Transforming order to cash through rapid process improvement and task mining
A management consultancy with 3 business units based in the UK, US and India identified a problem with their invoicing process. By utilising BPM-D’s Rapid Process Improvement Approach (RPI) and FortessIQ’s Process Intelligence tool, it became apparent the root cause of this was down to timesheet records.
A delay in processing invoices and uncertainty around the standardised order to cash process were key initiators to kick start a rapid process improvement project.
Increase in Process efficiency
In order to effectively analyse this level 4 process, the company successfully completed a proof-of-concept project on the Fortress IQ tool, yielding advantageous and exciting insights.
The RPI project was initiated by identifying the key value drivers of the organisation. We developed their process repository by collecting and structuring the As-Is process models for Order to Cash this provided the grounding necessary to utilise the BPM-D® framework to define improvement actions. Through the execution of those actions, the process improvement agenda delivers systematically on the business strategy of the organisation.
THE WHOLE STORY
In just two weeks, BPM-D were able to collect sufficient data on the time sheet submission process, investigate this data in the FortressIQ application, and create insightful visualisations of this data in PowerBI. This produced conclusive outputs to optimise the timesheet submission process.
The initial analysis of the process data identified two main methods of time sheet submission:
- Recording and saving timesheets daily to submit at the end of the week.
- Recording timesheets weekly and then submitting.
For one office in particular, by filling out their timesheet daily, each employee can save more than 24% of their time spent on timesheet submission. Analysis of the control types used during the process showed that employees from Office 1 were often working on multiple projects simultaneously, making recalling and recording timesheets weekly a more time-consuming method.
Additionally, the results showed that those who submitted their timesheets weekly often ended up submitting 2-3 weeks’ worth of timesheets in one go, indicating that infrequent submissions and the absence of a standard approach to submitting their timesheets led to late submissions.
By identifying and visually demonstrating the most efficient way to fill out their time sheets, we were able to drive behavioral change to ensure that timesheets were filled out on time. Creating a regular and consistent routine of filling out timesheets daily ensured that invoices can be processed as soon as possible, reducing the cycle time of the overall process.
In just two weeks, BPM-D were able to collect sufficient data on the time sheet submission process, investigate this data in the FortressIQ application, and create insightful visualisations of this data in PowerBI.
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