Case Studies – Business Process Management & Mapping Tools

Automating Billing and Invoicing for Logistics Operations

Shipping & Logistics

Automating Billing and Invoicing for Logistics Operations

Client Overview

Leading Shipping & Logistics Company

The client operates an extensive network of distribution hubs, warehouses, and transportation routes. Their operations involve complex workflows, including traffic flow management, labor allocation, and compliance with diverse regional regulations. As part of their modernization initiative, they sought to automate their billing and invoicing processes while optimizing operational efficiency.

Several Challenges Faced

Process Automation and Robot Coordination

Inaccurate Billing

Manual processes led to frequent errors in invoices for drivers, dock workers, and temporary staff, causing disputes and delayed payments.

Inefficient Traffic Flow

Congestion at distribution hubs resulted in delays and reduced throughput.

Complex Cost Allocation

Assigning costs for labor, equipment, and interrupted services was labor-intensive and lacked transparency.

Regulatory Compliance

Ensuring adherence to state-specific and federal logistics regulations required significant manual effort and frequent audits.

Solution

Implementation of a Integrated, Technology-Driven Solution

To address these challenges, the client implemented an integrated, technology-driven solution focused on mobile tracking, activity-based costing, and compliance automation. The key components of the solution included:

Mobile Tracking Integration

A mobile tracking system was developed and integrated with the client’s Transportation Management System (TMS). This allowed for real-time monitoring of vehicles, equipment, and labor activities. Key features included:

Dynamic Traffic Flow Management

Optimized inbound and outbound traffic patterns to reduce bottlenecks and improve turnaround times at distribution hubs.

Geo-Fencing for Task Allocation

Ensured tasks and costs were allocated based on geographic locations, complying with local regulations.

Real-Time Notifications

Provided instant alerts for disruptions, such as vehicle breakdowns or weather-related rerouting, enabling proactive adjustments.

Activity-Based Costing

An advanced activity-based costing model was implemented to improve billing accuracy. Features included:

Labor Cost Tracking

Monitored hours and tasks completed by drivers, dock workers, and temp staff.

Equipment Utilization Metrics

Calculated costs for forklifts, trailers, and other equipment based on usage and depreciation.

Dynamic Invoice Adjustments

Automated adjustments for interrupted services, such as partial deliveries or delays, with detailed breakdowns for clients.

Compliance and Audit Automation

The solution ensured full compliance with labor and logistics regulations while reducing the administrative burden of audits:

Billing Reconciliation

Generated detailed audit trails for all tasks and expenses, improving transparency.

Regulatory Adherence

Automatically adjusted workflows to comply with hours-of-service (HOS) rules and other relevant regulations.

Compliance Reports

Delivered real-time reports to internal and external stakeholders, reducing manual intervention.

Result

Significant Operational and Financial Benefits

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Empowering a Global Financial Leader by Migrating to Camunda

Financial Services

Empowering a Global Finanical Leader by Migrating to Camunda

Challenge

Scalability, Modernization, and Time Constraints

The client, one of the largest financial institutions in the world, relied on a homegrown BPMN engine to manage 37 highly complex processes, each averaging over 100 activities. Over time, their legacy system became a bottleneck to innovation, as it lacked the scalability, adaptability, and modern features required in a competitive financial landscape.

Complex Process Landscape

Processes integrated with custom connectors, rules, JavaScript, Groovy, Drools, and decision-making logic.

Time Constraints

An initial estimate of 3.7 years for a manual migration threatened to delay the client’s strategic initiatives.

Modernization Needs

Transitioning to Camunda’s modern architecture while maintaining operational consistency.

Refactoring Requirements

Optimizing processes to align with Camunda’s scalable, developer-friendly standards.

Solution

Effortless Migration with CapBPM’s Exodus Tool

CapBPM deployed its industry-leading migration tool, Exodus, to address these challenges and accelerate the transition to Camunda. Exodus enabled the client to migrate seamlessly from their homegrown system while optimizing their processes for modern workflows.

Process Migration and Refactoring

Automated the transformation of 37 complex BPMN processes, ensuring compatibility with Camunda’s architecture and optimizing for performance.

Rules and Decision Table Conversion

Updated decision-making logic to align with modern DMN standards, enhancing transparency and usability.

Connector and Script Modernization

Migrated custom connectors and refactored scripts in JavaScript, Groovy, and Drools for improved efficiency and compliance.

