FAQs

Running PACE logo

  • Does PACE stand for something?  

PACE stands for Performance, Accuracy, Commitment and Engagement and are our cornerstones for success at Recordsforce!

  • I have PACE Admin/Production but not Data Capture.  Am I still able to get Billing and Performance Reports?

Yes!  If you have PACE Data Capture, the metric values for data entry tasks would be captured automatically.  If you are using a different system you would just retrieve those metrics from whatever system you are using and enter them into PACE manually for the Billing and Performance Reports.  

  • How do the Work Instructions provide additional compliance tracking?

When the tasks for a project are created in PACE, the user will have the option to set up Work Instructions. Work Instructions communicate the specifics of a task related to the particular project, such as folder name, image settings, whether or not to scan a transmittal sheet, how the documents are to be separated etc.  When an employee starts a task for a project for the first time, the Work Instructions will be displayed on the screen and the employee must read and acknowledge them before they will be allowed to continue. 

If updates are made to any Work Instructions, employees will again be prompted to acknowledge the updates before starting the corresponding task. This creates an audit trail showing the employees and date(s) of acknowledgement.  In addition, the system captures the reason for any updates and who the creator/approver was for original and updated Work Instructions.

  • How difficult is it to make adjustments when employees forget to punch in or start/end a task in the system?

We know mistakes happen and have made these types of adjustments quick and easy!  In the Time Clock Edit Screen you can adjust Time Clock Punches, Break Times and Random Task Times.

Similarly, in the Work Queue Screen you can adjust Task Times and also edit metrics.  Did someone log into the wrong task but not realize it until they had completed it in PACE?  No problem, you can make those corrections too!

  • How does PACE help me manage my staff?

One of our favorite parts of PACE is the Work Queue Screen which shows what project and task every employee is working on and at what time they started it.  You can even see who is on break or in a check in meeting.  This information is crucial in increasing productivity and making sure everyone is in the right place at the right time!

  • Can I use PACE for timekeeping?

Yes.  PACE is a great tool for timekeeping.  PACE Production and Data Capture send the timekeeping punches to PACE Admin where they can be viewed, edited and used for payroll.  

  • Do I need to have a specific scanner to use PACE?

No.  As long as you are able to send the scanned folders/files into a folder where PACE can access them, you do not need a specific scanner.

  • How do I use PACE for project billing?

You would set the pricing to the associated metrics when you set up the project.  For example, if you wanted to charge .01 per image you could assign the image metric to the scan task.  The scanning associate would be prompted to enter the total images scanned into PACE after logging the scan task as complete.  For a PACE Data Capture task such as Index, you could assign the metric Keystroke Count at .05 to charge per keystroke.  A PACE Data Capture metric is automatically calculated and does not need to be entered by the data entry employee.  You are then able to run Billing Reports in PACE which include the breakdown of cost by task and metric.

  • What is the difference between a Batch/Container/Package/Document and Page?

These are all terms used to group a project into smaller pieces for  processing.  If you receive a shipment of 10 boxes it would make sense to call that a Batch, collectively.  Each individual box could be referred to as a Container.  In paper processing, we often scan the individual Containers so more than one person can be working on the Batch at the same time.  

In this case, each scanned Container has multiple folders with a varied number of pages.  When we import the scanned work into PACE Data Capture, we determine how to separate or “group” the files based on the specific project.  

A Package is how we refer to a group of items to be worked by a single data processor.  If you have multiple folders with many pages to be indexed, you may decide to import each folder as a Package.  If there were 50 Folders in the Container, you would have 1 Container with 50 Packages in PACE Data Capture.  Several data processors could work simultaneously on different Packages in the same Container.

A Document contains individual Pages that have the same Indexing values.  Often a Folder and a Document are the same thing. 

  • What is the difference between a Batch ID and a Batch Title? 

A Batch ID (or Container ID/Package ID) is a unique system generated number. A Batch Title (or Container/Package) is a sequential number for the specific project.  Projects start with Batch Title 1 followed by Batch Title 2 and so on.  Each Batch has both a Batch ID and a Batch Title.

  • What is a Random Task?

In PACE, we have “Regular Tasks” (simply known as “Tasks”) and “Random Tasks”.  A “Task” is a step in the process of completing a project. For example, Paper Prep, Scan, Scan QC, Import, Index, etc. are all “Tasks”.  A “Random Task” is an activity that is necessary, but not directly related to a project workflow.  For example, Mail Opening, Team Meetings, Auditing, and Ordering Supplies are all “Random Tasks”.  

 

  • What is a SME queue for? (and what is a SME anyway?)

SME stands for Subject Matter Expert.  If a Data Entry Technician has a question about processing a document, they can enter a comment or question and send it to the SME queue.  A designated SME (typically a supervisor) will check the SME queue periodically to review the documents and questions.  The SME can enter a comment and send the document(s) back to the work queue to be processed as appropriate.

 

  • What is the difference between a task and a metric?

A “Task” is a step in the document processing flow, as described in question one.  Common “Tasks” are Paper Prep, Scan, Import, ePrep, Index, QC and Export.  Metrics are used to measure tasks.  For a Scan task, you could have metrics for Document Count, Image Count and Time.  For Index, you might use metrics like Hand Key Count and Page Count.  Metrics allow you to track employee performance, as well as calculate billing.

 

  • Is PACE Data Capture part of PACE Admin/Production?

Yes.  PACE consists of three pieces of software that work together.  PACE Admin is where supervisors set up and manage employees, customers and projects.  PACE Production is used by paper operations employees to clock in/out, start and stop tasks, as well as review work instructions and standard operating procedures. PACE Data Capture is the software for data entry employees, used to ePrep, Index and QC documents, and has an included timeclock.  

 

  • How do I know whether to use PACE Production or PACE Administration? 

PACE Production is for starting/pausing/finishing paper operations tasks, clocking in and out, viewing your timecard, and viewing documentation. Creating/Receiving batches happens in PACE Production by someone who has been granted that specific access.

PACE Admin is for managerial functions such as setting up employees, customers projects, creating/revising Work Instructions, editing time cards and batch details, creating customer tasks and metrics and viewing reports.

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