Rep Velocity
Dec'18th 2018 - Jan'19th 2019
VWR International LLC
Project Charter
PROBLEM STATEMENT
Rep velocity report requires manual emailing to the sales representatives, if they have new accounts assigned or (an existing account gets) modified. This involves manual copying and pasting data and emailing to individual rep's which is time consuming and have quality issues.
OBJECTIVE
Primary Objective:
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Reducing the manual process and increase the quality
Secondary Objective
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To save time taken for emailing for 1 Rep. It takes 2 Min to send an email by implementing automation.
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To develop a procedure for emailing each accounts list to respective Sales representative.
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Quality check before emailing the reports.
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To propose an alternate method that avoids inappropriate files being copied to incorect folders
EXPECTED DELIVERABLES
Implementing Automation, will lower the rework and increase quality, through
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Poka-yoke
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Without adding additional resources,
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Decrease time,
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Lower human fault,
If achieved, the emailing process in Rep Velocity will be have greater quality in very short time.
PROJECT SCOPE- IN SCOPE
In Scope:
Quality Management, Customer Service Satisfaction, Use of Automated tool, Salesrep specific, Time Management, Associates who run Rep velocity reports, If modified can be used for any reports.
Out Scope:
Can only be used for Rep Velocity reports
Work Break down Structure
The Tool has been created on Microsoft Excel VBA. It has been incorporated with Microsoft Outlook Email template and it needs to email the attachment for the respective Sales representative. The QC mechanism is also incorporated successfully. It needs to email for both new account addition as well as existing account modification based on the requirements. If this is implemented successfully then the Turn Around Time for the customer can be achieved without any issues on quality.
The Tool has been created and it performs good. The user needs to open the macro tool and click fetch the files. When the button is clicked it retrieves the excel file names from the mentioned path and it lists into the excel macro template. The tool identifies whether it is a new account add or existing account modification using the file name and it starts emailing the respective file to desired sales rep. If the files are emailed correctly then it marks as "QC Passed" else the tool marks "QC Failed"
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The official meeting with team members and management was conducted on Dec'18th 2018
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The Project has Gone live after getting approval with IT on Jan'19th 2019
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It sends out 300+ emails on a single click
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The tool can be extensively used to other similar process if modified.
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It saves time and increases the quality