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- Market: Manufacturing / Sector: Multiservice
- Application Areas: Quality, Production, Procurement, Logistics, Environment and Safety, Compliance, Administration - Finance and Control
Company Profile
Company operating in the field of real estate facilities management with the use of subcontracted companies, throughout the country.
Criticality Highlighted (Weaknesses/Threats)
Internal responsibility
Responsibility for accuracy and timing of placement in charge of internal personnel
Manual process Log
Manually maintained process activity logs, on heterogeneous Excel/Email/Notes sources
Duplicate Data
Data duplicated in other files depending on the competent office, resulting in duplicating the probability of error.
Manual sharing
Sharing of data and documents for internal staff
Risk of expired documentation
Many documents, especially those dealing with security issues, from the various already qualified suppliers need to be periodically checked for validity.
Opportunity Emerged (Strength/Opportunity)
Reversal of liability to the supplier
The responsibility for the accuracy of the data and the documents is entirely borne by the supplier (owner of the data). Internal staff involved only at the end for the verification of consistency and correctness.
Uniqueness of data and controlled access
The data entered is saved within the Adiuto central system and not replicated on other systems. Each access is controlled by special permissions and traced unalterably to the system.
Automatic and controlled sharing
The system, according to the process, makes data and documents accessible to the offices in charge, automatically, according to the established authorizations.
Smart & digitally-oriented management
Documents and processes shared in the company, also with outside access.Supplier portal enabling the management of further possible future processes with direct involvement of the business partner.
Automatic deadlines
Automatic control of data and document deadlines by the system, with reminders and alerts to offices in charge.
Waste mapping according to the Lean approach
Identification of waste areas on which to make processes more efficient.
Defects
Time for the resolution of processing errors
Overproduction
Unnecessary production or incorrect planning
Waste of time
Waste of time in the process steps
Talent waste
Inefficient allocation of resources
Extra Processes
More work or higher quality not required
Useless Mobility
Inefficient handling of resources
Disorganization
Inefficient archiving or inventory
Transport not necessary
Unnecessary handling of products and materials
Defects
All the documentation received was checked and stored manually in shared folders.
Waste of Time
Before the process was managed on the CMS, the purchasing department was forced to manually solicit, receive, and manage all the documents necessary to complete the supplier qualification. Having a portal available made the provider able to upload the documentation independently.
Talent Waste
The recording of all data received from the supplier that is the responsibility of internal staff, in particular reading/transcribing activities from heterogeneous documents (also handwritten).
Deadlines for manual tasks on Excel files, maintained daily by internal staff.
Data replicated on different documents depending on the competent office.
Disorganization
The supplier would send documentation in a scattered manner, often scanning multiple documents into a single file. It was also complicated to track the current status of all qualifications without a structured, digitized workflow.
What
DMS and BPM platform for digital process management, combined with a custom CMS to make partners proactive in the business process.
How
In addition, through the potential of document composition (process families) the process of data input was defined, with automatic creation of qualification modules in real time. The flexibility of the document management, combined with the parameterization of the workflows allowed configuring a totally digital process of archiving, control, and review of all the partners' documentation.
Through the CMS module, the partner has been assigned the responsibility of entering and providing the requested data, within a reserved, dedicated, and highly user-friendly area, without the need for specific instructions and/or involvement of internal staff.
Who
The purchasing, administration, security, and quality office personnel receive timely updated data (without redundant transcription activities) directly from the partner themselves, to which they can notify/report inaccuracies from the platform, keeping track of all the activities carried out, within the system.
Solutions
The project's first focus was internal digitalization, with the management of the registration of the first data necessary and the start of the qualification workflow. Subsequently, the document management flow was activated for archiving, verification, and sharing of documents, including the definition of permissions of the offices involved and related automatic notifications.
As a last step, the project has provided for the activation of the interface direct to the partners, through the CMS module, customized according to the needs of the customer and the sector.
Advantages
A summary of the main advantages of the Adiuto solution presented.
- A summary of the main advantages of the Adiuto solution presented.
- Reduced internal time wasted
- Data responsibility assigned to the owner of the data
- Reduction of the probability of human error
- Drastic reduction of latencies due to human inefficiencies
- Strongly digitally-oriented corporate brand
- Improved quality of daily work of internal staff
- Controlled access to confidential documents/information
Content and Process Management
Technological and methodological solutions for each critical process.
Processes Managed by Area
Application Areas of Process Management solutions.
