Requirement
In an operational context characterized by a high volume of delivery notes managed on a daily basis, the company – which operates through several branches – needed to make the entire process of signing, delivering and managing delivery notes more efficient and controlled.
The paper-based management of documents, still relying on printing, physical archiving and manual activities, made it more difficult to ensure operational continuity, quick access to documents and full traceability of deliveries. In addition, there was a risk of document loss and the presence of bottlenecks between branches, the administration department and central systems.
For this reason, the company embarked on a document dematerialization journey with clear objectives: to provide each branch with a single access point to its documents, progressively eliminate paper and integrate delivery notes with the company’s ERP system, making data and information more accessible, up to date and reliable.
The solution
With the introduction of Talea Consulting’s DDT Solution, integrated with ARXivar Document & Workflow Platform and Talea Consulting’s application components (Document Connector, Document Viewer, Address Book), the company digitized the management of delivery notes and disputes, transforming a distributed, paper-based process into a more structured, traceable and manageable workflow.
The solution enables users to monitor delivery times and locations in real time, making the information required to manage any dispute notes immediately available. The system highlights the status of disputes and allows users to track their progress, improving process control and the quality of service provided to customers.
Access to documents has also been organized more consistently with operational responsibilities: each branch can view only the documents and activities within its area of responsibility, while supervisor users have full visibility of document materials across the different branches. In addition, key customers can access documents through a dedicated portal.
Results
The digitization of the delivery note cycle enabled the customer to simplify a process with a significant operational impact, reducing manual activities and improving control over documents, deliveries and disputes.
The project generated tangible benefits for both branches and the administration department: documents are easier to access, activities can be tracked throughout the process, and the information available in the company’s ERP system is more complete and reliable. This results in greater operational efficiency, improved data quality and more timely customer service.
The results confirm the impact of the solution: the company now manages approximately 4 million documents per year and 30,000 active workflows per day, achieving a 70% reduction in the time required to manage disputes.
Talea Consulting
Talea Consulting specializes in the digitalization of companies’ internal processes: the innovation we deliver improves productivity, streamlines daily operations, and enhances business competitiveness.
Our flagship strength is a team of more than 15 Project Managers and consultants with extensive expertise in leading Business Process Management (BPM) technologies and strategies. Thanks to their experience, we help hundreds of clients optimize the flow of information, data, and documents that move in and out of organizations every day, as well as between different departments.
We apply our technical, consulting, and training expertise to deliver projects that adapt to and improve business processes across various departments. We achieve this by integrating with existing systems or developing tailored solutions based on our direct experience in specific business domains.
