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Operavix helped to identify 139.2 FTE in optimization potential and calculate real service cost prices in the Shared Services Center
Achieving absolute clarity in finance and accounting
Impact
process optimization potential identified
01
001
resource equivalent of the identified potential
00001
business tasks detected, analyzed and grouped
001
employees analyzed with Operavix
The Shared Services Center was facing a significant challenge: a lack of clarity in their financial processes. They were unable to find out how much time was being spent on specific tasks and how these tasks were performed. This uncertainty led to two major problems. First, an inability to accurately determine the labor costs associated with various tasks. Second, this lack of detailed understanding made it impossible to objectively calculate the real service cost prices. To tackle these complexities, Operavix came to the rescue, addressing each problem with precision and clarity.
Challenge
01
Operavix tackled the Shared Services Center's challenges using Task Mining technology. This approach enabled accurate labor cost calculations and an objective evaluation of service cost prices. SSC was able to visualize each task, compare actual task execution with benchmarks, and analyze differences in task execution among employees. Operavix also pinpointed tasks for automation and optimization.
Solution
02
Operavix helped the Shared Services Center identify that 38% of the total workload could be optimized — equal to 139.2 FTE in resource savings — by analyzing real task execution across 418 employees. This brought full visibility into actual workflows and service cost structure. The tasks below were the first ones the company chose to automate due to their high volume and strong impact.
Outcome
03
Checking and confirming scheduled payment adjustments in ERP
When changes to planned payments were needed, employees entered new data in ERP, selected invoice details, and confirmed or canceled adjustments manually. This complex path consumed 816 hours annually. By mapping the entire workflow, Operavix highlighted critical manual areas suitable for automation to ensure timely and accurate adjustments.
Creating accounting records for invoices in ERP
To complete this task, employees had to manually check invoice data, register accounting actions, confirm them, and handle occasional errors. The fragmented flow across ERP and related systems led to inefficiencies totaling 601 hours per year. Task analysis revealed automation opportunities to streamline this process.
Creating and approving advance reports based on documents from Outlook and Microsoft Edge
This task involved manually opening documents from Outlook and Microsoft Edge, saving them locally, and transferring data into ERP. Users then filled out multiple fields, added comments, and saved the report. The process took 247 hours annually. With automation potential identified, the manual steps in report preparation were eliminated.
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Ethan Hayes
Chief Financial Officer
Operavix has helped us to get a 360-degree view of our accounting and finance processes, opening our eyes to efficiencies we never knew existed. This newfound clarity helped us in accurately calculating service cost prices, transforming our financial insights and tasks. Operavix is more than just a tool; it's a trusted partner that has enabled us to operate with greater agility and precision.
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