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Simplifying order management systems

Thursday, July 16, 2020
Summary
Centralizing the order management system of a legacy company by consolidating pan India orders from chain of multiple vendors

The Client: A 60+ Years old leading lens manufacturer in India.

About the Company: A 60 years old lens manufacturing company was working on digital transformation to leverage technology and become more centralized in processes. It has established itself as one of the leading lens manufacturing in India now evolving to adapt to next-generation sustainability.

The Challenge: The company had a pre-existing multi-channel Order Management System (OMS). Orders via e-mail is a business-critical channel. The company received more than 4000 orders a day from its 10,000+ strong Opticians Network spread across India. These orders were received by data entry operators and manually inputted into the OMS to be later processed for further manufacturing. This was “the” source of a major bottleneck in the order processing and manufacturing cycle. The team of data entry operators was not able to keep up with the number of orders that needed to be manually entered into the OMS. The entered data was prone to a significant human error.

Each error results in:

  1. Wasted raw-material
  2. Wasted man-hours
  3. Delayed manufacturing line
  4. Delayed shipment of the final order to the end-client
  5. The increased cost of manufacturing and lower bottom-line

Furthermore, prescription lenses order management had a unique problem of requirements of further calculation on the Optician’s Rx values for the lenses. These calculations are required to be fed into the OMS in a particular format for the orders to be processed successfully and subsequently to be manufactured correctly.

The P42L Solution: Our discussions with the relevant stakeholders at the company, we proposed to design a software that:

  1. Ingest emails
  2. Process attached orders
  3. Extract data from the invoices
  4. Clean and extracted data
  5. Perform computations on extracted data
  6. Alert the relevant floor managers of outliers
  7. Divert different types of orders to relevant manufacturing pipelines.

Result: P42L developed the software in 45 working days. Our delivery had 3 elements: 1. A SQL based database

  1. Data API
  2. Dashboard

Our software currently continues to run successfully with a remarkable and acceptable tolerance of 7-12%.

Key KPIs Delivered

-Eliminated manual data entry

By implementing OCR to read data, employees no longer had to manually enter data and were able to keep up with the orders. The process also eliminated human-errors in the data through improved data extraction and cleansing. Usage of SQL led to enriched database management.

-Saved man-hours

By excluding manual entry of data, the company could save several man-hours and this took away the burden of mundane tasks, from employees.

-Improved processes

Getting rid of the delay in manufacturing subsequently excluded the delay in the shipment of the order, thus improving the process as a whole.

-Reduced manufacturing costs

Saving a considerable amount of raw materials, which used to get wasted, itself reduced a significant amount of expenditure. The cost of manufacturing was considerably lowered by allocating human resources effectively through text processing. OMS started running in a more cost-effective manner and also enhanced customer satisfaction.