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Shipment Tracking Automation Through the Global Supply Chain
Overview
A global healthcare technology leader receives Excel files from several global supply chain vendors containing shipment tracking information. Each vendor has slightly different file formats and sends multiple files a day with information. Previously the emails were sent directly to an individual team member to review and process as each file arrived. This manual process included updating the SAP delivery and shipment numbers with the information provided. In some cases, incomplete data was provided by the vendor and additional lookup of data was needed within SAP. This required about 2 hours of time to manually process each of these files throughout the day.
Because the files were sent directly to individual team members, there was no visibility across the department. Consequently, if a team member was out of the office, processing the data was sometimes delayed. The Fortune 500 global leader realized they needed to implement a level of automation to the management of the files and the updates to SAP.
Key Challenges
One of the organization’s key challenges was a high demand resource spending 10 hours a week performing manual tasks. Other challenges the global leader faced were:
Manually processing emailed vendor files
Email visibility was dependent on employee being in the office
Manually updating SAP
Missing or inaccurate data
Results
Using a business process automation platform, the CPS team developed a solution. Ultimately, the automation implemented now pulls attachments from a central inbox, extracts information from a file, queries SAP for missing data, and then loads required tracking numbers into SAP. Additionally, by automating their shipment tracking process, the solution has resulted in:
- Access to a central management email inbox for multiple vendor’s files.
- Reduction of effort spent managing tracking numbers for deliveries and shipments in SAP.
- Ability for a team member to review records that contain issues and can’t be processed automatically.
- Reduction of manual data entry errors.
- Additional time for value-added work to be performed.
- Implementation of a scalable process that can be repeated and leveraged as additional global supply chain vendors are brought into the program.
520+
hours saved annually
100%
visibility into shipment tracking process
100%
reduction in non-value-added work
$25K
annual FTE cost savings
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