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Prototype project of document flow automation
in one of the largest companies in the CFM industry in Poland
Technologies used in the project
WHO IS ALPHABET POLSKA?
Polish branch of the global provider of Car Fleet Management services
Alphabet is one of the largest global providers of Car Fleet Management services, represented in 31 countries and currently financing a fleet of over 720.000 cars.
Alphabet currently manages a fleet of 19.000 cars in Poland
Alphabet Polska is part of the BMW group
Alphabet is active in 31 countries around the world
Automated workflow for thousands of paper documents
Alphabet Polska processes thousands of invoices and paper documents necessary to manage a fleet of 19 000 cars.
The company’s goal was to accelerate business development through document workflow automation.
Project goal: a working prototype in 8 weeks
Our goal was to create a prototype of an application enabling digital document flow utilizing the optical character recognition (OCR) service and Camunda Platform (a process and decision automation platform).
We wanted to build a prototype that would allow us to verify whether the tools we selected would support the implementation of Alphabet Polska’s vision of automation.
The requirement for the prototype built for Alphabet Polska was to ensure smooth, automatic processing of the documents scanned by the employees. Below is a simplified model of the automated workflow.
The core functionalities we implemented
Automatic OCR conversion
Management of added and processed documents
Automatic assignment of cases to appropriate departments
Visual user interface
Notifications of new documents for verification
Correction of fields not recognized by the OCR system
Clean user interface
When working on UX mock-ups, we wanted to design a clean, intuitive interface that dramatically simplifies the processes.
The needs of the end user and development time were the two critical aspects for us. We worked in short sprints to quickly gather feedback from the client and adjust.
Senior UX Designer at RST Software Masters
We chose Camunda Platform
as the process engine
Thanks to Camunda Platform, people who care about business processes in the company can easily build new process models and modify them using the BPMN 2.0 visual language.
Thanks to a transparent model, it’s very easy for every person in the company to find information about a process.
The organization can thus more dynamically respond to legal, tax and economic changes.
We have made it easier to detect inefficient elements of the process
The Camunda Optimize tool allows us to monitor metrics and generate heatmaps visualizing the workload of a process. In addition, it allows users to generate reports, create alerts and dashboards.
People responsible for the process can identify bottlenecks in the process (e.g. unavailability of services or impossibility to replace employees) and eliminate them.
Technologies used in the project
Proof of Concept
The prototype made it possible to verify how useful the selected technologies (especially Camunda Platform and Azure Cognitive Services) would be in the implementation of the long-term vision of process automation at Alphabet Polska.
The prototype proved that the process orchestration technology was appropriately selected in terms of the benefits and possible implementation in the client’s infrastructure.
We built the prototype in the shortest possible time. Thanks to this, Alphabet Polska quickly gained knowledge about the possibility of using technology in the automation of future processes.
„It took the RST Software Masters team 8 weeks to complete PoC, including document flow automation using Camunda Platform and Azure Cognitive Services and intuitive user interface.
The team started the project with collecting our needs and requirements. As a result, the next stages of the project ran really smoothly.”
Deputy Operations and BPM Director / Proxy
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