Talosnation
In the dynamic world of global logistics, regulatory changes can pose significant challenges for businesses. The recent implementation of the EU's Import Control System 2 (ICS2) introduced new complexities for shippers worldwide. This case study showcases how TalosNation successfully addressed these challenges using Microsoft Power Automate RPA.
When a global pharmaceutical giant grappled with new EU shipping regulations, their logistics partner (a multinational logistics provide) sought TalosNation's expertise. TalosNation deployed an advanced Robotic Process Automation (RPA) solution powered by Microsoft Power Automate and a custom RPA portal. This innovative solution revolutionized the client's document creation process, enabling them to navigate the new regulatory landscape with unprecedented efficiency and precision. The solution not only streamlined operations but also ensured full compliance with the complex ICS2 requirements, showcasing TalosNation's ability to transform regulatory hurdles into opportunities for process optimization.
The Challenge: Identifying the need for RPA
The global pharmaceutical giant’s transport department faced a major challenge: processing a huge volume of monthly invoices to create the input documents needed to comply with new EU shipping regulations for each of their shipments. This task involved converting these invoices into both CSVs and PDFs for the Entry Summary Declaration (ENS), a critical part of ICS2 compliance. The process was not only time-consuming but also error prone. The generation of CSV files was especially complex, requiring extensive data manipulation to meet various business rules, alongside the creation of the invoice PDFs. With each invoice taking at least 15 minutes to process manually, the department encountered significant delays in meeting these regulatory demands.
Objective: TalosNation's RPA vision for compliance
The pharmaceutical client set clear, strategic objectives for improvement:
- Slash invoice processing time from 15 minutes per document.
- Implement an RPA portal and an RPA solution to streamline the document creation.
- Optimize employee time for value-added activities.
- Automate high-volume input document creation.
- Minimize errors and delays in data processing.
- Ensure compliance with new EU ICS2 shipping regulations.
TalosNation's solution: RPA automated EU ICS2 compliance process with a custom RPA portal
To address the pharmaceutical company's compliance challenges, TalosNation developed a custom RPA solution using Microsoft Power Automate and a dedicated portal. The system automated the entire workflow from invoice processing to document generation, streamlining data extraction and adhering to business rules. This automation reduced processing times, minimized errors, and freed shipping staff from repetitive tasks. As a result, the client significantly improved their EU regulatory compliance and overall operational efficiency, transforming a time-consuming process into a streamlined, automated operation.
Technologies: TalosNation's RPA toolkit with Power Automate
- Microsoft Power Automate
- A custom RPA Portal
- Microsoft Excel and Outlook
Technical details: TalosNation's RPA architecture
TalosNation developed a tailored RPA solution using Microsoft Power Automate as the core automation engine. Power Automate's capabilities enabled complex data manipulation, application of ICS2 business rules, and seamless integration with existing systems. The solution also included an RPA Portal, serving as a user-friendly interface for easy submission of raw invoice file and convenient access to download the resulting CSV files and PDF invoices.
Process: TalosNation's RPA workflow in action
First, RPA bots retrieve Excel invoices from the RPA portal. They then process the data according to predefined business rules. For each invoice, the bots generate two output files: a CSV file containing all package details (such as HS code and description) and a PDF version of the invoice. These output files are then re-uploaded to the RPA portal. This process runs continuously, 24/7, ensuring constant invoice processing and output creation. To handle potential issues, the system is equipped with an automatic error notification feature that alerts the shipping team via Microsoft Outlook if any invoice file errors occur, allowing for prompt resolution. This streamlined, end-to-end process dramatically reduces manual intervention and significantly improves efficiency and accuracy in meeting EU ICS2 regulatory requirements.
Results: TalosNation's RPA success metrics
After experiencing the efficiency and processing speed of the initial RPA robot, the customer recognized the potential for even greater improvements. They requested an expansion of the system to include two additional robots. Now, when three input files are uploaded to the portal, each of the three robots picks one invoice, processes it, and reuploads the output files simultaneously. This parallel processing approach, initiated at the customer's request, further reduces the handling time for the entire workload, demonstrating the scalability and adaptability of our RPA solution.
- Reduced invoice processing time from 15 minutes to under 3 minutes per invoice file
- Demonstrated scalability by expanding from one to three robots at client’s request
- Fully automated process, freeing up significant staff time
- Enabled 24/7 continuous processing, eliminating backlogs
- Implemented parallel processing, further reducing overall handling time
- Dramatically decreased manual input errors, improving accuracy
- Enhanced ability to consistently meet EU ICS2 regulatory requirements
- Increased client satisfaction due to faster processing and fewer errors
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