Case Studies About How Our RPA Business Process Automation Can Help Your Industry 

 
 
 
Cevitr-- RPA  Business Process Automation--Case Studies

Case Studies  

Our RPA case studies provide an insight into how we help a plethora of businesses; freeing up their employees to pursue more meaningful challenges, that require human judgement and skill, so take a look! 

Health Care  

CLIENT: 
Leading Stem cell banking and research company based in India. 
BUSINESS CASE FOR AUTOMATION: 
Our client’s customers are expectant parents who bank their child’s cord blood with them. Their specialised staff collect the sample at birth and send it to the lab for processing and cryogenic preservation. Since the company deals with biological material, their processes are extremely time sensitive. In some cases, the samples would reach the lab before the payment information was processed on our client’s admin system due to backlog. In such cases, the samples were processed without the assurance of payment, to the financial detriment of our client. 
 
BUSINESS CASE FOR AUTOMATION: 
Our client’s customers are expectant parents who bank their child’s cord blood with them. Their specialised staff collect the sample at birth and send it to the lab for processing and cryogenic preservation. Since the company deals with biological material, their processes are extremely time sensitive. In some cases, the samples would reach the lab before the payment information was processed on our client’s admin system due to backlog. In such cases, the samples were processed without the assurance of payment, to the financial detriment of our client. 
 
BUSINESS CASE FOR AUTOMATION: 
Jo has become a scaling up tool for our client as they are confident of running larger volumes of processes as the business grows. Automating the financial reconciliation process has resulted in over 90% reduction in processing time and over 50% reduction in cost with £0 up front investment by the client. 

Public Relationship & Marketing  

CLIENT: 
Our Client is a national branding and marketing company in the UK. 
BUSINESS CASE FOR AUTOMATION: 
Our client tracks marketing campaigns on LinkedIn and Google for specific customers. The Account managers consolidate data manually between reports from LinkedIn and Google Analytics. They create reports to show a common view for their customer by manually linking data from two sources. This requires a cumbersome logic of looking at certain keywords within the URL of the campaigns and identifying the campaign to which it links. The format of the report is complex and takes 2 hours per account manager, per customer to complete. Hence, the report is sent only once a month to their customers. 
 
AUTOMATION SOLUTION: 
We were able to train our Digital Workmate – Jo, in only 7 Days to carry out the same process of data consolidation from LinkedIn and Google. Jo was then able to consolidate reports within 4 minutes and emailed them directly to the relevant account manager. 
 
BENEFITS FROM AUTOMATION: 
Our clients were able to increase the frequency of generating reports to 4x a month which resulted in extremely happy customers as they were able to track their marketing content more closely. Our clients were able to decrease the processing time to generate reports by 80% and reduce cost by 70%. 

Music Distribution  

CLIENT: 
Our Client offers a Digital Music Distribution service, aggregating music from record labels and independent artists from around the world and licenses it to leading digital stores. This includes streaming services such as Apple Music, Spotify & Saavn, which enable listeners to access large libraries of music and curated playlists without having to download and store songs on their mobile devices. 
BUSINESS CASE FOR AUTOMATION: 
Our client employs people for the sole purpose of downloading sales and market intelligence reports from the respective digital stores partners websites, and then redistributing these as applicable to their numerous artist clients. This is a frequent activity, often undertaken multiple times daily. Many of these reports tend to be in a raw format and need to be reformatted and augmented with additional information with non-trivial logic. It is an enduring and banal activity for the employees, yet important, hence needs to be executed in a timely manner. 
 
AUTOMATION SOLUTION: 
We were able to fully train Jo – our Digital Workmate, in matter of days to carry out the task of processing raw data and appending it to our customer’s portal. The process runs expediently with seamless coordination and orchestration of report preparation shortly after availability of raw data, which may be at different and uncoordinated times in the month, as determined by the respective partner store. 
 
BENEFITS FROM AUTOMATION: 
The automation freed-up the employees to devote time towards other more interesting work activities. Automation has also improved the quality of the processed outputs and allows our client the flexibility to customise the reports further at no additional cost. 

