PROJECT: 1 SCM Documents to Digitalization and Dashboard

Business Objective:

Raw materials need to be procured from supplier and to be processed into finished goods. The finished goods should be handed over to direct sales department / customer.

Scope:

In business we have a lists of documents (the documents list mentioned in below image for reference) involved in the process of Inbound logistics , Outbound logistics and sales. Manual recording and maintaining the documents seems to be a hectic process and reported several manual errors affecting the business operations. So, automation of the manual process will avoid manual errors and ensure smooth business flow.

Analysis tools used: Gap Analysis, Cost – benefit analysis, SWOT analysis.

Tools used for development: Jira, Confluence, RPA – UI Path, Alteryx & Power BI

Methodology & Framework: Agile, Scrum.

Timeline : 4 months

As Is Process / Existing system:

The existing process:

❖ Manually Entry of the data from the various records to the register.

❖ The registered Manual entered records are updated to the system

❖ The updated information was randomly verified by the Manager and approved.

❖ The system entered data are utilised by the Data Analytics team to project the insights to the Management

Image: As Is process- Existing Manual process with the documents

Gap Analysis:

• Manual Entry error happens often during entry in registers.

• Typo error which in turn misleads the logistics document availability.

• Verification is done only on random samples by Manager but not on all data, so the validation is not fool-proof.

• The Data Analytics insight might end up wrong since the data inputs are not 100% correct due to manual errors

To be Process / New System:

❖ The documents should to be scanned and uploaded to the specified location in the server

❖ Using Robotic Process Automation – UIPath, the scanned pdf documents will be read and gets converted to excel and the table data will be stored to server.

❖ The stored data in the server will be cleaned to a common format using Alteryx and it is further converted to dashboard using Power BI, based on ETL logics.

Benefits:

• Manual entry and errors are arrested.

• Short Duration

Limitations:

• The standard documents format should not be changed, if there is a change, system process also needs to be updated with the new format.

All the required documents need to be updated in the requested server to initiate the process, if not system will not initiate the process.

Out Of Scope:

Supplier document formats needs to be maintained by the management team. If there is any change in the suppliers document format, it should be intimated to the technical team for RPA system acceptance format change.