Challenges:

  • A global tanker shipping company recently started using a new ERP procurement system to order and manage the provisions required for their numerous vessels.
  • However, after adopting the new system, a large number of inflight orders were discovered on their previous system, which was due to be decommissioned.
  • Needed to transfer open orders from Legacy to new systems
  • This meant transfer of 1,200 orders or 10,000 line items in 8 weeks
  • Manually transferred orders would take up too many manhours

Step-1

The information required to create each order was Identified including details such as: Order number, Delivery place, Delivery date, Item description and Item prices.

User first added the order, which is then sent to another screen on the system where the user can add the line items as required for that order.

Step-2

Identifying the steps the Robot will need to execute in order to replicate the

  1. Capture order header
  2. Add the line items belonging to that order
  3. Add Quoted Prices for each item

Step-3

  1. Assessing the Steps to be automated for maximum results
  2. It was identified that the step of addling line items to the order was the most time consuming and as such needed to be automated

Step-4

Implementing the Robot

  1. Configuration of the robot
  2. Using Optical Character Recognition to recognise correct field and input information there
  3. For conflicts the Robot would create an error list that requires Manual intervention

Outcomes:

The robot, took 35 seconds to add a line through the list of the orders, compared to the 40 secs per line manually, plus any added breaks and time lost due to diligent work requirement. Thus the Robot was able to do the entire exercise in less than 2 hours, whereas a human would have taken more than twice that.

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