Revolutionizing Logistics Operations through Robotic Process Automation

In response to the pressing challenges of manual processes within the transport and logistics industry, our collaboration with a leading logistics firm – Milsped, leveraged Microsoft Power Automate to implement robust Robotic Process Automation (RPA) solutions.

Milsped Group is one of the leading transport and logistics companies operating in 15 countries and on 3 continents that provides tailor-made solutions for international and domestic transport and distribution, customs clearance and brokerage, automotive and e-comm logistics, including high-tech warehousing solutions – and contract logistics.
Today there are over 3,700 employees in their system, delivering responsible, top-quality services to meet the clients’ needs and constantly innovating the processes within the logistics chain that connects all corners of the world.

This case study outlines three pivotal scenarios where RPA technology played a transformative role in enhancing efficiency, accuracy, and overall operational productivity.

The Imperative for RPA in Logistics: The logistics sector grappled with inefficiencies stemming from manual processes, leading to delays and errors. The catalyst for our RPA initiative was the urgent need to alleviate these challenges and usher in a new era of streamlined operations through automation.

Scenario 1: Invoice Processing and Data Entry

In this scenario, the RPA robot orchestrated seamless communication with four applications, including a sophisticated Document Management System (DMS). By adhering to predefined rules, the robot efficiently retrieved invoices from the DMS, subsequently performing data entry into another critical application. The key parameters and benefits include:
• Efficiency Boost: Automation significantly reduced manual effort, optimizing the overall workflow.
• Accuracy Enhancement: RPA technology ensured precise data entry, mitigating the risk of errors inherent in manual processes.
• Time Savings: Automated communication between applications drastically reduced invoice processing time.

Scenario 2: Barcode-Driven Invoice Handling

The RPA solution interacted with three applications, introducing a barcode-driven approach to streamline invoice handling. It extracted barcodes from an Excel report within the DMS, facilitated document search and linking, and expedited the submission of invoices for accounting. The critical outcomes include:
• Process Streamlining: Barcodes enhanced the identification and handling of invoices, introducing a new level of efficiency.
• Error Mitigation: Automation significantly reduced errors in document search and linking processes.
• Accelerated Accounting: The automated invoicing process expedited submission for accounting, positively impacting overall efficiency.

Scenario 3: Enhanced Excel Reporting with DMS Integration

This scenario involved exporting an Excel file, adding a crucial column, conducting parametric searches within the DMS, and enriching visibility through status descriptions. The parameters of success encompass:
• Enriched Reporting: The added column elevated the information available in Excel reports, providing richer insights.
• Parametric Search Facilitation: RPA enabled parametric searches within the DMS, significantly improving document retrieval.
• Enhanced Visibility: Status descriptions in the Excel file offered enhanced visibility into document processing status.

Collaborative Development Approach
Our approach was characterized by a strategic collaboration with the client’s transportation and logistics teams. While our team managed complex aspects of the process, the client actively automated less intricate tasks. This collaborative synergy resulted in heightened efficiency, increased collaboration, and a wealth of expertise cultivated through constant support of all development activities.

Challenges and Solutions
Challenges encountered during implementation, such as the complexity of existing manual processes, were adeptly addressed through our collaborative approach. Constant team communication and cooperation facilitated issue resolution, ensuring a seamless and successful RPA implementation.

The application of RPA technology, particularly through Microsoft Power Automate, has ushered in a paradigm shift within the logistics company. The specific improvements in efficiency, accuracy, and time savings have positioned the firm as a leader in the digital transformation of the logistics industry. Our collaborative development approach not only streamlined processes but also fostered a culture of continuous improvement, propelling the organization into a pioneering role in the digital landscape of transportation and logistics.