Implementation of Robotic Process Automation at Scania Finance Poland
Industry: Automotive/Leasing
Process: Automating the generation of databases of commercial companies and marketing contacts
Efficiency: 100%
ABOUT THE COMPANY:
Scania Finance Polska is part of the global TRATON group, offering financial solutions tailored to the needs of its clients, mainly focusing on the transport and logistics sector. The company offers a wide range of financial services that enable customers to purchase and operate new and used Scania vehicles, as well as semi-trailers, trailers and various types of bodies configured with these vehicles. Thanks to deep industry knowledge and understanding of the challenges faced by transport and logistics companies, Scania Finance Polska is able to offer services tailored to the individual expectations of its clients, supporting them in achieving their business goals.
A SPECIFIC BUSINESS NEED
When introducing changes in the process of creating lease assignment agreements in the front office system, we sought a solution that would allow us to carry it out in the most efficient way possible, giving a sense of proper utilization of all available resources. We saw the need to free up the time of those involved in the process who were performing repetitive, simple data entry tasks, in favor of using their knowledge and skills in more specialized and demanding areas of customer cooperation.
This process involved reading data from PDF documents, verifying it against data issued from the contract management system, and then creating assignment transactions in the front office system. Due to the large amount of data, this process was not only time-consuming but also very prone to human errors, which could lead to significant delays in the execution of assignment transactions and consequently to a deterioration in the level of customer service and frustration on the part of those involved in the entire process.
OUR SOLUTION
We received a request from Scania Finance Polska to create an IT solution that would automate the process of creating lease assignment transactions. To solve this problem, we developed an RPA robot programmed to perform the following tasks:
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Monitoring a network folder for new PDF forms with information about assignment agreements.
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Automatically reading data contained in PDFs.
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Verifying the information against the data in the lease management system.
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Creating assignment transactions in the front office system: creating a customer, entering schedule data, transferring transactions to the appropriate status, and sending notifications to users.
This process is now fully automated, which eliminates the possibility of human errors and significantly speeds up the processing time of assignment agreements.
RESULTS
Thanks to the implementation of the RPA robot, the process of generating lease assignment transactions has become much more efficient and precise.
Scania Finance Polska positively evaluates the effectiveness of the automated process.
The implementation of RPA in this area has both shortened the time to create assignment transactions and increased employee satisfaction by eliminating repetitive and error-prone data entry tasks.
The company has taken an important step towards automating its business processes, which in the long term can contribute to a significant improvement in the quality of services offered to customers.
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The robot processes orders continuously, even during the night hours, which significantly speeds up order processing
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Elimination of repetitive and error-prone data entry tasks
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Processing efficiency at 100%, which means that the robot left nothing for manual entry.
IMPLEMENTATION STAGES
The first step towards automating the process of creating lease assignment agreements was to thoroughly understand the current process at Scania Finance Polska. We analyzed the entire business process and the tools used for its implementation together with a dedicated team from our client's side. Understanding each of the individual stages was crucial for developing an effective RPA solution.
After the analysis, we presented Scania Finance Polska with a project valuation, which included the costs related to the design, construction and implementation of the RPA robot. This valuation also took into account the estimated time needed to complete the project and the benefits the company could gain by automating the process.
After accepting the offer, we started building the robot. We have implemented individual elements: monitoring the network folder for new PDF forms, reading data from them, verifying data in the leasing system, creating an assignment order in the sales system.
We conducted a series of tests in a controlled environment to ensure that the robot was functioning correctly and met all the requirements of Scania Finance Polska. These tests included various scenarios to see how the robot handled different input data in PDF forms and different scenarios that might occur during the process.
After completing the tests and optimizing the robot based on the results obtained, the robot was launched in the production environment. We provided continuous technical support to monitor the robot's operation and quickly resolve any issues. As a result, Scania Finance Polska could begin to reap the benefits of automating the process of generating lease assignment agreements, and employees could focus on more demanding tasks, which will contribute to improving the company's operational efficiency in the long term.
In Scania Finance Polska, the process of creating lease assignment agreements was identified as an area that could significantly benefit from automation. Manual data entry from PDF forms into IT systems was time-consuming and prone to human errors. By applying Robotic Process Automation (RPA) technology, this process was significantly automated. The RPA robot we created monitors a network folder, reads data from received PDF forms, verifies it in the lease management system, and then creates assignment transactions in the front office system.
This implementation not only reduced the time needed to create assignments but also minimized errors, thereby increasing the reliability and efficiency of the process. Scania Finance Polska is very satisfied with the project's results, allowing its employees to focus on more demanding tasks while improving the quality of customer service in lease agreements. This automation represents an important step towards the full digitalization of business processes in the company, translating into better competitiveness and customer satisfaction.
"In seeking to increase the efficiency of processes in our company, we recognized great potential in automating time-consuming and repetitive actions.
The result of our cooperation with Automa Services is the automation of about thirty processes in our organization. The projects implementing RPA are conducted at a high level and have brought, are bringing (automations in progress), and we believe will continue to bring (plans for further implementations) tangible benefits for Scania Finance Polska. Automa is a trustworthy partner whom we can confidently entrust with the automation of processes in the company."
Krzysztofa Kaca
Operations Director
Scania Finance Polska