Workflow involved filling in the Scope sheet by Technical Sales Support (TSS) Division. Standard Scope sheet maintained in Excel format. Technical Order Processing (TOP) Division finalized Vendor Bought outs. Substantial document exchange with internal departments and vendors. Several manual processes.

CASE STUDIES

SmartDMS – Document Management Software

Global Industrial Pumps & Valves Manufacturing Business witnesses streamlined Document Submission, compliance management, and boost in efficiency of its workforce that resulted in scalability and future business growth.

Client Background

One of the world's leading manufacturers of pumps and valves with greatest technical expertise in Industrial Pumps and Valves segment. The company also offers excellent service, which, in addition to maintenance and repairs for pumps and valves, also includes the supply and installation of its spare parts. Products and services include process engineering applications as well as the wastewater and water sector, mining and energy applications.

Pre-implementation Status

Workflow involved filling in the Scope sheet by Technical Sales Support (TSS) Division.
Standard Scope sheet maintained in Excel format.
Technical Order Processing (TOP) Division finalized Vendor Bought outs.
Substantial document exchange with internal departments and vendors.
Several manual processes.

Need Analysis

Increased workload made storing, retrieving, editing, and managing documents challenging.
Difficult to track activity status and workforce workload.
Manual operations were time-consuming, tedious, and error prone.
Lack of an effective Document Management System.

PARAM Team analysed the process, and with its proven ability, proposed SmartDMS system to the client. With SmartDMS system, the flow and Management of Information, Data, & Documents has become way too easier for the client.

Our Solution: GA Layout & Base Frame Drawing Automation

The SmartDMS platform offers a user-friendly interface with a secure role based access. Users can initiate projects, track their progress and manage approvals seamlessly. The operational process flow of the software is as under:

Process Flow:

User-Friendly Interface: Separate login authentication for each user with department-wise information display and user rights allocation.
Project Creation: Option to create new projects by entering project details.
Sales Order (SO) Management: Effective Sales Order Execution.
Submission Timeline & Tracking: Provision to selects order-specific documents, and the software shows submission planned dates.
User Roles & Accounts Management: Facilitates a secure document exchange across various Roles for internal divisions and Vendors.
Revision History Management: Tracks document revisions.
Workload Management: Displays ongoing SOs assigned to individual users when assigning Aggregate Maker and Draftsman.
Checklists and Inspection Schedules: Facility to fill checklists and create SO-wise inspection schedules.
MIS Reports: MIS Reports for Decision making.

OUR SUCCESS STORY

As the system matured at the client’s one of the plants based in Pune, India, its rising popularity attracted major upgrades for advanced features like GA Drawing Automation, Indent Document Digitization, QA Documentation. Witness Call & Inspection Call Management and many more. This has furthered the client’s vision to make SmartDMS a central hub. The major benefits derived by the client out of this system are:

Enhanced Document Management: Streamlines the storage, retrieval, editing, and management of documents, reducing manual processes and errors.
Improved Workflow Efficiency: The benefits of SmartDMS implementation collectively contributed to improved efficiency, accuracy, and scalability for the client's business operations.
Positive Impact on Business Growth: By monitoring and analysing SmartDMS MIS metrics, the management can now make informed decisions that help in cost reduction, improve customer satisfaction, and drive overall growth and success.