Case KOMPAS

Automation of business processes for a travel operator

KOMPAS is a multidisciplinary tour operator that runs its own charter programs in the most popular destinations and organises tours around the world. More than 15 years of experience.

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Year

2019

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Project duration

4 years

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Technical support

from 2019 to the present

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Specialists involved

10 persons

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Year

2019

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Project duration

4 years

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Technical support

from 2019 to the present

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Specialists involved

10 persons

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Challenges

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    Chaos of internal business processes due to a large number of approvals.
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    Difficulty finding the necessary documents.

Solutions

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    Separate business processes into types.
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    Describe the process algorithm of each type and possible exceptions.
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    Automate the processes.
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    Train people to work in the new system.

Project Details

The project started with a detailed discussion with the customer about their needs, expectations and work nuances. The analysis revealed numerous processes for approving different types of payments, which are approved at different levels by the heads of different departments.

We decided to typify all business processes and collect them in one list for convenience. Typing allows you to quickly set up and launch similar business processes, replacing participants and the approval path.

A total of 5 business processes were automated:

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    payment Ukraine (non-cash);
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    payment Ukraine (card);
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    business trip;
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    payment of Ukraine (card);
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    logistics UA.

In the list of business processes, we created fields that are convenient for monitoring execution:

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    Initiator - the employee who started the process;
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    Payment name - for the Payments business process;
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    Creation date – the date of the process launch;
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    Business process template –shows at what stage the process is (for example, Approved and Name, Reviewed and Name). This field allows you to understand where the process has stopped;
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    Account – for attaching uploaded files;
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    Initiator's comment.
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Basic algorithm of business processes

The business process approval follows the next logic:

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    The user starts a business process through the list;
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    Next, the following participant of the approval receives a notification about what needs to be checked (it can be a manager or an accountant). The user goes to the list of processes, reviews the information, approves or disapproves;
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    After that, the process is completed or, if it is multi-level, goes to the next stage of approval. All participants can return the process for revision, delegate it, or write a comment. After the business process is approved (or not approved), the initiator receives a notification.
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At any time, you can go back to the business process and see who, when, and why (dis)approved the payment, what files and comments were uploaded during the approval process. Employees do not have to search for an old invoice in computer folders or hard copies. All approved processes are saved with the status "Approved". Users can open such a process and see its entire history.

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At any time, you can go back to the business process and see who, when, and why (dis)approved the payment, what files and comments were uploaded during the approval process. Employees do not have to search for an old invoice in computer folders or hard copies. All approved processes are saved with the status "Approved". Users can open such a process and see its entire history.

Results

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    The speed of internal business processes has increased.
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    The number of errors due to human factors has decreased in the departments.
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    The process of finding the necessary documents has become easier.
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Julia Andrusiak

Account Director

+38 050 700 75 72

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