The Intelligence Behind The A Product Sample Request Workflow

A multinational medical accessories sales office is struggling on the revenue improvement according to the regional sales director. The team is busy with the sales administration processes including

  • Inputting sample request over excel

  • Checking the free of charge contract terms & conditions documents

  • Approving the requests

  • Interacting with the supply chain team to align on the deliveries

  • Summarizing & analyzing all the communication and the request transactions for customer engagement strategy

,the sales director said.


They aim to free up at least 50% of the time for new customer engagement and marketing activities. Currently 2.5 man hours were spent for each transaction and there are totally 6k transactions (18k items) yearly. A luxurious 8 full time equivalent on low value sales admin processes create a big headache to the sales organization.


The sales office is partnering with KY & Company to streamline and digitize the processes with intelligence. We take 2.5 months to rollout the first minimal viable workflow solution capable to

  • Reduce user from 15 to 5 touchpoints

  • Convert customer requests instantly to the workflow system

  • Auto and manual approve the request based on rule engine

  • Digitize the contract documents for terms & conditions archiving and checking

  • Integrate with ERP system for direct sales orders and delivery order creation

  • Approved transaction was projected to the sales dashboard to define upcoming monthly sales strategy

Data becomes the company asset for workflow efficiency and customer segmentation strategy. By leveraging the past 2 years transaction data:

  • The document checking accuracy was improved from 78% to 92%

  • Auto learning is adopted to spot request abnormality as well

  • The overall process lead time was shortened from 5 days to less than 1 day

  • Approval accountability was clearly defined

  • Sales lead prediction

The workflow design factors operation transparency, automation and the sales intelligence into the overall design. KY & Company continues to scale the solution across the office regionally as the intelligent solution shows synergy when more workflow transactions and document data feed in.

KY & Company is a global Digital Transformation consultancy that helps CXO & management create financial impact through strategy development, digitization and automation.

Strategy

Ideation, Rapid Prototyping, Process Workshop, Business Strategy & Digitization Roadmap Development

Digitization

End to end process Re-engineering, User Experience Design & Testing, Solution Development and Change

Automation

Bot development, Training, Tuning & Testing

Management

Process outsourcing, maintenance service, infrastructure orchestration & administration, devops

Project Management & Design

Business case development, planning & governance, Agile SCRUM, business analysis, Lean and six sigma design

User & Technology Research

UIUX Design, emerging technology research, process & technology consultancy study

System & Model Development 

Enterprise system development & implementation, low-code solution development, data model development, mobile & web full stack development

Capability Building

Awareness workshop, design thinking & innovation workshops, technical skill transfers

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KY & Company invents and adopts the digital solution including internet of things, customer experience, process automation, web app development & artificial intelligence. We take care of your entire digital transformation journey from the business case, design to implementation and performance.

Robotic Process Automation, Chatbot, Social Listening

Customer analytics, Omni eCommerce Channels, UX App

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Smart Logistics, Hospitality, & Office

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Organization & Change

Process Automation

Business Insight

Project Management

Others

Industry

Healthcare, Legal, Insurance, Supply Chain, Transportation, Property     Retail, Hospitality, Financial Services

Shared Service

Web & native app. multi-experience development platform, ERP systems

KY & Company introduce free process and UX design workshops to enable our clients to identify opportunities, streamline processes and improve experience

Continued exploration of the process improvement initiatives from end to end process mapping to identifying re-engineering & digitization opportunities

Design thinking & rapid prototyping to drive user experience excellence. co-innovate the user journey, and hence improve both existing customer experience & target new market

UX That Fulfill More Than Just User Need

User Research, Branding, Storytelling, Usability testing, Visual design

Co-create Process Excellence 

DMAIC, EDIPT, Design thinking & Six Sigma Lean

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Enable the organization to understand. leverage and adopt technology in an increasingly interconnected world

​Use Cases

Hotel book to checkout experience, Airline booking experience, Employee HR inquiry...more

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