Model of Organization � To Be

# TO-BE

# Summary of changes

## Process Park the car
The idea is to insert a GPS inside each parked car. This will be useful for easier localization.
## Process Reception of car
- **First solution**:
Use WhatsApp to send a photo as soon as the car is parked.
The office will not have to wait for the arrival of the physical delivery note but will be able to register the new car in the database. There will be no more time lost waiting for the delivery note.

- **Second solution**:
A dedicated app for the company with a login area for employees in which is possible to send the delivery note. The image will be processed (using OCR) and the data about the new car will be automatically registered.

# Organizational variables
No change

# Business model canvas

## Process Reception of car
Considering the delivery note the first solution is totally free, thanks to WhatsApp.
In the second solution a new app must be developed. There must be a login area where the employee can send the delivery note, the image processed and car automatically registered.

## Process Park the car
Considering the parking, Theorema must use GPS. The Best solution is to subscribe a contract with TIM called "TIM Things Connect" (or similiar services offered by other providers).
Through the TIM cloud and a GPS geolocation system, TIM Things Connect allows the company to easily know the position of goods and to monitor their movements on a cartographic map in real time.

The same goal can be achieved through a Vodafone subscription, in fact the company provides a similiar service thanks to its V-Multi Tracker.

# IS Views

## Functional view, data

### Process Reception of car
No change

### Process Park the car
<img src="https://i.imgur.com/1UJDzi3.jpg" width="1000" >

## Functional view, processes

### Process selection


The most important process to change is the delivery note. The idea of using WhatsApp is totally free and achievable starting from now.
The App would be the best solution suitable for the company, but is more expensive.
The process of parking is not the most important problem to fix. Reducing the time spent looking for the car could help improve the work of the company but it is not the priority. The GPS solution could be, due to external providers such as TIM, quite expensive.

### Process - Reception Of Car

The time lost in sending the delivery note to the office is reduced thanks to:
**Solution 1**: WhatsApp. The photo of the delivery note is sent to the office and the car is registered.
**Solution 2**: Dedicated app. The photo of the delivery note is sent to the system and the car automatically registered.

**Solution 1**
This solution is the most straightforward.
No new function are required as WhatsApp is free and available in the AppStore or PlayStore.
The photo is sent to the office and an employee can register the car.
This basic implementation also provides a timestamp that tells the company when a car has arrived.


**Solution 2**
The application is used to record the transport document without administration's effort.

| Activity in BPMN | Supporting Software functions |
| --- | --- |
| Login app | app for employee, personal area |
| Insert new delivery note | The image is processed and the car automatically registered |

### Process - Park the car

| Activity in BPMN | Supporting Software functions |
| --- | --- |
| Associate the GPS device to the car | register device |
| Locate the car via app | storage information |
After parking the car the device is associated to the car frame and the record saved in the Data Base. When a car il sold is possible to find where it is parked.

## IT view
### Application portfolio - Process Park the Car

#### Selection
Both vendor taken as example provide an easy access to their gps tracking softwares.

| Application name | Vendor | Description | Price model and fees |
| --- | --- | --- | --- |
| TIM YOUR WAY | Tim | Access to a cloud platform usable from PC, Tablet and Smartphone| Variable (depends on the services selected) |
| TrackiSafe | Vodafone & TrackiSafe | Vodafone and TrackiSafe partnership (TrackiSafe provides hardware and software while Vodafone provides the Sim and Subscription). Accessible from PC and from a dedicated app.| Included in the subscription plan |

#### Coverage

The TIM YOUR WAY platform is specifically targeted to business while the TrackiSafe has a more wide approach. This is a pro, considering easiness of use, but also implies less business-focused functions.

### Application portfolio - Process Reception of Car

#### Selection

| Application name | Vendor | Description | Price model and fees |
| --- | --- | --- | --- |
| WhatsApp | Facebook Inc. | Instast messaging application | Free |
| Telegram | Telegram LLC | Instant messaging application | Free |
| Dedicated App | | Application to automatically record a new car | Development cost |

| Criterion | WhatsApp | Telegram | Dedicated App |
| --- | --- | --- | --- |
| Price | Free | Free | Development cost |
| Usability | High | High | Custom |
| Automation | Low | Low | High |

#### Coverage

Considering an existing free app, like WhatsApp or Telegram, versus a dedicated app.

**Solution 1**
| Software function needed (from process view) | Software function provided by application selected | Gap analysis |
| --- | --- | --- |
| Take and send photo of the delivery note | Instant messaging |No gap |
| Process image and record new car| | Not Possible|
**Solution 2**
Solution ad hoc developed by the company.
| Software function needed (from process view) | Software function provided by application selected | Gap analysis |
| --- | --- | --- |
| Take and send photo of the delivery note | |No gap |
| Process image and record new car| |No gap |

### Technological view

No change.

#### Integration

Regarding the Reception of Car process, if the second solution is taken, the company will have to develop an app that can scan the delivery note and extract its text. This could lead also to automatic loading of data in the database. Of course a human performing error checking is still needed.

Currently, in the market, there are apps that allows to digitalize an image and perform an OCR scan. These apps could be used, but many require a subscription for commercial uses. Also this kind of apps are specifically made for documents and could be inferior to an "ad hoc" solution.
Furthermore, these apps, only cover the first part of the job (the scanning and text extraction), then the process will still be conducted manually.

