Revolutionizing Manufacturing Industries with Power Automate
Our client is a leading electronics manufacturer with a big employee base, handling complex equipment. The complex procedures were plagued with manual data handling which included complicated processes. The possibility of human errors hampered the swift flow of business operations.
There was a need to streamline processes to enhance productivity and reduce delays in processes.
Client Vision
The client, a large electronics manufacturing firm, was struggling with process delays. Lack of efficiency and low productivity of employees due to handling tedious, manual data handling tasks. The firm had to deal with many vendors and needed smooth data handling to keep track of incoming raw materials and machinery. Effective inventory management was necessary to keep track of the stock of goods available.
The challenges
Delays in Processing Purchase Order
One of the main tasks of the procurement team is processing a purchase order. Manually processing a purchase order was a complex and time-consuming task where the employees had to invest time in checking the demand and stick availability, making manual approvals and tracking.
Complicated Supplier Management Process
Onboarding suppliers and managing them was another complex procurement process which needed automation. The procurement team spent a considerable amount of time collecting supplier information and processing the onboarding documents.
Complexities in Invoice Processing
Extracting invoice details, matching them with purchase orders and receipts, and facilitating approvals manually made the process of accounting and invoice processing complicated.
Difficulties in Contract Management
A manual Contract reviewing and monitoring process is hectic and time consuming, arising the need for automation to cutdown time to free up workforce for more value-added operations.
Ineffective Data Analysis and Management
It was the need of the hour to effectively and timely analyze procurement data to bring efficiency in work processes.
Complexities in Customer Onboarding
Excessive delays in the customer account creation process and document verification were time-consuming and affected the customer experience.
Issues Related to Customer Inquiry Management
Late replies to customer queries affected customer experience and loyalty. This also resulted in losing existing customers.
Delayed Complaint Resolution
Manual customer complaint resolution method was back dated. It caused unnecessary delays as employees can manually the status of resolution and update the customers about updates.
Difficulties in Sales Order Booking
Manually extracting details from purchase orders via CRM or webforms delayed the sales order booking process, making it more complicated.
Ineffective Lead Generation Process
The company also followed a manual and time-consuming process to generate leads.
Lack of Strategic Report Generation and Analysis
The sales report generation and analysis were also delayed due to hectic data extraction process from several data sources such as sales databases, CRM and more.
Low Employee Productivity
Managing manual repetitive tasks took a significant amount of time, resulting in low employee productivity.
Tendency of Human Errors
Paper-based human works data entry tasks were prone to human errors which resulted in low-quality work.
Ineffective Data Collection and Management Strategy
Lack of Comprehensive Data Visibility
Without automation, the firm was unable to transfer data from one system to another smoothly. Thus, there was no comprehensive data visibility to streamline workflows.
Complexity in Data Collection and Analysis
The manual data collection process was full of complexities with chances of errors which further hampered production, inventory management, and delivery processes.
The Solution
Improved Sales Order Booking
We integrate RPA to automatically create purchase orders based on the demand & stock availability, validate & trigger for approvals, and track them.
Simplified Supplier Management
We used RPA to automate the collecting and validating process of supplier information & their mandatory documents to onboard. The company could also utilize automation to manage communication with suppliers and track performance metrics.
Easy Invoice Processing
The invoice processing and accounts payable the procurement department of business can automatically extract the invoice details, match them with purchase orders and receipts, and facilitate approvals.
Streamlines Contract Management
ConvexSol also integrated automation in the contract management process allowing businesses to automatically review and monitor contracts. Automation also further help in tracking the renewals of contracts and compliance, contact milestones, and alerting the procurement team to take necessary action.
Effective Data Analysis and Reporting
RPA also facilitated easy collection and analysis of procurement data from multiple sources for generating insights and reports.
Easy Customer Onboarding
We automate the creation of customer accounts, profile setup, and initial service configurations to ease customer onboarding.
Simplified Customer
We used RPA to instantly respond to frequently asked questions (FAQs) using chatbots or email templates.
Faster Complaint Resolutions
Integration of RPA also help in Triggering pre-defined resolution workflows for common issues and update customers on progress.
Easy Sales Order Booking
RPA was added to automate sales order booking. This helped the business to automate this booking process by extracting details of the Purchase Orders from CRM, emails, or webforms. This information can further be added automatically to the sales order management system.
Effective Lead Generation Process
RPA also streamlined the process of generating leads by scraping data from multiple sources such as websites, social media as well as industry directories.
Strategic Report Generation and Analysis
We further used RPA to automatically collect data, allowing businesses to follow a standard report format, analyze trends and distribute reports to stakeholders.
Reduced Manual Work
We utilized Power Automate to automate repetitive, routine tasks of the client’s business. This saved a considerable amount of time as tasks like updating about changes in inventory or delivery system were informed automatically to different teams. This helped team members to give more attention to urgent or value-adding tasks.
Improved Work Quality
Manual paper-based processes were automated by integrating Power Automate into existing processes. These reduced the chances of errors and brought clarity to work, improving all over work quality.
System Integration to Provide More Visibility
We connected Power Automate with existing systems and applications of the business. This helps streamline data and get comprehensive data visibility to the firm’s workflows. Integrating different systems with Power Automated automized various processes like the order data from the firm’s e-commerce platform was automatically imported to the inventory system.
Simplification in Data Collection and Analysis
Integrating automation made data collection easy and error-free. It further facilitated data analysis which was necessary for future improvements in processes.
Impact & Results
Automized Workflows
Considerable Manual Work Reduction
We used Power Automate to create workflows for automatically tracking sales data and updated the same to the inventory management system of the firm. This helped in reducing the paper-based data entry work by 50 %. It also helped in improving accuracy in inventory management by up to 30%, improving customer satisfaction and reducing the chances of stock-outs.
Bill of Materials
The BOM allows employees to use the recorded data for old product upgrades and new product creation. Power Automate robots fetched the information of specific products and replicated the steps of employees to generate an error-free BOM. This further facilitated the process of new product creation.
Improved Decision Making and Communication
Automatic Distribution and Productivity Reports
Another effective result of integrating Power Automate had given, was digitizing the creation and distribution of reports. Reports were created and distributed automatically among administrators as well as team members, reducing the time for report generation by 75%. Automating the report generation process further fostered better visibility of the production performance by 50%, streamlining decision-making and continuous improvements.
Improved Customer Communication
We created a workflow using Power Automate to send mail or notifications to vendors and customers. Vendors were automatically notified about raw materials requirements, while customers got automatic updates about product delivery and shipment. This improved vendor communication and customer satisfaction by 90%.
Final Thoughts
This case study on implementing Power Automate in our client’s electronics manufacturing business reflects how automating workflows improved employee productivity and reduced errors in manual processes. We helped in inventory management by using automation to update sales data automatically. Automation also helped in generating error-free BOM, streamlining decision-making, and improving communication with vendors and customers.
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