RPA Solutions

Delivery of Inventory and Sale Orders

Process Overview:

The process relates to the distribution and delivery of inventory and sale orders, where online orders are delivered to customers, and inventory is returned to vendors, or distributed between stores. As a high-volume retail organization, the number of deliveries scales according to customer demand.

RPA Solution:

The robot can process at a higher consistent rate than a user, allowing for significantly increased booking volumes. The automated cost threshold for manually sourcing delivery options has been lowered, allowing the robot to recoup value over more orders. The robot will scan several couriers for the cheapest quote and process the required delivery steps.

Robot will search several nominated couriers for the best quote, book the freight and send delivery labels to the relevant store.

Link: Click here for more info!

Managing Webstore Sale Orders

Process Overview:

Process relates to managing webstore sale orders, where orders are manually reallocated to the nearest valid Hub Store or Distribution Centre, subject to stock availability. This is an extremely manual and time-consuming process.

RPA Solution:

The robot replicates the existing process and performs all activities for this solution within SAP ERP. The robot processes approximately 1000 orders a day, allowing employees to focus on other valueadd activties. For the sale, the robot was able to work through the weekend to reduce the backlog of orders from several weeks, to only a small number of days’ worth of effort. It will also log transactions and exceptions to CSV and TXT files which will be stored locally and/or on a specified network location.

Link: Click here for more info!

Transfer of Grant and Contract Data Between Two Systems

Process Overview:

The process relates to the transfer of grant and contract data between two systems, RIMS (Legacy System still in use) and Grants (Strategic Grants Management System – Peoplesoft).
Data is this case is financial records relating to the payment of grants from various sponsors.
RIMS a legacy system which is still in use, does not integrate with Grants. The process of data transfer is extremely manually and a tedious – utilising resources capacity and had a high probability of human error and rework

RPA Solution:

  • Robot receives an email containing a contract number and checks to see if the record has
    been created in Grants.
  • The robot then goes to RIMS and scrapes all the data.
  • It then goes to PeopleSoft and goes through the contract creation process and enters all the
    data before saving it
  • Short records can take 5-10 minutes, whilst a longer, multi-sponsor, multiyear contract could
    take up to half an hour.
  • The bot runs on a server by itself, and polls the email inbox once an hour, then sorts the email
    depending on the result of the process.

Link: Click here for more info!

Identification of terminated employees

Process Overview:

The process relates to the Identification of terminated employees and the subsequent completion and distribution of the Separation Certificate and Final Payment Advice to former employees.

Early Childhood Learning is synonymous with high staff turnover rates and with over 16,000 staff members at any one time, required a significant utilisation of resources to execute this process.

RPA Solution:

  • Identifies terminated employee number
  • Logs into ERP (HR) and retrieves employee data.
  • Downloads and completes the Separation Certificate form from Centrelink website.
  • Saves the completed Separation Certificate form to a secure shared drive.
  • Executes a number of commands within ERP (HR) to generate the Final Payment Advice.
  • Saves document down to the secure shared drive
  • Emails a copy of both completed documents to the former employee.

Link: Click here for more info!

Modification to Staff Rosters

Process Overview:

The process relates to the Identification of terminated employees and the subsequent completion and distribution of the Separation Certificate and Final Payment Advice to former employees.

Early Childhood Learning is synonymous with high staff turnover rates and with over 16,000 staff members at any one time, required a significant utilisation of resources to execute this process.

RPA Solution:

  • Staff member will log a ticket to amend their roster within HelpMaster Desktop system.Created resource capacity;
  • Robot will pick up these requests and capture all the relevant changes. High degree of accuracy and works 24/7;
  • Robot will locate the relevant staff member in ERP (HR) and make the relevant changes to their logged hours.Robotic platforms are secure, audited and managed.
  • Robot will then close the ticket in HelpMaster and enters text within the status field describing the change that has occurred to the staff members roster
  • Robot will also send a summary of the changes to the process owner summarising changes that have occurred during the last scheduled run.

Link: Click here for more info!

Modification to Staff Rosters

Process Overview:

Average spend on travel is $250,000 per month. Current process is inherently manual, time consuming and inconsistently executed. There are concerns with the final output, namely reflecting the correct travel cost allocation.

RPA Solution:

  • Robot downloads statement from AMEX portal.
  • Data is loaded into BlackBird (BPM Platform Solution) whereby staff can validate, approve, dispute transactions or mark for further investigation.
  • Robot will then pick up the Approved cost items and prepares journals, including a monthly accruals journal.
  • Robot will load the journals in ERP to be posted.
  • Robot also produces weekly reporting for stakeholders highlighting spending patterns and error/invalid transactions.

Link: Click here for more info!