Toshiba-Tec
How Toshiba-Tec improved control over its administrative and logistical operations
A WorkflowGen process automation solution implemented by Office Information Australia (OIA)
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Overview
Large-scale industrial companies with extensive global operations often face challenges in managing complex purchase order processes. These processes typically involve various validation paths based on criteria like business unit, division, currency, amount, and request type. Managing business rules manually—often in spreadsheets—can lead to inefficiencies and errors. Key requirements for an effective solution include a centralized repository for business rules, adaptable multi-level validation routing, robust notification capabilities, delegation management, and affordability within budget constraints.
Solution with WorkflowGen’s Hybrid Agentic Approach
- Centralized Business Rules Management and Real-Time Process Automation
To streamline routing rules, WorkflowGen can centralize business rules in an SQL Server database. This setup ensures a single, accessible repository for real-time validation. When a purchase order request is submitted, WorkflowGen queries this database, dynamically adjusting validation levels based on specifics like allocation codes, amounts, and currencies. This approach reduces manual oversight and speeds up validation by allowing each case to follow a tailored path.
- Enhanced Efficiency with AI-Driven Document Verification and Process Insights
AI agents within WorkflowGen can handle document verification, reducing errors in data entry and ensuring compliance with procurement standards. These AI agents manage routine verifications by cross-referencing purchase order details against existing data, flagging anomalies, and notifying the appropriate department of discrepancies. This functionality improves both response times and data accuracy.
- Hybrid Agentic Approval Routing for Complex Decision-Making
WorkflowGen’s Hybrid Agentic Processes enable seamless collaboration between AI agents and human decision-makers. AI handles low-risk, routine purchase order approvals, expediting these requests. In higher-risk cases, AI-generated recommendations are routed to human reviewers for final validation. This hybrid approach minimizes human intervention in straightforward cases while preserving oversight for more complex decisions where it adds value.
- Real-Time Notifications and Escalation Management
WorkflowGen automates real-time notifications to relevant stakeholders based on process status or delays. AI agents analyze workflow data to identify potential bottlenecks, automatically escalating stalled requests or alerting supervisors as needed. This ensures continuity in procurement and minimizes delays.
- Granular Delegation and Mobile Accessibility for a Distributed Workforce
WorkflowGen’s role-based access and delegation options enable temporary assignments for high-turnover situations. Mobile accessibility and email approvals allow stakeholders to review and approve requests from anywhere, increasing flexibility across a distributed workforce.
Benefits
- Accelerated Processing: Routine purchase orders are processed more quickly, with AI managing standard validations and data checks.
- Reduced Errors: AI-driven document verification minimizes human error by cross-referencing against centralized records.
- Enhanced Compliance: AI agents help ensure compliance with organizational and regulatory requirements.
- Optimized Human Intervention: The hybrid approach enables AI to support human decisions, maintaining human oversight in high-stakes cases.
- Improved Notification System: Real-time alerts and escalations minimize bottlenecks and enhance accountability.
Conclusion
WorkflowGen offers a secure, reliable, and scalable platform to manage complex purchase orders efficiently, applying AI agents selectively where they bring the most benefit. This integration speeds up processing times, enhances data accuracy, and allows human experts to focus on complex or critical decision-making, achieving a balance between automation and human control.
