|
|
LEADING
KITCHEN APPLIANCE FIRM COOKS UP A FINE DM SOLUTION WITH TOKOPEN
-
Using TokOpen to steamline finance opetations
The
One One of the leading and fastest growing UK kitchen appliance
suppliers and installers - Hemel Hempstead based DBD Distribution
- has streamlined its strategic business and financial processes
with Tokairo's TokOpen document management solution.
Supplied
by Tokairo's reseller partner OHM Data Services who use TokOpen
themselves, the system is providing DBD - www.dbdltd.co.uk
- with a reliable, secure and rugged IT environment to support
the company's 20 per cent rapid annual growth rate.
It
replaces a former paper-based manual system and is being used
primarily for sales order and supplier invoice processing
and Proof of Delivery/goods received notes processing. The
system is now being rolled out across all departments for
all management and support staff. Key benefits include dramatically
improved POD query resolution, faster and more accurate contract
notes processing, and full integration with existing applications
such as accounting and reporting.
Other
benefits include significant cost savings, elimination of
the need for paper storage space, a complete back-up and disaster
recovery solution for a seven-year back file archive and more
focused reporting. Time taken to access data on day-to-day
individual transactions, such as POD query resolution, is
down to seconds instead of - typically, with the former paper
system - up to half an hour.
The
bottom line is a tighter management grip on the business,
and sharper competitive edge through raised service levels
and improved customer satisfaction.
|
|
Based in Hemel Hempstead, DBD Distribution is one of
the country's leading suppliers and installers of kitchen
appliances to the building industry. Running over 100
deliveries a day, the company's products are used by
such major players as Laings, Taylor-Woodrow, George
Wimpey and Barret Homes.
Contracts on large developments often run for years
and in a highly competitive market, the ability to provide
trouble-free supply and resolve delivery queries rapidly
and accurately is crucial. Since the company was established
13 years ago growth has been rapid and is now running
at 20 per cent a year. Although a mature IT user, business
processes were entirely paper-based.
"As the business grew it became obvious that we
needed to get rid of the paper," says DBD IT Manager
Neil Barnard. "Document volumes were increasing.
Bulk order contracts, for example, often contain a huge
number of pages, and because many building developments
can run a long time, we needed to be able to pull out
files that might go back several years. We also have
to keep all files for seven years for compliance. We
had a warehouse full of them".
"With around 100 deliveries a day, we needed to
be able to establish proof of delivery professionally
and resolve POD queries rapidly and accurately. This
was frequently a nightmare and actually getting hold
of the necessary paperwork could take up to half an
hour".
Eventually, the company bit the bullet. However, with
so many apparent alternatives available, finding the
right solution was a challenge. "We looked at a
number of options from notionally leading DM suppliers,"
says Barnard, "but we wanted to get it right first
time. Because we are growing so fast we wanted a solution
that would grow with us and not have to be replaced
in a couple of years".
|
|
|
|
|
|
|
|
|
|
|
|
"We wanted something rugged and heavy duty that
had proved itself in similar demanding environments
- and, very importantly, a system that would integrate
easily with our existing applications, such as Dimensions
accounting and Crystal reporting. Easier said than
done".
Eventually, the company consulted its computer hardware
maintenance and support supplier whose sister company
- OHM Data Services - offered a DM system it used
itself for its own high volume scanning bureau business
and for which it was a reseller: Tokairo's TokOpen
solution.
"We reasoned that if the system could cope with
such a tough operation it was going to be able to
handle ours," says Barnard. "We also liked
the modular approach which enabled us to only use
the parts we needed initially - and extend as our
needs grew. A key factor in our selection was the
ability to integrate with existing applications without
the need for redevelopment".
DBD took the system's core technology with TokOpen
Sorting Office to handle document scanning and TokOpen
Web to provide easy, familiar screen browser access.
"We're already looking at extending the initial
implementation with TokOpen's Workflow module,"
says Barnard.
"The database is in SQL which we were already
using and the Web interface makes it easy to share
information without additional software. There was
also the ability to search literally huge volumes
of documents quickly and easily". "Extending
the Web access functionality means that document access
can be offered directly to customers".
|
|
|
|
And we liked the way it could be easily tailored to meet
our particular needs. For example, with TokOpen Sorting Office,
on all delivery notes we can print an SOP number as a bar
code so that when we scan it in, the system automatically
reads the bar code and batches it under the relevant heading,
with no need to key in any additional information. This cuts
down on input errors and speeds up the whole process of inputting
documents".
"We also found it easy to add screen buttons for particular
functions. For example, we've got one for when we look up
an SOP in Dimensions; another for POD queries that instantly
pulls up all order documentation - so we can handle a query
there and then without spending ages looking for paper and
having to call the customer back".
A major benefit is comprehensive and reliable disaster recovery.
All files are backed-up daily with copies stored securely
off-site. "Previously, we kept a couple of months files
in the office with the rest in the warehouse," says Barnard.
"Quite apart from the sheer nuisance of having to physically
transport the documents, we were vulnerable if there had been
a fire. The files would have disappeared. Now we don't worry".
"As a result, we now have a streamlined system that
lets all users - over 40 management and support staff - have
literally immediate access to any appropriate file. There
have been significant time and cost savings, with personnel
freed to handle other tasks and cope with the business expansion
more effectively".
"All in all it has given us a better grip on the business
with enhanced reporting, input errors are down, nothing gets
lost, everyone knows where to find the information they need
and - most importantly - we're providing a better service
to customer. In today's business climate, service is crucial.
In fact when we're pitching for business and briefing customers,
we demonstrate the system's functionality to show how our
service is superior. It is giving us real competitive edge".
|
|
|
Tokairo Ltd
20 Linford Forum, Rockingham Drive, Linford Wood,
Milton Keynes, MK14 6LY, UK
Tel: +44 (0) 1908 695 569 | Fax:
+44 (0) 1908 696 961 | E-mail:
info@tokairo.com
|
© Copyright 2004 Tokairo
|
|
|
|
|
|
|
