Streamlining Document Management and Approval Processes with IoT: A Case Study of PT Berlian Sistem Informasi
Applicable Functions
- Sales & Marketing
Use Cases
- Inventory Management
- Time Sensitive Networking
Services
- System Integration
About The Customer
PT Berlian Sistem Informasi (BSI) is a professional IT solution provider based in Jakarta, Indonesia. The company employs more than 150 consultants who assist clients in managing and navigating their internal technology solutions. BSI's mission is to provide appropriate IT solutions, leveraging its decades of experience in the IT industry in both applications and infrastructure. This mission extends to contributing to the development of the Indonesian Information Technology environment. BSI is committed to delivering high-quality solutions and is focused on removing bottlenecks and speeding up approvals.
The Challenge
PT Berlian Sistem Informasi (BSI), a large IT solution and consulting company based in Jakarta, Indonesia, was grappling with a number of manual, paper-based processes that were causing significant delays and inefficiencies. These processes included employee leave, business travel requests, and overtime pay approvals for its 150 consultants. The approvers were often unaware of new requests or were away from the office, working onsite with clients. On the client side, paper-based documents for discounts and sales proposals had to be hand-delivered and manually tracked. The absence of a centralized document management system led to proposals and related documents being easily misplaced, resulting in delays, duplication of work, and the creation of additional work. This not only impacted BSI’s clients but also led to internal frustration and negatively impacted cash flow. BSI needed a solution to manage client-related documents and automate manual internal processes to streamline efficiency and better serve clients.
The Solution
BSI implemented a workflow using K2 Software, integrated with Microsoft SharePoint. This system, internally referred to as the Groupware System, allowed employees to submit all requests through electronic forms that were automatically routed to the appropriate approvers. Approvers received email notifications, ensuring they were immediately aware of pending requests. The system was also integrated with the company’s Human Resource Management (HRM) system and SAP, ensuring processes like overtime pay reimbursement were handled quickly and accurately. The Groupware System also provided a centralized location for storing and managing client-related documents. Documents were managed across a variety of categories including department and client name, which minimized the risk of loss and service delays. With K2 Software, BSI was able to improve both internal and client-based processes by providing a solution that reduced overall processing time, enforced consistency, improved visibility for approvers, and integrated all existing line-of-business systems.
Operational Impact
Quantitative Benefit
Case Study missing?
Start adding your own!
Register with your work email and create a new case study profile for your business.
Related Case Studies.
Case Study
Hospital Inventory Management
The hospital supply chain team is responsible for ensuring that the right medical supplies are readily available to clinicians when and where needed, and to do so in the most efficient manner possible. However, many of the systems and processes in use at the cancer center for supply chain management were not best suited to support these goals. Barcoding technology, a commonly used method for inventory management of medical supplies, is labor intensive, time consuming, does not provide real-time visibility into inventory levels and can be prone to error. Consequently, the lack of accurate and real-time visibility into inventory levels across multiple supply rooms in multiple hospital facilities creates additional inefficiency in the system causing over-ordering, hoarding, and wasted supplies. Other sources of waste and cost were also identified as candidates for improvement. Existing systems and processes did not provide adequate security for high-cost inventory within the hospital, which was another driver of cost. A lack of visibility into expiration dates for supplies resulted in supplies being wasted due to past expiry dates. Storage of supplies was also a key consideration given the location of the cancer center’s facilities in a dense urban setting, where space is always at a premium. In order to address the challenges outlined above, the hospital sought a solution that would provide real-time inventory information with high levels of accuracy, reduce the level of manual effort required and enable data driven decision making to ensure that the right supplies were readily available to clinicians in the right location at the right time.
Case Study
Hardware Retailer Uses Data Warehouse to Track Inventory
Ace tracked which products retailers ordered, when they were ordered and shipped. However, the company could not track or forecast actual sales. Data used for reporting was up to a one-week old, owing to performance and data cleansing issues. Requirement to integrate wholesale and inventory data with POS data to help drive key business decisions, improve category management, lower inventory costs and optimize pricing. Reliance on custom coding to integrate POS data was excessively resource intensive and led to major performance constraints.
Case Study
Expertech - Capital Tool Inventory
Costly tools used to splice fiber optic cables are an important part of Expertech’s operational and capitalized expenses, but the company did not have an automated system in place to track their tools and optimize their usage. The existing data in its tracking system was inaccurate and required manual updating, making it essential for the company to implement an efficient process to track and follow up on its capital tool inventory.
