How we automated the operations of a display and retail fixture manufacturing company.
The company was into manufacturing and installing display fixtures in malls, showrooms, and retail outlets. The entire process, from the lead being entered into the system to the closure of payments for the deal, was supposed to be managed through a centralized approach to record and automate the entire process. Their strategy consisted of Sales Team, Accounts team, Designers, Project Managers, Job owners (manufacturing laborers), Job Supervisors, and Installation Engineers. These different teams were initially working on crude systems managed through excel or printouts of the project sheet, passed on from one group to another. Neither of the teams was in sync, nor was the process foolproof in entering accurate data for a particular project by a team member. The job supervisor had a tough time understanding which project was being managed by which job owner, along with the project’s stage. This added to his misery when the job owners were sprawled across 1000s of square feet of manufacturing plants. These job-owners were the labor force who were very high on absenteeism, affecting project delivery timelines. Thus it was essential for the project managers and job supervisors to know where the project stage was and with which job owner, so if there was a delay/ absenteeism at the end of job owners the project had to be reassigned. After the job’s manufacturing process is completed, it is assigned to the installation engineer, who travels to the installation address and completes the final phase of the work. The project manager/ sales coordinator used to talk to him and send them addresses which the engineer used to arrive late as much time was wasted in finding the correct location. Also, their attendance in the job location for an installation couldn’t be verified or track his work status and ensure the project delivery’s last stage is as per the client’s requirements.
Considering the above issues, Innovins offered them the following solutions:
- We created for them a web-based admin web portal and a customized mobile application for understanding the installation process stage by the installation engineers.
- The system was capable of creating users and assigning them the roles and rights in the system as required by the process.
- The sales lead closed by a sales staff was entered in the web portal with all the client data by the accounts team to procure advance payments. Once the charges were received, the sales lead got converted into a job and then assigned to a designer through the portal itself. Here the assignment process was by selecting a button rather than creating a job sheet to be printed out and circulated among departments. This saved much time for the accounts team and ensured the project data was authentic and reached the right staff only, reducing tampering of data in the process.
- During the design stage, the designers send the designs to the client multiple times with version control to maintain design logs of a given project. The approved plans are then assigned to the project managers, who trust them to the job owners and map them to a supervisor with project task deadlines, who executes the projects at the manufacturing ground level. This is done by the same web-based system, with just a click of a button.
- The job supervisor was given a tab/ laptop where he could see the job details while moving into the manufacturing unit. He could see which job is assigned to whom, the project task deadlines set by the project manager, and the job owner’s absenteeism status. If there is any delay in any job task by any job owner, the job supervisor was notified in the portal of the delay, and he could very well attend to the postponement and control it on time. Earlier the same process was done on a piece of printed paper, which the job supervisor used to carry from one job owner to another job owner where he could understand the delay in a job only when he attended to a job owner’s work in his work area. This got automated in the web portal, and ultimately the job supervisor could manage more projects at a given time, increasing his productivity and enabling him to control any delays by any job owner.
- After the job’s manufacturing process is completed, it is assigned to the installation engineer, who travels to the installation address and completes the final phase of the work. An app was specially designed for these installation engineers, who could get the required project address on the APPs location finder, reach the project, mark their presence, complete the job in the given time, and update the installation status of the job through his app itself. The project manager and the sales coordinator got the exact position of the project during its installation stage without even interacting with the installation engineer. After installation process closures, the accounts team is auto-notified through the web portal to release the final payment settlements for project closures.
Thus with this web portal and mobile application, the company must have a centralized system of managing projects, saving time and effort in understanding the correct status from the right team members and on time. This increased their team’s productivity and created a powerful and authentic automated process in their organization.
How we automated the sales order data processing of a construction material manufacturing company,
The construction company had a massive data management issue due to which management of more orders was becoming increasingly difficult due to the below matters encountered in different departments on a regular basis.
- Multiple unsynced data entry: The admins used to make crude entries in excel and small applications for individual departments, which were not connected. Hence there were multiple data entries being done by all the department’s users and with no data being centrally linked, had many mismatches. So although it was stored digitally, it was pretty just a record rather than a synced system.
- Interdependence of sales and accounts department for data delayed sales: Accounts and sales status of a given customer was always understood only when they all sat for a meeting to discuss every day. They were not aware of it independent of each other. If a salesperson had to make a sale, he had to contact accounts department to understand the customer’s credit limit and due balances and only then make a sale. This either delayed their sales process, or the sales department ended up giving more credit to the customer than permitted by the accounts.
- No centralized inventory management system: The sales team didn’t have a readily available method to browse the product inventories available for sale and the stocks availability. Hence they didn’t have much control over actual inventory.
