Case Study

Significant Efficiency Improvement through RPA at a Transport Infrastructure Developer

Project
Summary

This fast discovery engagement analysed the ‘Invoice Matching’ process and identified pragmatic automation opportunities with annualised savings of over £400k and 50% FTE redeployment.

Organization
Background

The organisation generates ~70% of its revenue from transport infrastructure construction and urban development on a global scale. It develops mobility solutions to enhance economic competitiveness and strengthen social bonds by designing, building and maintaining transport infrastructure and fostering urban development. The organisation also manages street lighting networks through various subsidiaries and joint ventures.

We identified steps to half the cycle time and the associated cost through a balanced focus on process improvements together with 3 focused BOTs

Peter Franz

BPM-D Project Director

Business
Challenge & Opportunity

The leadership team identified the ‘Invoice Matching’ process as one that could possibly benefit from automation. However, they were in the early stages of understanding RPA and required support in designing a solution that included automation interventions.

The Accounts Payable (AP) Team receives approximately 200k invoices per year via post, email or e-invoice in paper-based, PDF, or Electronic Data Interchange (EDI) formats. The process of matching and posting invoices to the General Ledger involves many manual tasks prone to human error resulting in late supplier payments, which subsequently impacted their ability to deliver core business operations. Overall, the process held a lot of potential opportunities for automation which would help reduce employee workload and increase efficiency.

The primary focus was initially what was described as an end-to-end process with various bottlenecks. Due to discrepancies originating from various stakeholders involved in the process, there was poor source data for the Accounts Payable Team to process which increased their workload considerably.

Additionally, the Accounts Payable Team was manually communicating across teams to resolve issues instead of maintaining a central database capturing contacts to send requests to. With multiple stakeholders, poorly managed internal databases and lack of definitive rules, information was not efficiently documented. Therefore, obtaining consistent figures across the business for costs and savings proved challenging.

Our
Solution

  • As-Is processes in the overall invoice matching area were mapped and documented at a field-level of detail. Performance issues were logged in readiness for the subsequent improvement initiatives.
  • Processes were re-defined and potential automation interventions were evaluated by calculating the time and cost restitutions obtained by running process simulations.
  • Process optimisation and improvement actions were documented, and 5 automation interventions were shortlisted based on value additions made to the process.
  • Costed Business Case and Implementation Plan presented to client board – savings were calculated on the reduction in workload and increase in efficiency enabled by the automation interventions.

BPM-D
Results

A compelling, fully costed business case that yielded the following benefits:
0%

Efficiency Improvement

0%

Redeployment of approximately 50% FTEs

£ 0 k

Annual Savings

Download the PDF Case Study

Value-Driven Robotic Process Automation

Value-driven RPA is a part of a discipline of process-led digital transformation management, leveraging the capabilities of Business Process Management (BPM) to realise the full value of digital initiatives, fast and at minimal risk.

Targeting Value in a Digital World

Extensive research has proven that an organization competes through less than 20% of its business processes that have a high impact on strategic value drivers. Over 80% of the processes are more routine (commodity) processes.

The Process of Process Management

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Digital Business Transformation: Performance Through Process

Respond to a dynamic business environment whilst delivering strategy execution, through the discipline of BPM.

Value-driven Repository Management

Define how process can generate value from your process repository, and the structures required to do so sustainably.

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