Case Study: Streamlining Document Workflow

Document Workflow

Overview
Client’s needs
Solution
Technology
Results

About client

SuperDrob S.A. is a leading poultry producer in Poland and a member of the CPF Group, one of the largest food groups in the world. The company employs over 2,500 people, generates annual revenues of 1 billion PLN, and processes 50,000 invoices monthly. SuperDrob operates in the production, processing, and distribution of products.

About Client

Challenges

A need to optimize and streamline processes related to:

document workflow,
cost invoice workflow
investment workflow
internal administrative activities

Challenges

Client’s Need

The main goal was to create a comprehensive solution for managing document workflow. We aimed not only to reduce the processing time of documents but also to integrate with existing financial and ERP systems to maximize the automation of business processes and the work of end-users.

Our Solution – Smarter

Smarter

The subject of the service was the design, implementation, and maintenance of a comprehensive process platform to automate key backoffice business processes at SuperDrob. Platform we’ve created is Smarter build on IBM technology.

AREAS OF USE of the Smarter

Investment Document Workflow

We implemented a comprehensive two-stage automation solution designed to handle diverse business scenarios based on request type and investment amount:

Stage 1: Investment Request Workflow

Connected seamlessly with the organization’s ERP system to ensure data consistency

Automated the complete investment request submission process within project framework

Built full API integration with the internal “BPI” (Project Office) system

Stage 2: Investment Invoice Workflow (Obieg Faktury Inwestycyjnej)

Applied similar automation principles as the cost invoice process for consistency

Implemented intelligent content recognition for invoice attachment

Automated the approval workflow from receipt through final booking

Cost Invoice Workflow Automation

We implemented an end-to-end automation solution that transformed the entire cost invoice lifecycle:

Automated Information Capture

Direct integration with the company’s email system to automatically retrieve incoming invoices

Elimination of manual monitoring and invoice forwarding

Intelligent Document Recognition

OCR (Optical Character Recognition) technology deployed to extract data from invoice attachments

Automatic identification and capture of key information including vendor details, amounts, dates, and line items

Multi-Stage Approval Workflow

Automated routing to appropriate approvers based on invoice type, amount, and department

Real-time tracking and notifications at each approval stage

Configurable approval chains to accommodate various business rules

Seamless Accounting Integration

Automatic data transfer ensuring accuracy and completeness

Direct posting of approved invoices to the accounting system

Additional back office support

Employee Evaluation:
Annual employee performance evaluation system Systematic and objective evaluation capabilities Integration with HR systems

Corporate Intranet: Employee portal serving 2,500+ users across multiple locations allows news and announcements system, document repository and knowledge base.

HR Support Processes:

Leave request workflows with automatic approval routing,

Business trip management and expense reporting

Employee onboarding processes

Automatic substitution management during absences

Internal HR documentation workflows

Additional value

One of the key aspects of the solution was its scalability. Our client within the capital group owns multiple companies, so we designed the solution to be easily configurable. This ensures that the solution can be maintained across the entire organization’s ecosystem. We prepared the process of adding new companies to be simple and quick, allowing for the first production deployment to occur within a few days.

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Decision on choosing Devapo’s Solution

Superdrob sought a solution that would streamline document circulation within the company. The choice fell on the Smarter system, which was initially intended to handle only purchase agreements and orders, but now also supports many internal processes.

Results

As a result of our work, we streamlined the entire invoicing process from sending invoices via email to using OCR mechanisms for file reading, and finally integrating the data into the implemented document workflow. This significantly reduced the time required for settlements.

In turn, the process from submitting investment requests to the acceptance or rejection of documents has been

reduced from 7-9 days to finalization within 24 hours to 2 days at most.

The use of IBM BAW and the precise customization of the solution to meet the client’s unique business needs have enabled the company to achieve significant improvements in the efficiency of document workflow processes. The shortened processing time, integration with existing systems, and scalability of the solution have contributed to increased decision-making capabilities and process efficiency, ultimately resulting in tangible financial savings.

Technology

The project was created using IBM BAW, utilizing BlueWorksLive to prepare a map of target business processes. FileNet was used for storing electronic documents, and AppConnect enabled easy integration with various applications for system integration. The graphical user interface was visually customized to match the client’s branding.

During the implementation of the investment workflow, our team of engineers faced challenges primarily related to mapping the logic of complex processes. Ultimately, after just 3.5 months, the project was ready for client-side acceptance testing.

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Our client opinion

Devapo’s team demonstrates excellent soft skills such as communication, problem-solving ability, flexibility, and commitment. They are always ready to listen to our needs and adapt to our requirements. We are pleased with the progress of our collaboration so far and gladly recommend Devapo Sp. z o.o. as a trusted partner in IT services. They are prepared to meet the most demanding expectations and provide professional support at every stage of the project.

Dyrektor IT, Arkadiusz Jagodziński