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Automation of Engine Order Processing with AgilePoint

The client had to manually handle various tasks when ordering or maintaining motors. To streamline this time-consuming process, 1stQuad developed a solution for automating order processing.

An Equipment Manufacturer

 

The client is a multinational equipment manufacturer with roots in Germany and Switzerland. With a total of 140 subsidiaries worldwide, the company is present on all continents.

Background

 

The company wanted to improve the process of motor order processing. Previously, various processes such as creating motor logs and ordering certification nameplates were manually tracked using Excel and email. This led to difficulties in monitoring and coordination. To make this process more efficient and transparent, the client decided to develop a customer portal.

 

Solution

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1stQuad collaborated in the development of the customer portal. While the frontend was developed by an external company, our team focused on implementing the backend. The solution is based on AgilePoint to monitor employee actions and ensure that all necessary steps are executed correctly.

 

Initially, our team structured and consolidated all information related to the lifecycle of motors—such as order details, maintenance history, and repair and service logs—in a central database. This structure not only allows for the automation of order processing but also enables the client to analyze data using tools like Power BI, gaining valuable insights into the history of motors and actions taken.

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Next, we created and configured automation workflows. Clearly defined steps, approvals, and conditions were integrated into these processes, ensuring that all phases of order processing—from placement to delivery—run automatically and smoothly. Here's how order processing now works:

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  1. A customer wants to repair their motor and submits a request.

  2. The request is forwarded to the internal network, where it is captured and checked for validity.

  3. Based on the motor's identification label and existing data, the system selects the required process.

  4. The responsible person receives a notification to review the initial details and initiates the actual repair process.

  5. The process progresses through departments until the order is processed. All intermediate steps are logged in the system.

 

Outcome

 

Through automation with AgilePoint, the entire workflow of order processing at the client's site is now more efficient and reliable. The company gains a precise insight into the status of each motor order, actions taken, and responsible individuals. This allows for accurate record-keeping without the need to manually track them via emails and Excel sheets. The system handles routine processes, allowing employees to focus on more critical tasks.

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