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How to digitalize the paper flow for/of our clients?

Baert Matthias,

Montrieux Nicolas,

Choksi Sagar,

Brouwers Ruben

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Table of Contents

Who is CCEP?
What is the problem?
What do we want to achieve?
Our personas
The POD Journey
Our solution
The conclusion
What is next?

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Who is Coca Cola EuroPacific Partners?

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The Problem

Storage

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The Problem

Matthias

Well, currently here in Belgium, Coca-Cola does around 3000 deliveries daily meaning that they have 3000 POD's coming in every single day. these documents are then packaged per 40, stored inside a box and put into the warehouse.

Now, what really causes the major storage problem is that these data legally have to be kept for a minimum of 10 years, which brings us to our current situation.

Currently, Coca-Cola has roughly 12,000 boxes of POD's being stored at an external 3rd party warehouse which costs them around 80,000 euros every year.

The reason that so much of this is still done by paper today is because only 20% of Coca-Cola's customers are digitalised (big retailers such as; Colruyt & Carrefour) while the other 80% still prefer to work on paper (small retailers & shops).

So, now that you understand the problem presented in our case, what is our goal to solve it?

Cost comes from external warehouse 3rd party

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Our Goal

Make use of technology to digitalize, store and sort future POD documents

Matthias

Summarized, our goal is to make use of technology to digitalize, store and sort future POD documents. Notice how we say future POD documents, as digitalizing the 12,000 boxes currently stored in the warehouse would cost way too much time, money and effort.

So, we aim to focus solely on digitalizing any future incoming POD's causing the amount currently stored to gradually go down along with the storage costs.

This makes it so that after the 10 legally required years of keeping the POD's we can be completely digital and not have to deal with these huge storage costs anymore.

What is important to note as well is that for now, our goal is still very local to make sure it is actually something we can work towards and implement.

Furthermore, two important factors that have to be kept in mind throughout all this is that the data on the document must remain fully legible and easy to locate for our users, which my colleague Nico will now talk about.

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Personas

50
Admin
Wilrijk, BE

Characteristics

Organized and Efficient,
Local contact

Motivation

Demotivation

Sofie

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Personas

Varied
Bookkeeper
Sofia, BU

Characteristics

Analytical, Logical
Detail Oriented,
Punctual, Responsible

Motivation

Demotivation

Ivan

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AS IS

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Solutions�

Scanning the POD’s
RPA
Cognitive Automation
Low Code

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RPA

File naming
File sorting
Uploading

+ Resolving disputes faster

+ Faster access to important files

Ruben

What is RPA

Robotic Process Automation

Virtual Software Robot
Can interact easily with other applications or software
Does not change the underlying processes/code

Examples:

Start and stop windows services
Encrypt and decrypt files,
Connect to servers
Invoice Processing
Inventory Management
...

What will we use it for

- Naming the files appropriately so that retrieving them is easy

- Automatically putting the files on a server, so that the bookkeepers in Bulgaria

have access to them as soon as they are uploaded.

- Encrypting and Decrypting all the files so that it is more secure.

- Flagging files that have been tampered with, and by who…

This will enable faster replies to customers when there is a dispute and less work for the people working here in Belgium who must otherwise name the files manually after scanning them.

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Cognitive automation

Intelligent Document Transcribing

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Low Code

Matthias

What is low code

Graphical user interface

Write code
Everyone can: (no hiring developers)

Business professionals
Very involved client
Actual developers

Easy to understand/explain for everyone (not like code)

Used in smaller applications:

Time to deployment is critical
Lifespan is fairly short
User for:

Web portals
SaaS (software as a service) applications
Data handling

What we are going to use it for

Use it for connectors:

Data input
Data retrieval (Sofia but also Belgium if dispute 1%)

Why

Rapid change in technology

Now implement cutting edge image recognition software

Might be irrelevant in less than 2 years

Change/replace technology easy and cost effectively

Data retrieval might change

Now all done by hand
Might become more automated or just different in the end

Low code is a perfect implementation here

For the backend we would suggest hard coded software systems

More robust
Last longer

At least 10 years, because that is the legal limit CCEP must keep al that data
Delete it after, to free up space and keep cost steady

Sagar will now talk about the new journey of the POD

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TO BE

Does this comply with the way the PowerPoint displays the stuff

SAGAR

1) The first few steps are the same as before empty POD's and Goods leave the Main office

2) Goods are delivered and POD's are signed by the clients.

3) Signed POD's are then sent back to the main office

To re-emphasize what has been said before by Matthias our solution is to change the process for our selves and not to change anything for our clients, as there are only 20% of our customer base who have gone digital

4) So what changes for us. Our Admin team place the POD’s in an Automation Document Feeder (ADF) and those are scanned and uploaded to the cloud

5) Ivanka in the Sofia Office instantly gains access to the new uploaded files

6) The Physical files which have been scanned and uploaded are then discarded

7)10 years after the POD's have been signed are then deleted

Now I’ll give the word back to Nicolas to summarize and conclude what has been said and what could be next for CCEP

The life of the POD starts at the loading dock at the Coca Cola warehouse, there it then goes to the customer where it gets filled in and the customer also get’s a copy.

When the courier then goes back to the Coca Cola warehouse, he hands over all the POD’s to the ladies sitting out front, they then will put them all in a ADF (automatic document feeder) where they will be scanned and processed, later they will be uploaded to the cloud where everyone with the right access rights can see the data from the POD.

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Conclusion

Intelligent document scanning
Low Code
Personas

Nicolas

Our solution will hopefully help Coca Cola EP become more organized and more efficient with their POD’s.

It will solve their current issues of massive warehouses being filled up with paper boxes, it will also be safer, let’s say that such a warehouse has an accident, and all the boxes burn down.

Then Coca cola EP will not have a backup of their stored POD’s. With our system, there can be scheduled backups so that their data does not get lost in case of disaster.

Our solution will make the workload on the people in Sofia lighter, because with the system we want to put into place all this data retrieval will be handled by the machine learning algorithm (of which there are many ready to use systems on the market).

The physical strain on the people here in Belgium will also be less, just because they do not have to manhandle all the heavy boxes when they put the paper into storage, but also because when there is a dispute (which only happens with 1% of the POD’s) there is no need to physically go to the warehouse and lift the boxes from the shelve, then look through 100ths of papers to find the right document… you get my point…

Our solution will in general be more streamlined, more efficient and cheaper than the solution that is currently in place, with which I think we tick all the boxes we needed to tick for this assignment.

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What is next

Blockchain?
Deep Learning

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Thanks for listening!

Any questions?