Industry:
Transportation
Client details:
Large Land Owner
Business Challenge:
- Need of a database where the management receives the request from departments to purchase a vehicle (to solve a particular problem like if the production capacity has increased then the fleet size also needs to be increased.)
- To store all the details of a vehicle in a single system so that the quote can be taken from different vendors at the same time from the system.
- Once the Quote is received from Manufacturer/ Dealer then the stakeholders involved in the purchase of the vehicle like Purchase, Production, HR, Accounts etc. could get their action items in a single platform.
- Automated raising of PO from a central system to the selected Manufacture and Dealer.
- If the price of the Vehicles is increased before payment or delivery then a provision to account the increase of price in the system.
- Intermittent Reminders to all the stakeholders involved in purchasing the vehicles.
- Keeping track of Annual Insurance Quotes, Payment and reminders to the stakeholders.
- A payment information to the Accounts department for completing the payment of Vehicles.
- Making the repository of the vehicle documents like
- Bill of Sale
- Certificate of Title
- Vehicle Identification Number (VIN)
- Proof of Insurance
- Dealer’s Invoice
- Manufacturer’s Statement of Origin (MSO)
- Emissions and Safety Compliance Documents
Mavtech Solution Includes Features such as:
Database for Vehicle Requests:
Create a centralized database where departments can submit vehicle purchase requests.
Ensure scalability to accommodate fleet size adjustments.
Vehicle Details Management:
Develop a comprehensive system to store all vehicle details.
Include information such as make, model, specifications, and historical data.
Release simultaneous quote requests to various vendors from the system.
Stakeholder Collaboration:
Upon receiving a quote, notify relevant stakeholders (Purchase, Production, HR, Accounts) through a unified platform. (AI Builder can be used to extract the information)
Stakeholders involved in vehicle procurement, including Purchase, Production, HR, and Accounts, can access their action items and collaborate seamlessly within the platform.
Automated Purchase Order (PO) Generation:
Our system automates the generation of purchase orders from a central system to the selected manufacturers and dealers, streamlining the procurement process.
Streamline the procurement process and reduce manual effort.
Price Variance Handling:
Implement a mechanism to account for price fluctuations.
In case of price fluctuations before payment or delivery, our solution provides a provision to account for price increases, ensuring accurate financial tracking.
Ensure transparency and accurate financial tracking.
Stakeholder Reminders:
Set up automated reminders for stakeholders involved in vehicle purchasing.
Notify them about pending approvals, payments, or other critical tasks.
Improve efficiency and avoid delays. Improve efficiency and avoid delays.
Insurance Tracking and Payment:
Create a module to manage annual insurance quotes.
Remind stakeholders about premium payments and policy renewals.
Maintain compliance and mitigate risks.
Accounts Department Integration:
Provide payment information directly to the Accounts department.
Remind stakeholders for timely settlement of invoices related to vehicle purchases.
Enhance financial control and accountability.
Document Repository:
Establish a secure repository for essential vehicle documents such as:
Bill of Sale
Certificate of Title
Vehicle Identification Number (VIN)
Proof of Insurance
Dealer’s Invoice
Manufacturer’s Statement of Origin (MSO)
Emissions and Safety Compliance Documents
Enable easy access for authorized personnel.
Detailed Use case:
Certainly! Here are the use cases corresponding to the business challenges you’ve outlined:
Database for Vehicle Requests:
- Use Case: A department head submits a request for additional vehicles due to increased production capacity.
- Scenario: The production team notices a surge in orders and needs to expand their fleet. They log into the system, create a request specifying the type and quantity of vehicles required, and submit it for approval.
- Benefit: Streamlined request management ensures timely vehicle allocation.
Vehicle Details Management:
- Use Case: Procurement team seeks quotes from multiple vendors for a specific vehicle model.
- Scenario: The procurement manager selects a vehicle model (e.g., Truck) and initiates a quote request. The system fetches details from the centralized database and simultaneously sends quote requests to authorized vendors.
- Benefit: Efficient comparison of quotes and informed decision-making.
Stakeholder Collaboration:
- Use Case: Purchase manager receives a quote for a fleet of trucks.
- Scenario: The system notifies the purchase manager about the received quote. The manager reviews it and Validates the request, Request is shared with other Departments for Validation and Approvals as per the companies defined Business Process and tracks progress within the platform.
- Benefit: Coordinated efforts and transparency across departments.
Automated Purchase Order (PO) Generation:
- Use Case: Finance team needs to generate POs for approved vehicle purchases.
- Scenario: Once the procurement manager selects a vendor, the system automatically generates a PO with relevant details (vehicle specifications, quantity, price). The PO is sent to the vendor for confirmation.
- Benefit: Reduced manual effort, minimized errors, and faster order processing.
Price Variance Handling:
- Use Case: Vehicle prices increase after a quote is accepted.
- Scenario: Manufacturer / Dealer informs the price increased of the Vehicle via email. The system detects the price change and updates the details accordingly after which the Purchase Manager Validates the information. Notifications are sent to stakeholders (Accounts, Finance) about the revised cost.
- Benefit: Accurate financial tracking and proactive adjustments.
Stakeholder Reminders:
- Use Case: Purchase manager needs to upload the Vehicle document in the repository after Vehicle Delivery.
- Scenario: The system sends automated reminders to the Purchase Manager, prompting them to upload all the necessary documents in the system.
- Benefit: Timely compliance and smoother processes.
Insurance Tracking and Payment:
- Use Case: Accounts team manages annual insurance renewals.
- Scenario: The system maintains a calendar of insurance renewal dates. It sends reminders to stakeholders (Accounts, Admin) to review policies, make payments, and update records.
- Benefit: Avoidance of lapses in insurance coverage.
Accounts Department Integration:
- Use Case: Accounts team needs to process payments for delivered vehicles.
- Scenario: The system provides payment details (invoice amount, due date) directly to the Accounts department. Upon payment confirmation, the system updates the payment status.
- Benefit: Efficient financial management and accurate records.
Document Repository:
- Use Case: Legal team requires access to vehicle-related documents.
- Scenario: Authorized personnel can retrieve essential documents (e.g., Bill of Sale, VIN, Insurance proof) from the repository. The system ensures document security and version control.
- Benefit: Centralized storage and easy retrieval of critical paperwork.
Our solution provides a comprehensive platform for efficient vehicle procurement and management.