Case Study
Streamlining Order Processing & Workflows with Oracle APEX
Oracle APEX - Oracle Autonomous Database
Optimizing Global Operations with Oracle APEX Solutions
The Overview
Services: Oracle APEX Development, Consulting
Solutions: Custom Application, Workflows Automation, Client Portal, Modernization
Industry: Healthcare
A global leader in ophthalmic optics supports healthcare and administrative services worldwide. Recognizing inefficiencies in order management and internal request handling, the organization partnered with Insum (Talan – Oracle Technologies) to implement Oracle APEX-based solutions. These projects—WorkFlow and GBO (Order Processing Tool)—transformed internal processes, enhanced operational efficiency, and earned global recognition for their innovative impact.
The Challenges
Order Processing at the National Back Office (NBO)
- High Manual Workload: The NBO received 65% of its orders by fax, resulting in excessive printing, manual sorting, and inefficient prioritization.
- Environmental Impact: High paper usage contributed to unsustainable operational practice
Internal Request Management with WorkFlow
- Fragmented Processes: Requests like travel, training, grants, and vacations were handled differently across departments, leading to inefficiencies and inconsistencies.
- Lack of Tracking: Paper-based and email submissions offered no global visibility, historical data, or effective tracking of request progress.
- Complex Validation: Requests required multiple approvals in varying sequences, further complicating the process.
The Solutions
Enhanced Order Processing with GBO
The GBO Tool revolutionized order processing by transforming how faxes were managed. Instead of relying on traditional manual methods, the system now processes digital faxes and streamlines their workflow. Here’s how it works:
- Digital Organization: Incoming faxes are automatically converted into digital format and prioritized based on criteria such as client type or order urgency.
- User Assignment: The system assigns orders to specific users, ensuring a seamless workflow and efficient task distribution.
- Comprehensive Data Recording: Each order’s processing journey is tracked in detail, recording the user handling the order, the time taken for completion, and the order’s progress.
- Performance Insights: The tool generates key performance indicators (KPIs) from the collected data, offering valuable insights into efficiency and workflow optimization.
- Historical Data Archive: A complete history of all orders received via fax is maintained, ensuring transparency and providing a reliable data source for audits and process reviews.
This enhanced system not only increased operational efficiency but also provided critical visibility into order processing performance, setting a new standard for efficiency and data-driven decision-making.
To address order processing inefficiencies, Insum (Talan – Oracle Technologies) developed GBO, which streamlined order entry at the NBO by:
- Reducing printing volumes by 78%.
- Automating sorting and archiving tasks.
- Enabling prioritization based on client or order type.
WorkFlow Tool
The WorkFlow project aimed to standardize and centralize internal requests through:
- A Centralized Portal: Consolidated requests into one unified system.
- Automated Notifications: Streamlined communication with automated email and text updates.
- Standardized Procedures: Established uniform templates and validation protocols for all request types.
- Configurable Requests: Enabled autonomous configuration of new request types based on need.
- Statistical Insights: Provided visibility into request performance for better decision-making.
The Results
GBO Tool for Order Processing:
- 78% Printing Reduction: Lowered paper use and operational costs.
- Enhanced Capacity: Increased order-processing efficiency at the NBO.
- KPI: the statistics, real-time data on processing volumes, and the management of goals by unit, city, and agent
WorkFlow Tool for Internal Request Management:
- Global Recognition: Selected as one of the company’s best projects globally.
- 50% Time Savings: Reduced request completion times by half.
- Improved Partner Engagement: Enhanced agreement signing rates with new partners during the first year.
- Operational Agility: Simplified validation management for senior leadership.
- Employee Satisfaction: Eliminated manual tracking efforts through automation
Key Highlights
- Recognition: Both the WorkFlow and GBO projects were globally recognized within the Company as best-in-class innovations.
- Environmental Impact: GBO significantly reduced their environmental footprint by minimizing paper use.
- Global Visibility and Insights: WorkFlow enabled comprehensive tracking and statistics for better cost management and operational decisions.
- Custom Features: Flexible request configurations and automated notifications met their diverse needs, empowering employees and streamlining processes.
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