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- Market: Food - Beverage / Sector: Viticulture
- Application Areas: Quality, Production, Administration - Finance and Control
Company Profile
Wine Cellar in the Padova area. Founded in 1962, it now has two production sites, for a total of seventy directly controlled hectares and six thousand square meters between winemaking, aging, bottling, and marketing facilities. Since the end of the 1980s, the winery has launched into the business of distributing great Italian and foreign wines. Today the winery's portfolio includes about 2000 products, with some of the most important and well-known wines in the world.
Adiuto Analysis
Our Method for Success Stories.
Criticality Highlighted (Weaknesses/Threats)
Delays in forwarding orders
The less "technological" agent must first compile paper documents that will then be faxed, and does not always do so at the same time as receiving the request from the customer, but often in the evening or the next day from home.
Delays in providing quotes
The order or request for quote arrives by fax, the answer to the end customer may arrive with such a delay that the latter has already been provided with supplies from other producers.
Delays delivering goods
The Administrative Office verifies the customer's solvency rather than any invoices in arrears of payment by the same customer; the commercial office provides authorization for any extra discount, rather than commitment to supply on the proposed quantity. Often the owner, as well as Commercial Manager, is away (abroad) to participate in trade shows, events, or agreements with other wine producers; the logistics sector checks the availability of the product in stock and ensures that the goods are prepared for shipment.
Delays issuing DDT/Invoice
Accounts receivable must enter the order data, purchase, and shipment of goods in the management by reading the copy of the fax or mail, which involves wasting time, possible data entry errors with consequent billing problems.
Opportunity Emerged (Strength/Opportunity)
The company shows an innovative culture. Its core business, distributing great Italian and foreign wines, is an important strength meeting the opportunity of a technological partner for the digitalization of its business. There are many stakeholders, such as hotel and restaurant chains, who interact with 60 sales agents throughout the country. The opportunity is to enable stakeholders to dialogue on a digital platform and allow the development of the business at higher speeds. The 2000 products in the portfolio certify the company's distribution strength, and justify the opportunity to use a digital platform for the business.
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
Waste of Time
Reduction of Lead Time and Waste Time caused by paper-based processes. Elimination of delays in the supply of goods with obvious advantages on the administrative, commercial, and logistical sides. Elimination of DTT issue delays and invoices.
Extra Processes
Elimination of redundant work for the compilation of paper and faxed documents as well as the drafting of estimates and orders.
Disorganization
Reorganization and reengineering of processes related to orders, estimates, and management of goods with the positive consequence of eliminating delivery and billing errors.
Adiuto Approach
Solutions are identified, implemented, and customized.
What
The Adiuto DMS and BPM platforms take full advantage of the functionalities of the workflow and related processes connected to administration, accounting, and logistics.
How
Taking advantage of the “line management” functionality (Phantom document with “style” lines) of the process workflow (BPM) component, Adiuto will allow agents to enter order lines directly from the customer through a web platform, with the help of a simple tablet, filling in index fields. The agent chooses from a system registry (copy of the company management registry, possibly filtered by assignment agent) instead of writing the name of the customer by hand, resulting in the reduction of administration interpretation errors in during shipping and billing. Line by line, the customer's order is specified through the quantity of product ordered and code of the ordered item. Also in this case, the agent does not write the data by hand but selects them from an article registry so that it is impossible to confuse the description or encoding of the article. This, as above, led to errors or misunderstandings in the final supply, resulting in further handling of the goods, additional transport costs for the company, economic losses due to incorrect product supply, delays in collection due to billing errors.
Who
The employees and/or collaborators involved will benefit from the digitalization and automation of the application's organizational process. In particular, they are: administrative for the management of orders, domestic sales agents, warehouse managers, sales network managers, and customers.
Solutions
Adiuto streamlined the "LEAN" ordering process to capture opportunities properly leveraged on the customer's strengths. The properly configured digital Workflow, once the order is confirmed through the button "Send on tablet" will allow the arrival of:
- An email with order summary to the customer and agent
- Notification to the administration that will immediately verify the customer's solvency or the opening of a new registry or invoices in arrears
- Notification to the owner/commercial manager who evaluates prices and any extra discounts wherever it is found: headquarters, Italy, or abroad.
- Notification to the warehouse to check availability of the goods and preparation of the same (or request for provision) and to arrange shipment after confirmation by the Owner/Commercial Manager and administration
- Notification to the customer (and the agent) who notifies him of the shipment of his goods (with attached delivery DDT)
All the data entered on the Adiuto platform's web interface, once the order approval process is finished, are sent to management to be processed. There is no interaction of people who have to re-enter data by hand (often interpreting it and correcting the description or coding errors), but data flow from system to system. Administration colleagues find the data entered in the management system the next day and will only have to verify them quickly and press a button to issue the DDT and customer invoice.
Advantages
A summary of the main advantages of the Adiuto solution presented.
Speed in response times
- Customer loyalty
- Image of efficiency and modernity
- Certainty in response and delivery times
- Data integrity in management
- Elimination of billing and delivery errors
- Certain times in accounts receivable
- Complete process traceability: who does what, when, and how
- Disengage decision-making parts of the process from the physical presence of people in the company
- Reduction of commission collection times for agents
Content and Process Management
Technological and methodological solutions for each critical process.
