Company Overview
The company provides a range of fire protection solutions and services to the Western Australian and Victorian Markets and employs over 350+ staff.
Admin Assist
The entire process described above was automated with the Admin Assist RPA Service. A summary of the steps processed by our bots is outlined below:
- The Excel based tender register is updated with the details contained on the email invitation received from the EstimateOne portal.
- A folder within the public fileshare is created as specified to save the original email and the associated tender documents.
- The “Invitation Status” on the portal is updated to “Quoting”.
- The assigned tender number is Hyperlinked in the Excel Tender Register to the applicable folder in the Public Fileshare
- The “Tender Administrator” is sent an email outlining the tender details and a table requiring updating for implicated Firesafe Business Units, their assigned roles in the tender response e.g., “Lead”, “Support” and the assigned Estimator from each business unit.
- Once completed, the “Tender Administrator” sends the email with the updated information back to a designated mailbox for the bot to access and continue processing.
- The bot updates the Excel based tender register with the additional information provided by the “Tender Administrator” in the email.
- The bot creates the opportunity incorporating all the relevant information from the Tender Register in the Project Management System in the name of the business unit lead and then creates additional tiles for the supporting business units involved in the process.
Challenges and Business Objectives
Firesafe are invited via email to participate in providing pricing for a Tender to undertake specified works on projects by Prime Contractors who are bidding for the entire project. A significant proportion of these tenders are advertised a construction specific Tender portal, the main one applicable to Firesafe being the EstimateOne portal. On some occasions, Firesafe may be invited to bid on a project by more than one Prime Contractor.
The processing of these invitations to tender was an entirely manual process where designated staff were notified via email that Firesafe had been invited to participate on a particular tender. This would trigger a need for the staff member to access the online tender portal several times a day and download the relevant information. With the information that was downloaded from these portals, they would undertake the following:
- Setup up any new projects downloaded by adding them to their internal project management systems and saving the downloaded information into their document management system.
- Assign the project and send emails to relevant personnel within the company alerting them to the new project and request they take necessary actions.
- Add addendums to existing projects to the project setup in their internal project management system, save the documentation in their document management system and alert relevant personnel via email.
Results
Significant time and cost savings were achieved by automating this process using Robotics Process Automation freeing up valuable human resource to undertake higher yielding activities on behalf of the organisation.
FireSafe Group