In the period of 2021-2022, the fluctuations of the petroleum industry in the world make domestic petroleum enterprises also face many difficulties and challenges in management. In order to ensure the company’s steady development even in adverse conditions, improving the management apparatus effectively and transparently remotely is something that petroleum companies are very interested in.
Difficulties in managing branches in the system
The petroleum business is a special industry with high business costs. In addition to the large investment and complicated technological process, the cause also comes from the loss in the petroleum transportation process… In addition, with the number of branches being gas stations in the system, without good management will lead to increased costs many times over. Therefore, petroleum enterprises need to focus on three issues in management, which are: measurement management, quantity management, and quality management… According to the policy of the Ministry of Industry and Trade, businesses need to promote applying automation in the control of Import – Export – Manage goods in an automatic, synchronous, and transparent manner in management.
KVV Petroleum Company is a petroleum retail enterprise with more than 60% market share in the southern region with a system of more than 30 stores after 30 years of development. Sharing with FSI – The TOP 10 leading enterprises in the digital transformation industry in Vietnam, KVV said that the volume of documents of this business is a huge number. The problem that businesses are facing is that the documents and documents such as invoices and documents, import and export papers, inventory reports, and periodic quality inspection papers … are still stored at each branch, and no centralized management system. This makes the search and exploitation of information delayed, which lead to the operation and management of the business being affected. Specifically, the management of the quantity of import and export of goods is not effective, and the labor efficiency of the enterprise has not been optimized.
To solve this problem, Anh T, Director of KVV shared with FSI’s consulting team: “KVV needs a centralized solution for managing and exploiting documents, which can be integrated with existing system into a total digital transformation system.”
Smart document management and storage system – a tool for effective remote management
Grasping the expectations from KVV in particular and petroleum enterprises in Vietnam in general, FSI brings DocEye intelligent document management and storage system – Software researched and released by the company itself. 2016 has won many awards: 3 consecutive Sao Khue awards in 2016, 2017, 2018 and Vietnam Digital Transformation Award 2019.
With core technology set OCR, ICR, OMR, ADRT, Twain Scan… DocEye brings 4 main features which are: Centralized storage of all business documents on digital platform, smart search, unlimited sharing and multi-layer security mechanism. DocEye helps businesses set up a centralized digital repository, applying technology to help classify, look up and search documents quickly and accurately. The product fully meets the needs of KVV with a friendly and easy-to-use Vietnamese interface.
Build a “Central Digital Repository” in just 10 days
To ensure the implementation progress before the Lunar New Year 2022, FSI quickly conducted a survey and actual assessment of the storage and document management of more than 30 stores as well as the company’s technology status. KVV. At the same time, focus resources to complete the committed schedule. As a result, after 10 days of implementation, all documents, invoices and vouchers of more than 30 petrol and oil branches have been centrally stored and scientifically classified on the DocEye system.
Also during this time, FSI implemented technology mastery training for middle to senior management personnel of KVV. Thereby, KVV can proactively set up industry-specific features, decentralize detailed permissions for users at all levels in the system to ensure 100% security.
Truong Thi Pho – FSI consultant shared about the actual implementation of DocEye for KVV: “10 days is an incredible time to apply DocEye throughout the system, process a huge number of documents, and dig in parallel. Created so that KVV staff can be completely proactive with the product after acceptance. Thanks to the professionalism of the FSI implementation team, the project has completed the “deadline” required by KVV to improve the operating system right before the 2022 Lunar New Year. This is considered one of the very difficult memorable project”.
Putting the need of customers is always FSI’s top priority. FSI completed this project in a tight time frame but still ensured the highest quality to satisfy customers. With 16 years of experience in providing digital transformation solutions for businesses in Vietnam, FSI wishes to provide businesses with high-tech software solutions to help optimize business management and operation. FSI is committed to accompanying and consulting solutions throughout the digital transformation journey of businesses in the future.