Delivery by Sea shared its experience in automating business processes based on its own IT solutions

2023: Business Process Automation Summary

On August 21, 2023, Delivery by Sea shared its experience in automating business processes based on its own IT solutions. The ERP system increased revenue, volume of shipped products and the company's EBITDA five times.

The company entered the market in 2016. In a couple of years, the trader established business processes and gathered a pool of suppliers, and in 2018 began digitalization: the development and implementation of the Dayles Smart ERP system, the Dayles Glossary glossary, the Dayles Accept mobile application and analytics in Power BI.

It was decided to create its own ERP system based on 1C. On this platform, the holding kept financial statements.

The first integration of Dayles Smart (part of the circuit) lasted six months (from November to December 2018), culminating in a failure. The reason for this was errors in understanding the processes and, as a result, a non-working SOW, the lack of interest from the team and the wrong choice of developers.

The second integration lasted seven months. As a result, "Delivery by Sea" received a circuit working "at the moment." In July 2019, they launched and began to accumulate the first automated data online. At this stage, the Dayles Glossary glossary was implemented, which has more than 100 indicators of quantitative, qualitative and value accounting; began tracking physical assets in geographical space - where, how much, when, what quality the goods are. However, this integration was not completely successful, since the audit of the program showed that the codes need to be rewritten.

Only the third attempt fully met expectations. The integration lasted eight months - from December 2019 to August 2020. During this period, all critical accounting units were launched:

• a unit for coordinating each process through the decision maker, also appeared the Dayles Accept mobile application, integration with Dayles Smart
• interconnection between internal services at the "system" level
• data analytics in any context

At the final stage, the company launched the development of analytics in Power BI: first using its own resources, then with the involvement of specialists on an outsource.

The result of the work was the ability to see on different devices, including in a mobile application, data and key indicators that determine the effectiveness of the company using the specified filters.

The following functions were automated:

• Ordering suppliers
• Purchasing Planning
• Supplier Relationship Management
• Settlements with suppliers
• Finance, Management Accounting, Performance Monitoring
• Budgeting, Financial Planning
• Financial analysis
• Data Analysis and Forecasting
• Cash Management (Treasury)
• Management accounting
• Business and IT Process Management
• Business Process Automation
• EDM with counterparties
• Routing of electronic document management
• Customer Relationship Management (CRM)

Since ready-made platforms such as 1C were used, the creation of an ERP system did not require long and costly development. Key labor costs were associated with the organization of business processes, the development of terminology, analytics, in a word, the creation of conditions under which a business could function as a single organism.

Total expenses for all systems amounted to less than 30 million rubles, or about 0.3% of revenue. Without a doubt, using ready-made solutions, and not developing your own, would cost much more, besides, it is not a fact that it would be possible to implement the task and adapt the ready-made ERP for business tasks.

From five to two days, Dayles Smart made it possible to reduce the period of accreditation of the supplier, from three to one day to reduce the time for agreeing on a standard transaction for the purchase of goods and from 34 to 24 days to reduce the period for forming a standard ship batch on low water.

But the most important thing is that the company has up-to-date data for making decisions on sales and purchases, the use of financial lines and working with currency risk.