Active Projects

1. • Business Context: A retail company receives invoices in various formats.
   • Challenge: Manually extracting data from PDFs and scanned documents.
   • Solution:
     • Screen Scraping: Extract data from different formats.
     • OCR: Convert scanned text into machine-readable data.
     • Benefits:
       • Efficiency: Faster invoice processing.
       • Error Reduction: Minimises manual input mistakes.

1. • Business Context: A telecom operator needs to send regular connectivity reports.
   • Challenge: Manual report generation and distribution.
   • Solution:
     • RPA Bots: Auto-generate reports based on predefined criteria.
     • Email Automation: Send reports to relevant stakeholders.
     • Benefits:
       • Timeliness: Reports are sent automatically.
       • Consistency: Standardised reporting.

1. • Business Context: An online retailer wants to stay competitive.
   • Challenge: Tracking competitor prices in real-time.
   • Solution:
     • RPA Bots: Monitor competitor prices on e-commerce websites.
     • Dynamic Price Adjustment: Implement price changes based on competitors’ moves.
     • Benefits:
       • Agility: Swiftly adjust prices to match or undercut competitors.
       • Profit Optimisation: Optimal pricing strategy.

1. • Business Context: A Government Department wants to streamline their receipt and invoice reconciliation process to ensure accurate financial records and efficient operations.
   • Challenge:
     • Manual Matching: The finance team manually compares goods receipts (GR) against invoices, which is time-consuming and error-prone.
     • Discrepancies: Incorrect quantities, pricing errors, or missing documentation cause discrepancies.
   • Solution:
     • Three-Way Matching:
       • System records PO approval, goods receipt (GR), and invoice arrival.
       • If everything matches (correct quantity, price, items), no further authorisation needed.
       • Discrepancies require investigation.
     • GR/IR Account:
       • Most goods and invoices posted to a Goods Receipt/Invoice Receipt (GR/IR) control account.
       • When goods arrive:
         1. GR/IR account credited.
         2. Stock or cost account debited.
       • When invoices arrive:
         1. GR/IR account and tax accounts debited.
         2. Vendor account credited.
     • Resolution Steps:
       • Matching Scenario 1 (PO=GR=IR):
         1. Debits and credits in the GR/IR account match.
         2. Use Clear Open Items app to automatically clear matching items.
       • Matching Scenario 2 (GR < IR):
         1. Balance exists in GR/IR account due to more invoiced than received.
         2. Use Monitor GR/IR Account Reconciliation app to analyse balances.
         3. Drill down to reconcile specific items.
     • Benefits:
       • Efficiency: Faster reconciliation process.
       • Accuracy: Reduced manual errors.
       • Standardisation: Consistent accounting practices.
     • Conclusion:
       • By implementing automated receipt and invoice matching in SAP our Client achieves better financial control, minimises discrepancies, and improves procurement efficiency

Business Context

Our client, a well-established transport company, operates a complex network across multiple regions, relying heavily on a streamlined approach to handling its accounts payable (AP) operations. As the company expanded, so did the volume of invoices and financial transactions, necessitating a scalable and efficient solution to manage increasing demands without compromising accuracy and speed.

Challenge

The client’s accounts payable team was burdened by the manual task of extracting invoice data from email attachments and entering these details into their AP software. Each invoice required manual checks to ensure it matched the corresponding purchase orders, a process consuming approximately 30 full-time equivalent (FTE) hours each week. This not only slowed down operations but also increased the likelihood of human error, affecting financial reporting and vendor relationships.

Solution

Better Business by Design was tasked with transforming the client’s AP processes using Robotic Process Automation (RPA). We developed an RPA solution tailored to automatically handle tasks that were previously done manually:

1. Invoice Receipt and Data Extraction: The RPA bots were configured to monitor the AP email inbox, automatically downloading invoice attachments in various formats.
2. Data Entry and Verification: Using Optical Character Recognition (OCR) technology, the bots extracted relevant data from the invoices and entered it into the AP software.
3. Matching Invoices to Purchase Orders: The RPA system was programmed to cross-reference invoice details with existing purchase orders in the system, ensuring accuracy and completeness.
4. Exception Handling: In cases where discrepancies were detected, the RPA bot flagged the invoices for manual review, thereby reducing the workload involved in error handling.

Benefits

The implementation of RPA in accounts payable processing brought significant benefits to the transport company:

1. Time Savings: The RPA solution saved approximately 30 FTE hours per week, which were reallocated to higher-value tasks, enhancing productivity and employee satisfaction.
2. Accuracy and Compliance: Automated data extraction and entry significantly reduced human errors, ensuring accuracy in financial documentation and compliance with auditing standards.
3. Cost Efficiency: By automating routine tasks, the company reduced operational costs associated with manual invoice processing.
4. Scalability: The RPA solution easily adapates to increases in invoice volume without additional human resource investment, providing a scalable tool that grows with the company.

Conclusion

The strategic implementation of Robotic Process Automation revolutionized our client’s accounts payable process, transforming it from a cumbersome, error-prone operation into a streamlined, efficient, and accurate function. This case study showcases how Better Business by Design, through innovative technology solutions like RPA, can significantly enhance operational efficiency and accuracy in critical financial operations, setting a precedent for future automation projects within the transportation sector and beyond

Business Context

A large corporate organisation faced significant challenges managing file storage across SharePoint, Microsoft Teams, and OneDrive. With a sprawling digital landscape, redundant data accumulation led to unnecessary storage costs and inefficiencies in data management.

Challenge

The primary challenge was the extensive amount of duplicate files across the organisation’s digital storage platforms. Redundant files not only consumed excessive storage space but also impeded productivity, as employees navigated through vast amounts of unnecessary data to find relevant documents. The manual process to identify and remove duplicates was time-consuming and prone to error, further compounding the issue.