The control mechanism could be based on a simple protocol implemented in the app allowing file sharing (text and images).

# IT strategy

No change

# Effect of change(s)

## Effect on KPIs and CSFs

### Process Reception of car Solution 1
| Indicator (CSF, KPI) name | Effect | Quantitative estimate of variation (absolute, %) |
| --- | --- | --- |
| CSF3 | Reduce lost time for process "Delivery note" | Hours or Days |
| LT_T | Reduced, Back Office receive the delivery note as soon as the car is parked | Days |
| LT_C | Reduced, as soon as the car is arrived, the customer is contacted | Hours |
|EF_D | App is used to send the delivery note| |
|UC_DN|Reduced due to LT_T||
| N_P | Delivery Notes are saved and not lost.| |

### Process Reception of car Solution 2
| Indicator (Csf, Kpi) name | Effect | Quantitative estimate of variation (absolute, %) |
| --- | --- | --- |
| CSF3 | Reduce lost time for process "Delivery note" | Hours or Days |
| LT_T | Reduced, Back Office receive the delivery note as soon as the car is parked | Days |
| LT_C | Reduced, as soon as the car is arrived, the customer is contacted | Hours |
| EF_B | Thanks to a dedicated App, Back Office mustn't register manually the car | No effort of employees|
|EF_D | Usage of app to send the delivery note| |
|UC_DN|Reduced due to LT_T and EF_B ||
| N_P | Delivery Notes are saved and not lost. Car registered automatically, no typing errors.| Possibility of error reduced to 0%|

### Process Park the car

| Indicator (CSF, KPI) name | Effect | Quantitative estimate of variation (absolute, %) |
| --- | --- | --- |
| CSF3 | Reduce lost time for process "Park the car" | Hours |
| EF_C | Reduced, easy find where the car is parked| Car will be found in a few minutes|
| EF_P | Reduced the time to find a new empty slot, increased | Car will be found in a few minutes|
| UC_P|The cost increase due to the cost of GPS|Cost of GPS device for each car|

## TCO, ROI and Break even

### Process Reception of car, Solution 1
|**Phase**|**Cost**|
| --- | --- |
|Construction | - |
| Deployment| Install application |
|Operation | - |
| Maintenance| - |
|Dismissal | Uninstall application|

This solution is totally free and easy to implement.

S = (UC_DN(after) - UC_DN(before))* N_C
UC_DN(after) < UC_DN(before) because LT_T is reduced.

### Process Reception of car, Solution 2

|**Phase**|**Cost**|
| --- | --- |
|Construction |App development |
| Deployment|Install application, training of employee |
|Operation Maintenance| It infrastructure operation and application maintenance |
|Dismissal |Uninstall application |

| Year/cost or saving| year 1 |year 2 |year 3 | year 4 |year 5 |
| --- | --- | --- | --- | --- | --- | --- |
| Cost| C+D| | | |
| Cost| OM| | | |
| Saving |S |S |S |S |S|

S = (UC_DN(after) - UC_DN(before))* N_C
UC_DN(after) < UC_DN(before) because LT_T, EF_B are reduced.

### Process Park the car
|**Phase**|**Cost**|
| --- | --- |
|Construction |GPS device purchase, development of new IT infrastructure |
| Deployment|Install device in each car |
|Operation maintenance|It infrastructure operation, GPS device maintenance |
|Dismissal |Uninstall devices |

| Year/cost or saving| year 1 |year 2 |year 3 | year 4 |year 5 |
| --- | --- | --- | --- | --- | --- | --- |
| Cost| C+D| | | |
| Cost| OM| | | |
| Saving |S |S |S |S |S|

S = (UC_DN(after) - UC_DN(before))* N_C
UC_DN(after) < UC_DN(before) because EF_C, EF_P are reduced.

## Risks

Is possible that, if the "piazzalista" does not receive an adequate training, regarding how to use the app or related to the GPS devices, both could be underused leading to a waste of efforts.

In order to reduce the risks regarding the parking solution, Theorema should negotiate adequate SLAs with the chosen ISP. It is in fact necessary an evaluation of the GPS devices, as the whole new process relies on them. Keeping this in mind there will be no negative effects if the chosen provider does not meet Theorema requirements.

# Conclusion

The first solution proposed for the "Delivery note process" is free and the ability to use an application like Whatsapp or Telegram, could be a skill the "piazzalista" already has.

This leads to an improvement of the process, by reducing the delay in delivering the transport document to back-office and reducing problems such as lost pieces of paper, without any additional costs.

The more elaborate solution requires, as expected, more resources. But it's also the one that leads to a complete automatization (not taking in account error-checking). In the long run this aspect could compensate for a higher upfront payment.

The GPS solution for the parking process is more delicate. The pros, as we discussed, are all time related (fewer delays) but we have an upfront payment and a subscription to take in account and most importantly the enhancement will only be in the order of minutes (in some cases hours).
But in the end, fewer delays, translate in higher costumer satisfaction, an aspect that it's valuable in the car dealing field.
Keeping everything said in mind, this solution could be considered only if really needed (i.e. if it ever becomes a top priority).