- Shipping data and status recording and notification system were unorganized: The shipping partners who were non tech-savvy didn’t have any systematic approach to notifying shipping status or entering shipping data, so all the shipping data from one shipping partner to another kept fluctuating and had to be re-entered multiple times. The sales and accounts department could understand the real-time shipping status by only coordinating with the shipping partner and not through any centralized system. This affected payment recoveries as well.
- Multiple Data entry by every Department: For a given order, accounts, sales, and shipping had to keep entering the same data, again and again, leading to multiple data entries and mismatches in these entries due to manual data entry errors.
- KYC and verification process of Sales partners and channel managers was manual: All the sales partners, dealers, and distributors had a KYC process and verification process, which was manually entered, and verified one on one basis by an individual who didn’t have any system for authentication. Hence the data verification which was being done was not entirely reliable and authentic.
The application built for this company resolved its data management and systematic data processing issues in one go with the solutions provided by Innovins with custom developments done to manage different department operations.
- Systematic data entries of all department’s data and their active status are readily searchable: All departments from product inventory entries, sales tasks and targets, accounts entries, customer details, and shipping entries by shipping partners were all done in a systematic manner and with all data synced in an orderly fashion. For a given customer, what are the orders generated, what the order is or the shipping status was readily available and searchable in the system by any given user.
- Sync between Departments Data entered: The sales department could quickly login into the system and search for a given customer, find out the order-related due clearances along with the date, and easily see their credit limits. Apart from this, if a sales user tried to make sales to a user whose credit limit was exceeded, he was prompted with an alert of exceeded credit limit. This helped the company to avoid unwanted credit limits for its customers who were not eligible for it.
- Centralized Inventory Management: The sales department could readily search for a product category, filter products, sort by sales, stocks, and regional availability, and find the inventory available for that product in one system.
- Shipping Status Centralized and Easy Management: All orders had a unique QR code. Shipping partners had an app where they just scanned a QR code, where the entire shipping data appeared for the given order, and the shipping status could be updated by just clicking a few buttons. This same shipping status was readily available to the sales and accounts team for further status usage to continue with their process. They no longer had to coordinate with the shipping company for every order.
- No additional data entry or mismatch in order status: All orders were synced by a unique QR code, so by just scanning it in the system, they could see the quality and update only their department data, not making them re-enter the entire order data all over again by every department. Thus, making the data processing systematic and accurate.
- Digital signing and KYC Verification Process: The sales Channel Partners’ KYC data entered was centrally stored, and their verification data was synced by a Government recognized verification system. This means their PAN card, CIN number, and Company Registration Details were synced with the authentic documents available in government portals, building more authenticity to the verification process. Because of this syncing, the verification documents were not being re-uploaded, and neither was their verification process needing manual signatures/ interventions, as all the records were digitally signed.
With these solutions in place, the company could handle more sales, and all sales data and its reports were readily available on the system. This helped them analyze sales report from a birds-eye view and helped them maximize their sales. The energy was thus diverted from daily operations hassle management to strategizing for more deals.
How we developed a custom e-commerce website for a well-known product brand that couldn’t find solutions in framework-driven e-commerce development platforms.
The client had a running business in multiple countries and needed to create a website using a specific framework-based platform only. They ultimately got stuck as they couldn’t customize many functions needed like custom invoicing format, invoicing, and labeling process. They also had offline invoicing, which they couldn’t incorporate into the portal. They had a custom process for vendor onboarding, which they could include only per the framework’s limitations. After many compromises, the application suddenly stopped functioning as the plugins for the framework giveaway, and there was no upgrade available. This was when they decided they would like to go ahead and build the whole application from scratch using core PHP programming.
The application had neater and easily customizable designs. The UI was in sync with their brand identity. The flow of the process was exactly as they wanted. They first mentioned their entire custom requirement, and Innovins helped them create a project plan that was quickly executed. They were more than delighted as what seemed like a hassled way to get accomplished was such a cakewalk when customizing it. The labels to be printed, their shipping partners’ integration, and processing of offline orders were all taken care of in the portal and as precisely as they wanted. Their ERPs and POS were also linked to the portal through APIs. Their shipping partners had logistics APIs, which helped update the shipping status. They then created a mobile app for the exit, which again was so quickly developed. They customized the portal so that orders placed by the website and the application could be differentiated. The price, discounts, products, and product category displays were also determined for Web and App. The portal was scalable, so they could build many more features, customize it, and consider further enhancements. This increased the reach and doubled their sales due to the website and application.