Comprehensive Testing

Delivered end-to-end validation to ensure all migrated processes were accurate and consistent with the legacy system.

Accelerated Delivery

Completed the entire migration and refactoring process in just 5 months, a dramatic improvement over the original 3.7-year estimate.

Result

Transformative Results Through Expert Migration

CapBPM’s expertise and the Exodus tool enabled the client to:

Successfully transition 37 processes from a homegrown BPMN engine to Camunda in 5 months, including extensive refactoring to modernize workflows.

Gain a flexible, scalable, and future-proof process automation platform.

Achieve operational consistency, ensuring seamless integration with existing systems and delivering improved agility. The migration empowered the client to adopt modern best practices, reducing technical debt and enabling faster time-to-market for their financial products and services.

CapBPM at a Glance

Expertise and Innovation

Capital BPM is a trusted leader in Camunda-based process automation and migration solutions, delivering exceptional results for clients worldwide. With cutting-edge tools, certified expertise, and a proven track record, CapBPM ensures seamless transitions and outstanding outcomes for even the most complex projects.

Proprietary Tool – Exodus

Designed specifically for seamless BPMN migrations, Exodus enables rapid, efficient transitions while optimizing workflows for modern platforms. This tool simplifies the migration process, significantly reducing time and cost for clients.

Certified Platinum Partner:

Recognized as the 2024 Regional Partner of the Year for the Americas, CapBPM’s Platinum Partner certification underscores its commitment to excellence and leadership in the industry.

Proven Expertise

CapBPM guarantees exceptional results, accelerated project timelines, and measurable success. With a portfolio of referenceable success stories from global leaders, CapBPM is the trusted choice for companies looking to modernize and scale their operations.

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Healthcare Client Migrates to Camunda

Healthcare

Healthcare Client Migrates to Camunda

When a leading healthcare organization faced challenges with outdated systems, they turned to Capital BPM to transform their business processes. By migrating to the Camunda Platform, this organization streamlined its clinical workflows, enhanced patient care, and adopted a scalable BPM solution tailored for the healthcare industry.

The Heroes

Principal at Architect/Director Healthcare Client

Challenge

Replace Complex and Costly Existing Systems

The healthcare client struggled with inefficiencies in their management system, which impacted healthcare processes across various care settings. Their legacy system lacked flexibility, making it difficult to optimize workflow automation and improve processes essential for healthcare professionals. They needed a modern BPM healthcare platform to support evolving requirements in process modeling and process automation.

Solution

Leveraging CapBPM’s Exodus to Move to Camunda

Capital BPM facilitated the migration to the Camunda Platform using the Exodus migration tool, ensuring a smooth transition with minimal disruption. This approach allowed the healthcare client to:

Optimize healthcare processes and improve clinical workflows.

Enhance patient care with streamlined and automated workflows.

Implement flexible process automation to adapt to changing regulatory demands.

Through process modeling, Capital BPM ensured the client’s workflows were future-ready and seamlessly integrated into their operations. This migration modernized their management program while retaining operational consistency.

Result

A More Smooth, Efficient Operation

Enthusiasm displayed by Client. Genuinely thrilled about substantial progress achieved in such a short time.

Seamless Workflow

Clients are genuinely excited about how quickly their operations have become more streamlined, allowing them to achieve better results with less effort and improved consistency

Optimized Processes

Clients are thrilled with the rapid transformation of their workflows, experiencing smoother operations, reduced bottlenecks, and a noticeable boost in overall efficiency within a short time.

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How a Retailer Leveraged Camunda

The Heroes

Seasoned Enterprise Architect at Client with Decades of Architectural Expertise

Challenge

Need for Efficient Microservice Orchestration Solution

Client recognized the need for an efficient microservice orchestration solution.

Previously, there was a significant investment in a custom solution from another vendor. Within the organization, there was a degree of skepticism due to previous disappointments with those various vendors.

It was crucial to confirm the functionality of the new solution prior to its widespread adoption.

Solution

Camunda and Capital BPM's Genesis

Client leveraged Capital BPM’s Genesis solution along with Camunda for process automation needs.

Capital BPM brought in Camunda to explore potential solutions. Impressed by solution presented by Camunda, client decided to terminate multimillion-dollar contract with previous vendor.

