MSC outsourced the task of scanning the paper files and documents whilst the team concentrated on automating the processes and workings of the import department. “This was a real challenge,” Mike explains. “Things are done a certain way for historical reasons, personal preferences and because paper is involved. Simply logging and identifying those processes and flows so that we could then map them electronically was a huge undertaking so we designed an outline workflow which has since gone through several iterations.”
EASY’s design and technical team worked closely with MSC’s focus groups advising and recommending and modifying the workflows and business triggers. An interface to MSC’s Link system was produced so that the EASY Workflow system could read the Manifest which is produced electronically by Link, and from that data a job file is produced. A combination of electronic and paper client documents are pulled together and all made available electronically, managed by the workflow system.
To make the task more manageable and to reduce disruption to the business, the team focused on two trade routes first and secured user and business confidence in that before applying the system to the remaining 26 trades.
“This has been a huge journey for everyone involved, and although it seemed at times like we had taken on an impossible task, we are now firm converts to the benefits and efficiencies that the automated workflow, document capture and archive have delivered to MSC. It is inconceivable that we could ever return to a manual system and processes now that we have tasted the benefits of the EASY system.”
Not all plain sailing
Mike admits that the journey was not altogether smooth. “There have been issues with the system along the way and user confidence dipped periodically as a result, but the important thing is that we collaborated with EASY to find a resolution. This is a business critical system and the impact