Faisal <> Sunny

## **Summary** The meeting focused on improving and streamlining operational processes for bill processing, credential management, and system automation. Key discussions revolved around integrating new data sources, fixing foundational data issues, and establishing new workflows to reduce manual intervention and reactive operations. ### **Arcadia Bill Processing and Data Integration** The core discussion centered on the ongoing integration with Arcadia for automated bill retrieval. While initial data pulls have been completed, the team is grappling with the lack of robust tracking and metadata from Arcadia, which complicates identifying what has been successfully processed. The immediate plan is to continue periodic, filtered data pulls from Ascension, accepting some risk of duplicates, while working to implement a more permanent webhook solution with Arcadia for future data. The goal is to establish a process where Arcadia consistently provides metadata, reasons for failures, and processed data, shifting the team from a reactive "catch-up" mode to a proactive management stance. ### **Operational Workflow and DSS App Enhancements** A significant operational shift was planned to clear a backlog of bills stuck in the DSS application. Over 300 bills are currently awaiting operator review due to failed automated checks, such as missing dates. To address this, a new dedicated page within the DSS app will be created to centralize this review work. DS operations staff will be tasked with actively reviewing and correcting these bills within the DSS system itself, rather than pushing them to another system, to preserve data integrity and audit trails. Training and rollout for this new workflow are scheduled for the following week. ### **Vendor Code Mapping and Data Integrity** A critical data integrity issue was identified regarding vendor code mismatches between the DS and UBM systems. Only 4,200 out of 10,000 DS vendor codes have corresponding matches in UBM, which is causing validation failures and requiring extensive manual fuzzy matching. This gap undermines the ability to accurately process bills and match credentials. The immediate action is to verify the existence of a master mapping list and task the team with creating a definitive and accurate mapping between DS vendor codes, UBM vendor codes, and Arcadia provider IDs. Access to UBM tables has been provisioned to facilitate this work. ### **Credential Management for Arcadia** The process for managing customer credentials sent to Arcadia was reviewed. A major challenge is the manual and time-consuming review of credential accuracy before submission, a process that is not scalable. With approximately 9,000 unique credentials in the system, the team is evaluating how to best transition credential management to Arcadia's platform, for which they are already paying. The focus is on establishing a process where errors are flagged back to the team for correction and ensuring that credential changes over time are tracked and managed systematically, moving away from one-time CSV uploads. ### **Automation of Email Invoice Processing** The need to automate the processing of invoices received via email was highlighted as a key opportunity to eliminate a manual, reactive step. Bills are currently forwarded to a shared mailbox where they can be overlooked, creating backlogs. The proposal is to implement an automation that monitors specified email inboxes, extracts PDF attachments, and feeds them directly into the DSS processing queue, similar to how FTP files are handled. This would provide visibility into the volume of email-sourced bills and ensure they are not forgotten, requiring confirmation of access rights to the relevant email accounts. ### **Build Template System Overhaul** The conversation detailed a major initiative to overhaul the "build template" system, which defines how bill data is interpreted. Currently, the system allows AI to create new templates when none exist, leading to inconsistencies. The new strategy is to make the build template a mandatory, dynamic instruction set for the AI. For new customers, operations staff (DS Ops) will set up accurate templates based on initial bills, possibly with AI-assisted generation for a first draft. Crucially, the system will be changed so that if no template exists, processing stops for manual assignment, ensuring data quality. Enhanced capabilities to add, edit, and audit template changes are being implemented to give DS Ops full control and visibility. ### **SOC2 Compliance Kick-off** The kick-off call for the SOC2 compliance project was held. The process will involve collaboration with the parent company's (Constellation) team, as the compliance framework rolls up to the larger organization. Initial steps involve setting up necessary accesses and clarifying the scope, including confirming which privacy policies apply to the various platforms in use.