliminated pre-printed forms, lowering material costs. These efficiencies scaled across UAC’s global operations, supporting its role as a leader in aviation servicing.
Getting Started with Document Automation
Implementing SysConnect is straightforward with a phased approach. UAC started by targeting customer account statements, integrating the solution with JD Edwards and ECM. Staff were trained on the user-friendly interface, requiring minimal effort due to its intuitive design. Performance metrics (e.g., processing time, error rates) were monitored to optimize workflows, with plans to scale to other document types like service histories or compliance records. This approach ensures immediate results and long-term scalability.
Broader Implications for United Aerospace Corporation
As a key player in aviation servicing, with clients like FedEx, UAC’s adoption of SysConnect highlights its potential for broader application within the industry. The solution’s ability to integrate with legacy systems like AS/400 mainframes and deliver high-quality, accessible documents supports UAC’s global operations. By enhancing efficiency and accuracy, SysConnect aligns with the Volvo Group’s values of quality and innovation, positioning UAC as a leader in modern aviation workflows.
Conclusion
FabSoft’s SysConnect transformed United Aerospace Corporation’s document management, streamlining workflows, reducing costs by over 90%, and ensuring global accessibility. By automating document capture, indexing, and storage, it empowered UAC to meet customer demands efficiently and maintain operational excellence in 2025’s aviation industry.