Less administration. More control over distribution.
How Invalidsko podjetje Pošte Slovenije worked with BizIT to move machine-processing schedules out of scattered Excel files into a single application - with a shared overview of around 200 delivery post offices and automatic line scheduling.
"BizIT did not just digitalise our spreadsheets. They helped us improve the process together with the people who run it."
Challenge
Invalidsko podjetje Pošte Slovenije, Pošta Slovenije's disability employment company, employs more than 600 people; more than half have specific physical limitations. Adapting workplaces so everyone can work safely and with as little strain as possible is part of its mission - and of everyday operational decision-making.
That is why preparing machine-processing schedules was so sensitive. For every distribution run, data for around 200 delivery post offices had to be exported from the existing system and manually transferred into new Excel spreadsheets: copied row by row, colour-coded, annotated with comments, sorted according to the specific requirements of the material, printed for operators and then updated manually while the work was under way.
For a more demanding distribution run, this meant 10 hours of work for four employees. It was carried out by the head of department, the deputy and work planners - the very people who should have been focusing on organising work, supporting employees, resolving bottlenecks and identifying savings.
Information was scattered across files and printed sheets. Everyone had their own version of the data, and visibility of changes was limited.
Solution
Together with the client, we first documented in detail how the work was actually done - all the specific requirements of the distributions and the needs of operators. The application, built in Microsoft Power Apps, now displays data from the existing system in one place: by day, by client and by consignment.
- Central overview - all planned distributions for the selected day, with statuses, quantities and an indicator showing suitability for machine processing.
- Assessment for machine processing - the application identifies what is suitable for the machine and what must still be handled manually.
- Splitting planned distributions - excess volume for the day is moved to the next day in a few clicks; this previously required an additional Excel spreadsheet.
- Line scheduling - the processing order and final line schedule are generated automatically, without transferring data between spreadsheets.
- Exceptions and traceability - specific requirements, warnings and comments remain attached to the data; statuses and change history are visible to everyone.
The application is connected to the existing data source, so data for around 200 delivery post offices flows into it without manual entry.
Impact
- Substantially less manual data re-entry and fewer errors.
- A single, up-to-date overview of all distributions.
- Traceability of changes and clear accountability.
- Faster preparation of schedules for operators.
- More time for working with people and improving the process.
How we worked
This project also followed our proven approach: process mapping and a solution prototype, approved by the client before development began.
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