How we transform files in the Automotive Industry: Digitalization in action!

Dat de kracht van een flexibel Document- of Informatiesysteem is dat meerdere afdelingen ervan kunnen profiteren, schreven we al eerder in deze blog. Verkoopdossiers, inkoopdossiers, garantiedossiers, of wat voor dossier je ook maar kunt bedenken, richten we voor je in. Maar hoe gaat zo’n proces nu precies in z’n werk? Dat vroegen we aan Dennis Roos, de specialist die onze klanten daarbij helpt. 

The warranty file as an example

The challenge of a well-known car dealer was that an employee had to visit all branches to collect the warranty papers and claim forms from the various branches. An inefficient, time-consuming and expensive process. But how do you ensure a smarter process? Dennis explains that the start is always a workshop, not only with employees who are responsible for warranties and claims, but also with IT managers and data managers who monitor security and compliance.

Step 1: the Brown Paper Session

Dennis first visited the customer on location at one of the branches. “It all starts with a large sheet of paper that is hung on the wall. Various ideas are put on paper, but first the existing process is drawn up. Many questions arise, such as: what information is missing, what can be improved, what is possibly being done unnecessarily or is not running as desired? Intensive, but always educational.”

Step 2: Making a design

Based on the information obtained, Dennis usually makes a first design within two to three days: the way in which everything should work. However, to be sure, the design is discussed with the same group of people and a demonstration is given. “Depending on the number of participants, usually five to 10, more or less fine-tuning takes place,” says Dennis. 

Step 3: Acceptance and implementation

After the design has been accepted, the implementation with the group for which everything was designed follows. “The users who are responsible for the warranty process and claims have to learn to work in a different way. And that is always challenging,” he notes. Dennis has an original story about this: “There was once an architect in Italy who was responsible for the design of roads and paths. Unfortunately, there was no consensus, everyone wanted something different. So he decided to sow the entire village with grass. Six months later he came back. Because of the trampled grass, the desired paths were known and he knew exactly where tiles could be laid.”

Step 4: control and aftercare

With what was mentioned in step 3, everyone will understand that setting up a document or information system is a dynamic process. “That is why my field is so interesting, no day is the same and there are always learning moments. My experience is that the best practices that we gain in one sector can often be used to provide good advice in another sector. It is wonderful that as a document management consultant I can use my acquired experience to tackle daily challenges and to simplify processes even further where possible. In this field you are never finished.”

The results regarding the processing of warranty files

What do these steps yield? Was the final question we asked. These were Dennis’ answers: 

• Warranty claims are no longer made on paper, but are completely digital and are stored centrally in DocBase.
• Time savings: no one has to drive for miles to collect paper documents.
• Insight/overview: based on the chassis number, you can see exactly which warranty claims have been made. After all, a car can be resold more than once.
• The process is auditable: all data can be retrieved quickly and easily for years to come if an audit takes place. With Dennis Roos’ expertise and DocBase’s innovative approach, complex and time-consuming processes in the automotive industry are transformed into streamlined, digital systems. This not only leads to significant time and cost savings, but also ensures better compliance with regulations, increased efficiency and satisfied customers.

Would you like to know who we have set up the warranty file process for?

Please contact us and, if desired, we can also show it to you on site.