New Starter Contract Creation

Problem Statement

When a new starter is set to join the business, they will receive an employment contract. The UK employment law requires employers to issue an employment contract on /before the employee’s start date to avoid a potential fine of up to 4 weeks wages.

Process Overview

Data is received containing the new starter details to be entered into the contract. There is a standard set of clauses to be included and a list of variable clauses which require rules-based decisions. The contracts are organised in a folder structure on the SMEs desktop. Once the contract has been populated with data, MS Dynamics and localised terms (and conditions), templates for the front cover, signatures and formatting can be completed before sending to the individual new starter and their line manager.

The process is completed ~180 times monthly taking ~30 minutes per contract – there is also a small backlog which presents a risk to the business based on employment laws.

 

Systems: MS Outlook, SharePoint, MS Dynamics, MS Excel, Adobe PDF Reader

 

Solution

The process is triggered by an MS Dynamics Workflow being allocated to a workers case-load, from here the Virtual Worker retrieves the data to populate the contract. Currently this is taken from PDF, MS Dynamics and the localised terms; the information required for completion is then compiled within in an Excel table for processing by the Virtual Worker.

Manual Docket Entry

Problem Statement

On a monthly basis the business receives reports via email from various customers detailing how many bins were collected, against planned volumes, by suppliers.

 

Process Overview

Reports are received on a monthly basis from customers detailing how many bins were collected, against the planned volumes, by suppliers. The business then use this template to update the central mainframe which will alter subsequent financial payments. The process starts with an excel spreadsheet being received via email to an inbox from the customer.
The business will then use the information contained to search for the relevant contract and update the data for how many bins were serviced and therefore what payment is due.
This process is done manually by the SMEs and is completed approximately 4000 times monthly, across 10 different inputs, taking 5 minutes per entry.

Systems: Mainframe, MS Outlook, MS Excel

 

Solution

The proposed solution involved the creation of a standardised input, managed by the business. This would decrease automation complexity and better control the input data. The virtual worker will then monitor the supply chain inbox and collect incoming requests from suppliers, extract the data to a queue and update the records in the central mainframe. This process has medium-high complexity due to various system requirements, its reliance on a mainframe application and the process change required.

Vendor Statement Reconciliation

Problem Statement

Each month, suppliers send statements to the Procurement & Accounts Payable team to be reconciled against internal accounts. These have high volume and take a considerable amount of time for the teams.

 

Process Overview

Statements are received monthly from ~5000 suppliers in a ‘mostly standardised’ format, containing the necessary data for reconciliation against the centralised business ledger. Where any discrepancies exist, the central system is used to query invoices and charges. Once the account has been reconciled, the working spreadsheet is saved to a centralised folder. Reconciliation is done in a prioritised order.

Systems: Central System, MS Outlook, MS Excel

 

Solution

A scheduled robot is run daily at close of business to identify any new statement arrivals from suppliers and process them accordingly using iOCR technology, the SME will receive the output report to action. Analysts will still be needed associate the explanations sent by suppliers to their statements.

Raising Customer Credits

Problem Statement

Raising credits are required when a customer has missed a service appointment and disputes the payment being taken, requiring credit be added to the account. The business would like to redeploy the associated team members within the process on more value-added activities within the same team.

 

Process Overview

Approved cases are allocated to the AR team, via a report downloaded from the internal system containing cases that have reached the approval stage. Using this information the SME enters the system and finds the relevant account and raise credits against them.

2 FTE are allocated to this process full-time and another 2 part-time.  There are 3 main reasons for which credits are raised each having similar process steps. These reasons comprise of 87% total cases which go through.

 

Systems: Central System, MS Outlook, MS Excel

 

Solution

The report is downloaded automatically from the internal mainframe by the virtual worker each day, once the report has been received, the then identifies the customer account and raises credit against it. Robiquity recommended that limits were used so that cases above a set threshold requires human approval.