Göfast saves time and reduces the workload with RPA

A large influx of work orders created time-consuming administration at Göfast Gruppen. Through Vipetech's solution with Robotic Process Automation, the process has been automated, which saves time and reduces the manual workload.

MORE ORDERS IN LESS TIME

To manage its framework agreements and associated projects, Göfast Gruppen uses the digital work order system Next project. Here, projects are organized at different levels, from overall projects to work orders and individual tasks that are continuously followed up and administered.

– With an API-connected robot to Next project, users can handle more orders in less time, without risking manual errors. The result is a scalable order flow that frees up time for what truly creates business value, explains Kristian Eng, Senior Solution Expert at Aceve.

CHALLENGE: TIME-CONSUMING AND REPETITIVE WORK ORDER HANDLING

Göfast Gruppen receives a large number of work orders daily, often between 30 and 70. Previously, this meant extensive manual work where each order had to be registered, linked to the correct project, and distributed further within the organization. The process was both time-consuming and repetitive, making it particularly suitable for automation.

SOLUTION: RPA AUTOMATION WITH VIPETECH

Together with Vipetech, Göfast Gruppen implemented an RPA solution, Robotic Process Automation, which automates the handling of incoming work orders. For customers using the system FAST 2, work orders are created directly in the customer's system and forwarded to a portal.

There, the robot takes over. It reads the orders, identifies the correct project in Next project, and registers the work orders automatically. Thereafter, they are placed in an order pool where craftsmen in the field can easily pick up their tasks via mobile phone. The process runs on a scheduled basis every hour and ensures a continuous and efficient flow.

RESULT: TIME SAVINGS AND REDUCED WORKLOAD

The automation has had a clear effect on the operations.

– It is a rather monotonous process and therefore fits very well for an RPA robot. I am solely responsible for setting up orders and we receive up to 70 work orders per day on average. With automation, we save a lot of time and reduce the workload significantly. In some cases, you need to step in manually if the robot encounters something it cannot handle, but that is rare, says Kristel Bergstrand, administrative coordinator at Göfast Gruppen.

The robot also contributes in later parts of the process:

– In addition to handling incoming work orders, the robot marks them as completed after invoicing. It can also handle and adjust documents that accompany the orders. This saves us additional time. The big benefit is precisely the time, but also that the work can continue even when I am not on site.

A STABLE FOUNDATION FOR CONTINUED DIGITALIZATION

NEXT project is a cloud-based tool that helps companies streamline work order management, reduce administration, and gain better control over planning and follow-up. Through Vipetech's solution for intelligent automation, Göfast Gruppen has been able to take the next step in its digitalization.

Vipetech offers solutions that integrate and automate business processes, where order management is a clear example of how companies can create efficient and scalable flows.

FUTURE: MORE AUTOMATED PROCESSES

The collaboration with Vipetech has laid the foundation for plans for continued development and automation.

– Vipetech is very professional and knowledgeable. The implementation took place step by step and we are satisfied with the result. Sometimes the solution can feel like it is not working as expected, but that is usually because one has deviated from the structure that was set up. It is important to be clear about what the robot is supposed to do, says Kristel Bergstrand.

She also shares a piece of advice for others who are thinking about automating:

– Start by creating a clear structure in your processes. Review the needs and then give the robot precise instructions. That is how you get the greatest value out of automation.

ABOUT GÖFAST GRUPPEN IN BRIEF

Göfast Gruppen AB is a Swedish construction and service company with its headquarters in Gothenburg. The company offers a wide range of services within construction service, installation, and property-related works. Since its inception in the late 1980s, the business has grown to become a reliable partner for both public and private customers in Västra Götaland. Today, Göfast Gruppen is the parent company of a group with six companies and a part of Tången Industrikapital.