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Case Studies > Automated Templates Save Weeks of Tiresome Manual Work Every Quarter

Automated Templates Save Weeks of Tiresome Manual Work Every Quarter

Technology Category
  • Analytics & Modeling - Predictive Analytics
  • Application Infrastructure & Middleware - Data Exchange & Integration
  • Functional Applications - Enterprise Resource Planning Systems (ERP)
Applicable Industries
  • Finance & Insurance
  • Professional Service
Applicable Functions
  • Business Operation
  • Quality Assurance
Services
  • Software Design & Engineering Services
  • System Integration
The Challenge
The Finance team was manually distributing and collecting Excel spreadsheets from hundreds of users across more than 200 departments, leading to email overload and issues with version control. Managers had no insight into the process of data collection; it was difficult to know which users had started entering their numbers, which had finished, and which needed assistance without sending emails and waiting for a response. A small team manually copied the data contained in user-generated spreadsheets and pasted it into Oracle’s front end to create reports. The abundance of manual work extended the budgeting process by weeks and increased the possibility that human error would negatively impact budget numbers and the firm’s bottom line.
About The Customer
One of North America’s largest consulting firms was manually creating, distributing, and collecting hundreds of budget templates from more than 200 departments. The Finance team was manually uploading received data by copying it from Excel spreadsheets and pasting it into Oracle’s front end. The firm faced significant challenges in managing this process, including email overload, version control issues, and a lack of insight into the status of data collection. The manual nature of the work extended the budgeting process by weeks and increased the risk of human error, which could negatively impact the firm's financial outcomes.
The Solution
Vena’s central data repository stores the firm’s most up-to-date spreadsheets, templates, drivers, and assumptions and pre-populates Excel spreadsheets with relevant data. Spreadsheets are automatically updated according to changes made to the data contained within the central data repository. A drag-and-drop process designer allows managers to visually design workflows, assign tasks and due dates, and monitor statuses in near real-time. Detailed audit trail records all user-end activity in an easy-to-read log. Vena eliminated the risks associated with manual work with ETL processes that map data from the firm’s source systems into a central, secure data repository, protecting the integrity of data, and giving employees a “single version of the truth”. As a result, the firm can now complete their budget weeks earlier than before.
Operational Impact
  • Automatic updates to spreadsheets and templates eliminate the need to collect data via uncontrolled spreadsheets that may contain errors.
  • Workflow engine gives management complete control over and insight into the progress of each task in the process to ensure its timely and accurate completion.
  • Audit trail enhances user accountability and enables managers to roll back to previous template versions to instantly compare differences.
Quantitative Benefit
  • Reduced budgeting process by weeks.
  • Eliminated the need for manual data collection from over 200 departments.

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