Solution

Better Business by Design implemented a Robotic Process Automation (RPA) solution tailored to streamline the de-duplication process. The RPA bot was designed to scan SharePoint, Teams, and OneDrive for duplicate files using four key parameters:

• Filename
• File metadata (creation, modification dates)
• File size
• File hash (to identify identical content irrespective of file name or metadata)

The bot automatically identified duplicates and executed predefined actions based on organisational policies, such as retaining the latest version or the version with the most extensive metadata. Crucially, the process was set to run during off-peak hours to minimise impact on network performance.

Benefits

The implementation of the RPA de-duplication process brought about substantial benefits, including:

– Reduced Storage Costs: The organisation saw a 22% reduction in storage use, directly lowering the costs associated with additional storage capacity.

– Enhanced Productivity: Employees saved significant time previously spent navigating through and managing redundant files, allowing them to focus on more critical tasks.

– Improved Data Management: With fewer duplicates, data quality improved, leading to better data-driven decisions and reduced potential for errors.

– Increased Compliance and Security: Streamlined file management reduced data clutter, minimising the risk surface for security breaches and ensuring better compliance with data management policies.

Conclusion

The ROP-powered de-duplication initiative by Better Business by Design markedly enhanced the organisation’s digital environment by optimising storage management and improving operational efficiencies. This case study underscores the potential of RPA in transforming data management practices, offering a scalable solution to one of the modern enterprise’s most pressing challenges. The success of this project demonstrates how strategic implementation of automation can lead to significant cost savings and productivity gains.

Seamless Transition to Microsoft SharePoint for a Government Department

Business Context

A prominent government department, responsible for managing critical public services and vast amounts of data, was facing the limitations of an outdated hosted storage solution. The need for a more robust, secure, and collaborative platform was pressing, given the extensive use of over 60,000 Excel files containing essential data and internal links. The department decided to transition to Microsoft SharePoint to address these needs. To facilitate a seamless transition, the department partnered with Better Business by Design (BBBD), renowned for its expertise in data management and strategic change implementation.

Challenge

The primary challenge was to transition over 60,000 Excel files, many containing critical internal links and complex data structures, within an 8-week timeframe. Additionally, it was crucial to manage substantial data duplication, ensure minimal disruption to ongoing operations, and enable staff to adapt to the new system effectively.

Solution and Phasing

Phase 0: Preliminary Scoping Study

BBBD initiated the project with a thorough scoping study to establish a solid foundation:

– Data Analysis: Assessed file types, volumes, and priorities.

– Stakeholder Analysis: Analyzed concerns, needs, and influence of all affected parties.

– Communication Strategy: Formulated clear messages detailing the transition’s purpose, benefits, and expected outcomes.

Communication and Change Management Plan (CCMP)

A robust CCMP was essential to manage the human aspects of the transition:

– Stakeholder Engagement: Regular updates via emails, workshops, and town hall meetings.

– Change Champions: Identified influential individuals within the department to advocate for the transition.

– Feedback Mechanisms: Established channels to capture and respond to employee concerns and suggestions.

– Training and Support: Comprehensive training and support plans ensured staff developed proficiency with the new system.

Phase 1: Initial Migration to SharePoint

The data migration process began, informed by the insights from the preliminary study:

– Deployment of RPA bots to prioritize and migrate critical data sets to SharePoint, ensuring minimal disruption to operations.

– Existing files on the old system were rendered read-only before the final shutdown.

Phase 2: Updating Internal Links

Updating over 60,000 Excel files with internal links was a critical task:

– RPA bots were programmed to locate and update internal links at a rapid pace of 5 seconds per file, maintaining continuous access to essential documents.

Phase 3: De-Duplication of Files

Addressing data duplication was vital for optimized storage:

– RPA bots intelligently scanned and deduplicated files, consolidating duplicates into master versions and replacing them with links, thereby enhancing data integrity.

Phase 4: Metadata Creation to Optimize Structure

Improving data retrieval and management was a priority:

– RPA bots analyzed documents and assigned appropriate metadata tags, significantly enhancing SharePoint’s organizational architecture for more intuitive data management.

Phase 5: Training and Support

Post-migration, BBBD focused on training and support to ensure a smooth transition:

– Comprehensive workshops and hands-on training sessions were conducted, enabling staff to adapt quickly and become proficient with SharePoint.

– Ongoing support was provided to address any issues or questions.

Phase 6: Ongoing Information Management Consulting

BBBD’s commitment extended beyond the initial transition:

– Development of governance policies based on scoping study insights.

– Continuous use of RPA bots to ensure data integrity and policy adherence, maintaining high standards of information management.

Benefits

– Reduced Disruption: Strategic planning and RPA bots ensured minimal impact on departmental operations during the transition.

– Enhanced Collaboration: SharePoint facilitated improved productivity and collaboration among the department’s staff.

– Data Integrity and Accessibility: The de-duplication and metadata tagging processes optimized data retrieval and management.

– Proficient Workforce: Comprehensive training and ongoing support enabled staff to adapt rapidly and proficiently use the new system.

– Governance and Compliance: Continuous management consulting provided robust data governance and regulatory compliance.

Conclusion

The government department’s transition to Microsoft SharePoint, expertly managed by Better Business by Design, demonstrates the effectiveness of combining technical automation with strategic change management. Proactive measures and meticulous planning ensured a smooth data migration, efficient updating of Excel links, and comprehensive employee training and support. BBBD’s approach transformed potential challenges into opportunities for enhanced productivity and modern, efficient working practices.

For more information on how Better Business by Design can assist your organisation with similar projects, please contact us