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Shipper Portal Management Automation – Saved Hundreds of Man Hours

Challenge

The billing and documentation team was overloaded with the tasks of creating bookings and shipping instructions on the shipper portals following the frequent requests from the marketing and plant teams. They were overwhelmed with the data that needed to be fetched from emails, SAP and the PDF and Excel sheets (that needed to be parsed) sent to them per Purchase Order or Containers. Each entry to the shipper portal took the time in the range of 30 minutes to 1.5 hours depending on the line-items they received. This made the team unproductive and added the robot into the humans.

Solution

The solution was to take the robot out of the humans — from the documentation and billing team. The company engaged Auxiliobits Business Analysts and Solution Architects to define the Process Definition Documents for all the processes that needed to be automated. The documents had structured and semi-structured data that needed to be interpreted and read for further analysis and processing. Automating the processes after a certain degree of standardization made the team confident of the tasks being performed on time and efficiently, significantly increasing the capacity and accuracy of the team.

Outcomes

90% reduction in processing time
100% accuracy in transactions
Better and Efficient exception handling

CASE STUDY
HOW AN EXPORTER SAVED “HUNDREDS OF MAN-HOURS”EVERY WEEK BY AUTOMATING DAMCO SHIPPER PORTAL MANAGEMENT

Introduction

One of the world’s largest exporter of home textile and paper products manufacturer spent a lot of man-hours on various shipping portals like Damco, GTNexus, CenturyVMS etc. to create Shipping Instructions (Container Load Results CLR), Forwarder’s Cargo Receipt (FCR) and House Bill of Lading (HBL) for all the shipments it needed to export. Apart from this the Shipment and Freight booking was also to be made for all the Purchase Orders being fulfilled every week. Considering the volume of the export the team spent a lot of time every week collecting various documents and information to post that on the shipper portals. This caused the exporter to lose operational efficiency and pose scaling challenges considering the Covid scenario as well where work-from-home was imperative.

Challenges faced

The billing and documentation team was overloaded with the tasks of creating bookings and shipping instructions on the shipper portals following the frequent requests from the marketing and plant teams. They were overwhelmed with the data that needed to be fetched from emails, SAP and the PDF and Excel sheets (that needed to be parsed) sent to them per Purchase Order or Containers. Each entry to the shipper portal took the time in the range of 30 minutes to 1.5 hours depending on the line-items they received. This made the team unproductive and added the robot into the humans.

The Solution

The solution was to take the robot out of the humans — from the documentation and billing team. The company engaged Auxiliobits Business Analysts and Solution Architects to define the Process Definition Documents for all the processes that needed to be automated. The documents had structured and semi-structured data that needed to be interpreted and read for further analysis and processing. Automating the processes after a certain degree of standardization made the team confident of the tasks being performed on time and efficiently, significantly increasing the capacity and accuracy of the team.

AUTOMATED PROCESS

Human intervention got limited to exception handling and providing the robot the standard data to perform all the respective tasks.
The team sent individual emails to the dedicated email ids that were monitored by the robot, once the email was received the robot would trigger the processing, read and interpret the documents and would communicate back with the team regarding the success or exceptions while processing.

Benefits / Values Delivered

The automation of these processes resulted in the revenue growth

  • Near zero chances of skipping any transaction.
  • Improved process efficiency with minimal manual effort.
  • Improved SLAs for Purchase Order processing and shipping monitoring.
  • 100% accuracy in PO or Bookings processing. Human error was eliminated.
  • Team resources re-deployed on more productive and value-adding work.
  • Activity logs for process, risk and compliance processing.

Redeployment

of staff to more value added tasks

100%

accuracy and shipping portal booking and SI creation

90%

reduction in processing time

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