Mitutoyo Polska: digitising metrology with V-Desk
Implementation goals:
- increase workflow efficiency,
- automate manual registration tasks,
- streamline business travel expense claims.
Solution: V-Desk as a workflow system with a mobile application.
Benefits: end-to-end process control; rapid, efficient capture and handling of cases and documents.
Mitutoyo Polska is a leader in metrology. The company offers state-of-the-art measuring equipment and metrology solutions, including coordinate measuring machines (CMMs), vision systems, form and roundness measurement, optical instruments, laser micrometers, hardness testers and handheld measuring tools.
Mitutoyo is highly regarded by customers and its products are renowned for superior quality. The company focuses on innovation and the development of its solutions. It recruits employees across Poland. Working outside the head office, they have traditionally used couriers or email to send documents.
Digitisation and process automation
Challenge:
As the sole representative of a Japanese company in Poland, Mitutoyo operates as a distributed organisation. Field representatives report their activities by delivering documents by email, courier or in person. Documents are often delivered in bulk, which makes the work of the handling departments more difficult.
An analysis of the situation prior to the introduction of digital transformation:
Invoices delivered by courier went to the secretariat and were then moved to the desks of executive decision-makers. The process was frequently paused pending approval; documents waited for action from decision-makers who were away from the office, for example on business trips.
Documents arrived in packages and batches, disrupting the smooth operation of several departments. In addition, registration time was unsatisfactory due to manual re-keying of data.
Key issues to address:
- delays in settling issued invoices
- waiting for documents delivered by courier
- manual registration of individual invoices from bulk packages
- business travel forms in Excel templates sent by email
- process bottlenecks blocking flow
Solution: V-Desk workflow as a desktop platform with a mobile applicatio
Field employees were given a mobile application to handle the process while working remotely. Management gained the ability to approve tasks and documents remotely using the V-Desk mobile app. The dedicated Scan & Paste mobile application enabled automatic capture and registration of invoices from anywhere in the field.
The workflow platform centralises document registration and enables smooth handling in one place by multiple users. The system supports complex task delegation and approval workflows, including the settlement of interrupted business trips (delegations).
Benefits achieved through digitisation::
remote handling and processing of documents and cases from anywhere, at any time, regardless of volume
digitisation to phase out paper-based circulation and remove its limitations.
faster document capture through diversified intake channels.
streamlined processing by eliminating manual registration steps
better-organised processes and tasks, with greater oversight.
Thanks to the V-Desk solution, we can focus on the tasks that are the essence of our business, without wasting valuable time waiting for documents or registering them manually
Monika Siurdyban
Cheif Accountant, Mitutoyo Polska
Summary
The implemented solutions have streamlined our processes, bringing many benefits:
- tasks are routed in line with the organisational chart, with multi-level approval,
- documents are processed more efficiently,
- approvals take place remotely and almost immediately,
- tasks are assigned to the right people, while managers retain full control of the process,
- managers have full visibility of outstanding tasks and documents to be processed.