Camunda took on the responsibility for managing 750 million transactions. Client is utilizing advanced scan capabilities to understand the dynamics between purchased items, coupons, and promotions, thereby gradually building confidence in the technology.

Result

Building a Robust and Responsive Business Solution

The final solution has proven to be more responsive and powerful than initially planned by the client.

The Camunda solution has the potential to process a significant fraction of a trillion transactions per year across all stores of the client.

The client is enthusiastic about this solution and is in the process of building an entire program around it.

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Innovative Solution Creation

Manufacturing Technology

Innovative Solution Creation

The Heroes

Senior Product Manager at Manufacturing Technology Client

Challenge

Streamlining and Expediting Contract Creation Process

Client faced challenge of streamlining and expediting the negotiation and contract creation process between manufacturers and vendors.

Previously, process could take months or even years, resulting in significant delays and inefficiencies.

Result

Reduced Contract Creation and Negotiation Timelines

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Maximizing Warehouse Storage Capacity with Robotics, AI, Camunda, and Automation

Client Overview

National Retailer Operating Extensive Network of Distribution Centers

Our client faced mounting pressure to optimize storage and retrieval processes. Their primary cold storage facility served as a critical hub for temperature-sensitive goods, but increasing inventory volumes were straining the existing infrastructure.

Business Challenge

Several Obstacles in Warehouse Operations

Client had two different challenges presented to the CapBPM team.

Capacity Constraints

Traditional racking systems were insufficient to meet growing demands, leading to the need for third-party storage services.

High Labor Costs

Manual stocking and retrieval processes were resource-intensive and prone to delays.

Limited Space Optimization

Expanding the facility horizontally was not an option, making vertical storage the primary focus.

Solution

Deployment of a New AS/RS System

To overcome these challenges, the client deployed a scalable Automated Storage and Retrieval System (AS/RS). The solution featured cutting-edge vertical storage technology and automated let-downs.

Vertical Expansion Using AS/RS

Utilized high-capacity cranes to store pallets vertically, effectively doubling the storage capacity within the existing space.

Optimized the layout to maximize density without compromising retrieval efficiency.

Automated Inventory Management

Implemented crane-based retrieval that replaced manual stocking methods, reducing errors and labor-intensive tasks.

Real-time monitoring and automated replenishment streamlined inventory control.

Integrated Temperature Control Optimization

Designed airflow and temperature regulation systems that maintained ideal storage conditions for perishable goods while supporting increased pallet loads.

Result

Goals Achieved, Workflow Improved, and Costs Reduced

Enthusiasm displayed by Client. Genuinely thrilled about substantial progress achieved in such a short time.

50% Increase in Storage Capacity

Achieved without expanding the warehouse footprint.

35% Reduction in Labor Costs

Automation reduced dependency on manual labor while improving accuracy.

Improved Throughput

Faster stocking and retrieval processes enhanced operational efficiency and reduced delays.

Scalability and Future Enhancements

The system was designed to scale alongside the client’s growth plans. Potential future upgrades include:

Predictive Analytics Integration

Utilize AI to forecast inventory peaks and further optimize storage allocation.

Dynamic Cost Allocation

Implement activity-based costing to measure storage efficiency and adjust for fluctuating demand. By embracing advanced automation, the client transformed their warehouse operations, resulting in significant cost savings and productivity gains. This case highlights the power of scalable technology for organizations seeking to optimize logistics and reduce operational expenses. For businesses interested in similar solutions, contact us to explore tailored automation strategies that fit your needs.

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Overcoming Camunda 7 Migration Challenges

Challenge

Equivalence, Time, and Cost Challenges

The client relied on a legacy Camunda 7 environment to run mission-critical business processes, including 21 complex workflows with approximately 20 activities each. These processes incorporated custom scripts, DMN tables, Java delegates, Groovy, and JavaScript scripts, along with BPMN elements. The client needed to transition these processes to the modern Camunda 8 platform to embrace cloud-native scalability and composability.

Solution

Seamless Process Transition with Exodus

CapBPM deployed Exodus, a proprietary, automated migration tool, to seamlessly transition the client’s processes to Camunda 8. Key steps included:

Process Conversion

Client operates large storage warehouses. Client needs to automate warehousing operations efficiently to improve productivity and minimize errors.

Testing Framework

Ensured equivalence by validating outputs using 50 randomly selected test cases.