Lifestyle Discount Provider  

CLIENT: 
A leading Dining and Experiences discount membership company in the UK. 
BUSINESS CASE FOR AUTOMATION: 
The customer services team had to deal with several documents with membership information, received from third party B2B customers. These documents had to be manually processed in the internal systems. If there were delays in processing these emails, or if an attachment was missed, it resulted in multiple calls into the customer services team and a poor customer experience for their customers. 
 
AUTOMATION SOLUTION: 
By using our Digital Workmate – Jo, working around the clock, Cevitr was able to automate the entire process of updating membership information onto their internal systems. Jo monitors the customer mail box 24*7. As the emails come in from their B2B customers, the files are downloaded, processed and automatically uploaded to the internal systems immediately. A validation report is created with the successfully processed emails and an exception email is created and emailed to the stakeholders daily. 
 
BENEFITS FROM AUTOMATION: 
The direct benefits of using a Digital Workmate included over 25% saving of customer a service agents time to focus on tasks and cases that required human interaction such as complaint resolution, escalation management etc. The outcome benefits of automation were significant which included better customer experience on memberships through 100% accuracy of the process handling with no missed entries and a Zero holiday backlog for the employees. This resulted in happier customers and employees. 
 
 

Travel & Tourism  

CLIENT: 
Our Client is a leading Destination Management Company delivering an array of exemplary Leisure solutions in providing destination management services. 
BUSINESS CASE FOR AUTOMATION: 
Our client employs numerous data entry personnel to enter booking data of tour packages in to their online sales and accounting platform. Many bookings may have upwards of hundred items such as tours, restaurants, hotels, etc for group and frequent travelers. The volume of bookings is so large that during peak holiday season, personnel work overtime to keep-up with the incoming demand. Even so, a backlog of data entry activity is unavoidable. The booking system application has numerous fields requiring completion, including a range of currencies, hotel and other service provider partners details. This often makes the data entry a slow process due to the number of logic steps and decisions which need to be applied for accurate record keeping. The format of the input data may also be inconsistent, adding to the task challenge. 
 
AUTOMATION SOLUTION: 
We were able to fully train Jo – our Digital Workmate, in a very short time to automatically pick-up booking data from customer’s file servers, on a daily basis and at the time convenient to the customer. Jo is then able to traverse through the complex data entry rules and accurately append the needed records in a very short time. The cycle time for record processing is much faster 
 
BENEFITS FROM AUTOMATION: 
The immediate benefit to the customer has been the clearing of a data entry backlog and minimising if not eliminating future backlog occurrences. The accuracy of data is very high which consequently saves personnel time making corrections. This leads to faster billing and invoicing with subsequently more timely accounts receivables cycle, improving financial efficiency. The cost saving of hiring Jo is significant compared to human equivalent activity. 

Construction  

CLIENT: 
A leading global, specialist engineering and construction company. 
BUSINESS CASE FOR AUTOMATION: 
This customer receives copious amounts of supplier invoices. Their larger suppliers send invoices via email daily, these documents can be in the multiple hundred pages. The pdf documents must be split into individual invoices then each individual invoice needs to be inputted into the client’s system, utilising the unique invoice number, in order to process payment. The business receives, across their key suppliers, 300 plus of these multiple page documents a day. They need numerous full-time members of staff to undertake this work. 
 
AUTOMATION SOLUTION: 
In just 10 days we trained and deployed the Cevitr Digital Workmate, Jo, to pick up emails into the clients business from designated suppliers and split the attached pdf document into individual invoices; should any of the invoices be two pages Jo recognises this and consolidates to one invoice. Jo renames each individual invoice as the invoice number then reads each invoice and captures the key, relevant data into an excel file. Jo logs into the Dynamics 365 system and posts the invoice value, along with uploading and attaching the correct invoice. Jo finishes by generating the workflow within Dynamics 365. 
 
