Success Story: Measurement Data Report Automation in FDI Enterprises

Measurement Data Report Automation is a critical solution helping foreign direct investment (FDI) enterprises optimize quality control processes and ensure strict adherence to operational standards. In high-tech manufacturing environments, generating accurate and timely measurement data reports is a mandatory requirement, yet often a repetitive burden for the Accounting department. 

Current Operations and Challenges When Generating Measurement Data Reports

The Accounting department in FDI enterprises is often tasked with compiling technical measurement data, which serves as the basis for cost accounting or product quality evaluation. However, this process faces three major challenges.

Processing Large Data Volumes with Fixed Logic

The process of generating measurement data reports requires handling a large volume of technical measurement data, collected from specialized equipment and systems.

• Large Data Volume: Each report aggregates data from thousands of different measurement points.
• Fixed Logic: The data synthesis and processing must adhere to a strict, fixed, and complex calculation logic for evaluating results. Although the logic remains unchanged, manual application is still prone to errors.
• Requirement for High Accuracy: Errors in measurement data reports can lead to incorrect product quality assessments, directly impacting decisions on factory release, shipment, or warranty cost accounting.

Repetitive Work and Compliance Pressure

The work of generating measurement data reports repeats cyclically, either daily or weekly, creating significant pressure on Accounting staff.

• Monotonous and Overwhelming: Staff must constantly access systems, download data, apply the same calculation logic, and reformat reports. This work adds no value and easily leads to monotony and overwhelming workloads.
• Strict Service Level Agreement (SLA) Requirements: Measurement data reports need to be completed promptly to ensure compliance with internal and external SLA commitments. Any delay can disrupt the production process or business decisions.

Due to these challenges, Measurement Data Report Automation becomes an urgent solution.

Process Description and Effectiveness from Measurement Data Report Automation

With the application of automation robots, the process of generating measurement data reports has been significantly shortened, ensuring accuracy and timeliness.

Measurement Data Report Generation Process Before Automation

The manual process includes 7 main steps, requiring continuous intervention by the Accounting staff:

1. Access the internal document management system (Sharepoint) and download the list of required reports.
2. Log into the inspection and measurement system.
3. Extract the raw report data.
4. Perform an initial check of the measurement results.
5. Fill in the result information according to the established calculation logic.
6. Check if the measurement results are valid (meet/fail standards).
7. Save the processed report and send a notification email to related users.

Procedure After Implementing Measurement Data Report Automation

The robot is configured to perform all 7 steps automatically and continuously.

• The robot automatically accesses (Step 1) and logs into (Step 2) the systems, extracting raw data (Step 3).
• The robot proceeds to check the measurement results (Step 4) and applies the complex calculation logic (Step 5) to fill in the report template, ensuring no errors.
• The robot automatically checks the validity of the measurement results against the standard (Step 6).
• Finally, the robot automatically saves and sends the notification email (Step 7).

Achieved Effectiveness After Implementation

The Measurement Data Report Automation project was completed in just 1 month of implementation, leading to remarkable improvements:

• 100% Process Automation: The entire process, from file download to email sending, is fully executed by the robot.
• Time Savings: Report generation time is reduced from hours to just minutes, allowing staff to use this valuable time for higher-value analytical work.
• High Accuracy Assurance: The robot applies the calculation logic consistently, completely eliminating manual errors and ensuring the reliability of the reports.
• Improved Employee Experience: Frees the Accounting staff from overwhelming and monotonous work, enhancing job satisfaction and productivity.
• Timely Compliance Assurance: Reports are generated in real-time or according to strict cycles, meeting SLA requirements and avoiding the risk of delays.

Successful Implementation Experience for Measurement Data Report Automation

The success of the Measurement Data Report Automation project is built upon a reasonable implementation methodology and careful preparation of foundational conditions.

Ensuring Conditions for Automation Implementation

The prerequisite for the project’s rapid execution (in just 1 month) is serious preparation regarding the process:

• Business Process Standardization: The entire report generation process, calculation logic, and exception handling scenarios need to be clearly documented and unified.
• Output Data Standardization: The format of the final report needs to be standardized so the robot can fill in the information accurately.
• Environment Preparation: Establishing stable and secure access rights for the robot to the measurement system and the storage system (Sharepoint).

Reasonable Project Implementation Methodology

The short and effective implementation roadmap is executed through strictly managed phases:

Survey

The phase for assessing feasibility and value:

• Gathering automation ideas from the Accounting department.
• Evaluating the process’s suitability for automation application (repetitive process, high volume).
• Analyzing the technical complexity and estimated value of automation.
• Determining the priority order for implementation.

Business Requirements & Solution

• Process Standardization: Documenting the detailed process after optimization, ensuring the calculation logic is accurately coded.
• Environment Preparation: Setting up the necessary accounts and system configurations for the robot.

Automation Implementation

The development phase is focused on meeting the 1-month timeline:

• Detailed requirements analysis and robot solution design.
• Development and internal testing.
• User Acceptance Testing (UAT) with the Accounting department to confirm the accuracy of the processed measurement data.
• Handover and official operation.

Evaluation

After going live, periodic evaluation is required to measure the robot’s actual performance, especially accuracy and processing time, serving as a basis for expanding to other reports.

Akabot and the Capability for Successful Implementation

Choosing a partner with high professional competence is a crucial factor for the rapid success of the project. Akabot (part of FPT Corporation) is a reputable entity that successfully helps FDI manufacturing enterprises implement Measurement Data Report Automation with the following capabilities:

• Implementation Speed: Experience in deploying simple to complex automation projects within short timeframes, meeting urgent timeline requirements.
• Business Understanding: Deep understanding of Accounting processes and data compliance requirements in the FDI environment.
• Standard Implementation Methodology: Applying a professional project methodology, ensuring quality and adherence to schedule.

The application of Measurement Data Report Automation is a significant step forward, helping FDI enterprises enhance quality control effectiveness, mitigate compliance risks, and optimize human resources.