IT-Blocks Backlog Scanning System (IBBSS)

IT-Blocks Backlog Scanning System (IBBSS)

IBBSS is a product designed especially for Backlog conversion projects. The first version of IBBSS developed in 2007. IBBSS has been used ever since 2007 in several backlog projects by IT-Blocks at various customers with different needs. More releases of IBBSS have been developed before the latest version that is used by SBM at the Saudi Ministry of Water and Electricity. Other releases have been used in Commercial International Bank of Egypt and Saudi Real Estate Development Fund.

System Setup

The system setup module is where all system parameters are configured. Different workflow parameters and data entry parameters are all configured using System Setup module. Standard parameters such as database schema, the path for destination ECM that will be used for uploading the files in the Upload module and others are also configured in System Setup module.

Document Setup

The Documents Setup module is where document types are registered in the system and the standard structure of each document type. This module is responsible for creating the folder structure where images reside after being scanned. Besides, using Documents Setup module, users define the required indices of each document type that are used for creating the database that will be filled during indexing stage. Documents Setup is also the main input for the Indexing module to apply needed validations in the indexing field.


The Scanning module is the module that deals with scanning images, moving them to the required folder structure, and doing quality control and verification checks on the number of images scanned compared to the number of pages of each document that is registered in the Documents Setup module


The Indexing Module is where data entry and data verification screens are generated based on the needed indices that are registered in the Documents Setup module. The Indexing module also generates data validation rules on each field based on the same source. In the Indexing module, the scanned images of each document may be displayed next to the data entry screen to extract data from images, verify entered data with real data on images and quality control on the quality of image scanning. With some configurations, Indexing module can be setup to allow for double data entry concept in the case of higher quality levels needed

Quality Control

Quality Control module is designed to allow quality team members and customer to review scanned and indexed documents and approve or reject them. In the case of rejected documents QC, users record what the reason for rejection is and submit them back to either scanning or indexing teams. Any approved document is marked as approved by QC team or approved by the customer. In some cases QC module is configured that documents that are not reviewed within a certain period are approved by the system due to timeout. Documents that are approved by the system are marked differently from those approved by the users for reporting and auditing reasons

User Management

User Management is the module where different users of the system are recorded together with their system roles in the project. Based on this definition system users are only allowed to view the documents that are working on at any time of the project. Only two roles are allowed to view all files and these are the Project Manager and Customer Project Management

Process Management & File Tracking

This is the main system interface where each system user logs into the system and views the files that are assigned to him at that time. Using this module, the PM can view all registered documents in the system with all their status and properties. He starts by routing files to project team each based on his role and availability. Using this module PM can manage the whole project team, follow up on delays, overloads, etc…

When any other user logs into the system he views similar interface but just containing the documents that he is assigned to work on at the time. When he finishes working on a document, he just routes it back with a newly finished status.

Since this module is used mainly for file tracking through the project, the module has an option to have a special field for Files locations and thus physical tracking. otherwise files locations are defined as with the user who is assigned to work on them.

This module is also used by the customer for QC and follow up reasons. They are shown the same comprehensive interface, yet with their corresponding functionality.

This module is also the module responsible for logging every action of each file/document. Logging includes time, user, action, etc…


The Uploading module is an integration module where IBBSS has an especial version for the destination ECM. For now, IBBSS only supports FileNet P8, DB2 CM and MS- SharePoint repositories. The uploading module maps the documents indices to their corresponding document classes in the ECM, checks compatibility and then migrates data and images from IBBSS to the ECM. The Uploading module has some parameters for how to deal with existing files in the repository such overriding, rejection and prompting.


IBBSS is equipped with a rich set of reports such as:
  • List of all files and documents
  • List of all files with status
  • List of files assigned to user
  • List of delayed files
  • Average time per status
  • Average time of processing per user