BENEFITS FROM AUTOMATION: 
Jo runs daily clearing 1,000+ invoices per day which has saved an exponential amount of time. It takes Jo just 14 minutes to split the document, scrape data, input the data into an excel file and rename 700 invoices. Cevitr’s Digital Workmate works with current formatting – Jo is trained on reading each suppliers invoice type. Jo has added value by freeing up employees to work on other key areas within the business. 
 
 

Legal  

CLIENT: 
A dynamic and innovative solicitor firm, which i s setting new standards within the legal sector. 
BUSINESS CASE FOR AUTOMATION: 
The solicitor’s firm are experts in property purchases and sales, working in partnership with two leading online property sites, as an affiliated and verified solicitor. Consumers who utilise the aforementioned platforms for property sale or purchase must engage the services of a solicitor. Every sale or purchase has a set of milestones/activities to be accomplished and the solicitor must log in and update the online platforms with progress reports at each stage, as well as updating their in - house case management system. This is a duplication of work and time; solicitors are not best placed to be doing data entry into multiple systems, this was causing compliance pressures with the online platforms to provide updates efficiently.multiple page documents a day. They need numerous full-time members of staff to undertake this work. 
 
AUTOMATION SOLUTION: 
Cevitr developed a case management automated process, that was deployed in one week. Cevitr receive a data extract from our customers internal case management system, Proclaim, three times a day; morning, afternoon and evening. These excel file dumps consolidate every solicitors’ updates that have been made within the proclaim application. Jo, Cevitr’s Digital Workmate, picks up the emails three times a day, opens the excel file dumps, logs in to the two online property sites and cross checks the data using the client case/reference number and dates. If there is more information within the excel sheets or anything out of sync, Jo uploads the new information into the two online portals and saves the updates. Jo sends back an output report so that all activity is logged. 
 
BENEFITS FROM AUTOMATION: 
The solicitors no longer manually update multiple systems, freeing up their time for activities they have been trained to do. Jo updates the online platforms three times a day, seven days a week; more than adhering to compliance. The automation has improved visibility of actions for the online portals which has improved the partnership between the businesses and in turn has improved the customer experience, as they receive live time updates on the progress and status of their sale or purchase. 

eCommerce  

CLIENT: 
Our Client is a global online retailer with over 4,000 product lines across 6 categories. 
NEED FOR AUTOMATION: 
On average this eCommerce business receives around 400 invoices a month, supplier invoices get sent daily and logistic invoices twice weekly. The company’s accounts team were spending time collating emails, downloading invoices, uploading them into internal systems and taking care of the data entry involved; an exceedingly time consuming task. One of the biggest challenges for this business is that goods received don’t tally up with the invoices sent by the suppliers, there-fore the accounts department are needed to chase credit notes and handle reconciliations, however they were spending so much time on data entry involved with the supplier and logistic invoices, they had little time left for focusing on problem solving. 
 
CEVITR SOLUTION  
SUPPLIER INVOICES 
Digital Workmate (Jo) runs daily at 6.30pm 
Picks up the invoices from a mailbox 
Reads the email and downloads the invoice 
Scrapes the relevant data and puts it into an excel file 
Logs into an internal ERP application 
Registers and attaches relevant invoice against respective supplier 
Logs into Asana and creates a task for each invoice that has been registered in the ERP system 
Sends an email with an ouptput log 
SUPPLIER INVOICES 
Runs twice a week 
Follows aboves steps to ERP system 
Determines from the invoice the specific product supplier the logistics relates to 
Finally matches and allocates the delivery charge to the relevant product supplier 
 
BENEFITS FROM AUTOMATION: 
It takes Jo just 1 minute to complete a supplier invoice task and 35 seconds to complete a logistics invoice task, clearing up to 400+ invoices per month with ease, at 100% data accuracy, which has saved an exponential amount of time and allowed the business improved reporting on their suppliers. Jo has added extra value by allowing the business to re-purpose accounts staff to where their skills lie and in turn has boosted employee satisfaction by removing boring, mundane tasks from their daily roles. 
 
 

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