Automating the on-farm & delivery docketing system to reduce manual data entry to ensure data accuracy, streamline business processes, and enhance reporting

Within the first season, the system captured a missing consignment that would have been lost under the legacy manual processes, the value of which paid for the whole project

120,000 Tonnes and 38,000 hectares of broadacre crop were efficiently and reliably recorded and measured through the system within the first season

The Client

Company Size 
Medium

Type 
Manufacturing/Farming Agribusiness

Based in rural New South Wales, the Client is an integrated agricultural enterprise with interests in cotton, cattle and broadacre crops.

Along with producing cotton in the summer months, they produce cereals, legumes, pulses and other crops in the winter months. The Client differentiates itself through the pursuit of innovative business practices and a focus on long term value creation.

The Challenge

The Client had a high degree of systemisation and consistency in its processes, however, these processes were very manual, primarily using paper forms and Excel for data processing and reporting.

The Client’s team members work in remote locations with limited mobile and internet connectivity. Due to this, there was lag in getting records to the administration office. The Client tracks an average of 15-20 deliveries a day, with a 50 tonnes average per delivery, meaning that a lost sheet of paper can have significant financial implications.

The Solution

The Client engaged with us, as we’ve been a trusted advisor to them for a long time, to investigate integrating one of the many off-the-shelf commodity tracking applications with their Netsuite ERP system in order to digitise their winter crop business processes.

Our team reviewed off-the-shelf offerings, along with the effort required to create a tight, two-way integration with Netsuite. Our engineers estimated the effort to implement a bespoke solution using a web-based solution we had previously delivered to the Client as a comparison.

Clevvi began the process with an on-farm workshop, co-designing requirements with a variety of the Client’s team members. We helped each department to define the must-have, should-have, and the would-be-great-to-have functions of the custom solution.

Our team identified that the bespoke option represented better value than buying an off-the-shelf ‘solution’ that would still require a great deal of customisation to meet the identified business requirements and a high degree of custom integration to interact with the ERP system. We recognised that a bespoke system would be more valuable and customisable to the Client’s business requirements and enable reporting that aligned with the previous work that we had developed for their business.

Our team started by expanding on the data model being used in their existing systems, adding entities and associated functionality relating to new data types required such as silo's bins, storage location, commodity types, and storage capacities. We then created an automated delivery docketing system for the Farm Managers which feeds all required information (farm location, delivery and transport weight, etc.) into the database and sends automated email receipts and text messages to the truck driver with delivery information. It also enables the Farm Managers to edit existing dockets on the fly if any changes are needed.

We integrated this solution directly with the Client’s Netsuite ERP system, automating the reconciliation process, carrier payments, Generating RCTI payments rated, and invoicing.

Why Clevvi?

Clevvi’s business-first design approach, combined with our agribusiness and manufacturing industry experience and deep technical capability, spanning the architecture design and implementation throughout the entire project, enabled us to deliver a streamlined user experience that ensures drivers and farm managers find the system easy-to-use and an effective time saving tool.

Our team’s ability to identify and solve problems throughout the design and development phases was especially important as the Client’s internet connectivity and communications can be challenging. Clevvi utilised our expert knowledge throughout the project life cycle, from requirement gathering, solutions design, architecting and implementation.

The Outcome

The Client harvested over 38,000 hectares using the application, making the manual and paper-based processes obsolete.

Clevvi’s custom automation solution was reliably used around the clock, with team members raising delivery dockets, truck drivers accessing delivery information, and the ERP consistently updated in real-time. The Client now receives real-time data in the portal with no manual spreadsheet data entries necessary. Each process is now efficient, and the data is accurate and available at an instant for a higher-level of reporting. The business can have confidence that every one of the 120,000 tonnes of broadacre crop harvested in 2020 is accounted for.

During the first season alone, the system uncovered a consignment that would have been lost under the legacy manual processes. Capturing the revenue that would have otherwise been lost paid for the complete development of the solution, reinforcing the need to use well-designed and well-built systems and automation when running manufacturing and logistics processes at scale.

To understand how your business could benefit from implementing a custom ERP integrated application to track, monitor, record commodities and data, give Clevvi a call.

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