How we provide a solution to a client for selling training material online along with LIVE webinars booking and registration process automation
The client was a HypnoBirthing expert consultant with many success stories to her credit. She had many clients based in Mumbai who she used to provide personal consultancy and guidance for practicing HypnoBirthing method. Her reach was limited to Mumbai-based clients whom she could attend to on an individual basis. So, in short her demand was more, but supply was less, and hence she lost most of her potential clients as she couldn’t reach all of them in a given time period.
When COVID struck, she turned towards digital ways to communicate with her clients. She started taking zoom calls to consult her clients. She then realized that her reach could be widened by having recorded consultancy training videos sold online on the website. She could also have scheduled webinars which can be attended as part of the training material or attended separately to encourage selling her training material.
She started selling her course and consultancy videos beyond Mumbai, and slowly she began developing clients across India. The Consultancy was not just India based; it spread across the globe, where the courses could be purchased using USD ($), and within India the same system could be bought using INR (₹). The same was applied to her webinars as well.
The website that earlier just had her service info and her profile and contact details now was a regular visit place for her clients to watch videos and get consultation online. The website earlier just provided her leads, which she used to follow up and sometimes would get converted/ would be lost. But now, her website has become an automated system that sells courses without much of her intervention. She just had to keep uploading course videos, and the sale process was fully automated. This is how she monetized on her goodwill and increased her reach by ultimately converting her informative website into a course selling and online webinar portal.
How we automated the customer KYC process for a Corporate Client.
The client was facing the below issues to which Innovins offered them a practical solution:
- Customer Data was decentralized: Multiple customers’ data were being recorded in various portals by different users. Thus the company was struggling with numerous and duplicate data being entered for the same customer. Moreover, other users uploaded multiple documents across different portals for the same customer. So the system did not have one accurate and final customer data to be referred to.
- Our Solution: We created a central repository of customer data in 1 web portal. User access level management was created, so multiple hierarchies of users were built with user-defined rules and access areas. So every user could see the customer data and access/ edit specific crucial data only if their role permitted the same. All customer data was mapped to a unique identifier like phone/ email/ authentication code, so if a new customer data was being entered, it was checked for its pre-existence in the system and prevented from re-entering the data again.
- Multiple Data entry: As data was decentralized, multiple users had to enter the same customer data multiple times. Again as this was being manually entered, there were data mismatches as well. So efforts were getting wasted and also inviting risks of human errors due to manual entries being done multiple times.
- Our solution: With data centralization in 1 portal and with a unique identifier in place to avoid data duplicity. The data was not allowed, rather not required to be re-entered, as the users could easily search for a customer with their name/ unique code assigned to the customer, and they could easily see the data. Only if customer data needs to be updated from time to time the specific user assigned with the data edit role, could easily do this from their access. Thus unnecessary data entry time/ errors were drastically reduced.
- KYC verification data entry was entered every time: The customer data being entered was in stages. Every user had to enter the same information repeatedly at every step as all were in different portals.
- Our solution: The same customer data was being carried forward to different stages of user access and processing without asking the user to re-enter the data. Just by typing the customer’s unique code, the customer data was auto-populated thus re-entering information manually was no longer required. So the users had to enter very little data at every stage. That was new data needed to be joined by that user against that customer only.
- KYC approval stage took a long time: As the data was entered by multiple users multiple times, there were many data mismatches for a given customer that happened because of various data entries. Again the same customer data was being re-entered. Hence, the verifier had to go through the same data repeatedly. Therefore the approval process became a lengthy process.
- Our Solution: As the data entry had to be done just once and duplicate data entry was prevented, the verifier had to go through the customer data just once and give his approval/ disapproval. Already verified customer data was never allowed to re-enter the system, thus avoiding a re-verification process. Also, the verification process was limited to existing customers’ data updation only.
- KYC process: The customer data entered was manual, and the verification process was also manual. Hence even the verification process had a risk of faulty verification and not so authentic to fully reply on.
- Our Solution: The verification process was linked to government APIs and documentation databases, so the data and documents of the customers were linked to government portals. Hence the system had accurate and pre-verified data only. Thus the verification process was simplified and made very authentic to rely on.
- No KYC verification report: As the customer data was decentralized, there was no single report to extract customer data and its verification status.
- Our solution: The authorized users could search for a customer using the unique identifier for the customer/ customer category-wise/ region-wise/ date of creation wise and extract the data along with the verification status with date and time in excel format. These reports could be utilized for further data analysis by different teams.
- The server was filled with unwanted data: As the data was being duplicated. The servers got full very quickly, with the same documents/ customer data being fed by multiple users again and again.
- Our solution: Due to data centralization, all customer data was filled once in the server with no data duplication, reducing server space utilization. This also reduced the server space expense drastically.