A Well Crafted & Focused Outsourcing BPO Model Built to Survive from Growing Competitive Services Rates in EUR & USA for Logistics & Supply Chain.
The world we are all now operating in and the unique challenges it has posed to our businesses, is indeed unprecedented in modern day history.
Logistics | Freight forwarding | Supply Chain services rates wars are here to stay and the only way to stay profitable is to look inward on the tech and resourcing cost. While few businesses chose to take a risk of outsourcing their work to 3rd party companies in cheaper economies. many other decided to open their own BPOs in strategic locations in India to stay in control of their workforce, processes, and technologies.
While the businesses are aware of the risk involved in outsourcing their work, they lose the control of processes | people and technology around it. This is the very reason why its important to have your own BPO to stay in control of above factors.
We are pleased to introduce that, we at CYAN helping businesses to set up their own BPOs from scratch through our BOT (Build | Operate | Transfer) model which gives European & Wester businesses not only to save cost but also to stay on the curve with best-in-class technology. We help you to establish your BPO through our BOT model + recommend best in class automation technologies which will significantly reduce the overall cost per shipment.
Through our inherited deep domain expertise powered through technological knack,CYAN understands this need clearly. We have moved even further to challenge the current outsourcing principles which mostly rely on arbitrage. Though some businesses capitalized on outsourcing, One of the biggest ask from businesses today is, If there is even a better model that can keep their fixed cost to variable in line with their revenue?
CYAN “Scale ROI” model just does that, you pay for what you use? Some of our customers (First Movers) have already taken this advantage and they are well placed compared to others sitting with fat resource cost today. Our value based services (Range of Documentation for Ocean & Air and Finance & Accounting) offering is not only unique in achieving variable cost but can also enhance best in class experience to your end customers.
STREAMLINING YOUR FORWARDING BUSINESS THROUGH OUTSOURCING BLUEPRINTS
Freight forwarding business has many complexities. There has never been a straight out method to benchmark staff productivity. Most of the times, businesses ended up investing more on resources which weakened their yield per shipment overall.
Through CYAN’s (SCALE ROI) our process blueprints helps business to scale more volumes through less effort. Our CONTROL CENTER ensures, we execute each task in shipment lifecycle in a controlled manner only with required effort.
OUR SERVICES
OUR SERVICES
Documentation Entry Services
- Booking Creation & Validation
- Shipper, Trucker, Warehouse & Carrier Coordination
- Export Documentation
- Customs Entry, SOLAS
- COB & Pre-alerts
- Ocean Export Billing & collections
- IC Reconciliation
- Airport / Transport Co-ordinations
- Flight Schedules Management
- Charges updates in ERP for Ocean & Air
- Pre-Alert Monitoring
- Imports Documentation
- Customs Entry
- Collections & LINE Payments
Finance & Accounting
- Verifying Provisions – Billing /Online & Cheque Payments
- Printing Cheque on Remote Printers
- Passing Receipts & Payments based on bank statement.
- Exchange Rate Updates. Cost Booking
- Dispute Closures
- Email and Phone calls for pending receivables
- Analysing Jobs – Profit and Loss’ and coordinating internally with teams on rectifying transactions
- Vendor/Customer Reconciliation
- Intercompany Reconciliation
- Bank Reconciliation
- Credit Card Reconciliations
- VAT Returns / Filing across locations
- Audit Support
- Provisions/Accruals
- Year End closure
- Overseas Agents, Airline, Liner Payments
- Cost Booked & Reconciliations with proper comments for Unapproved items provided to agent
- Dispute co-ordination with CS & OPS
- Resolutions of Disputes
- Payment to Agents/Vendors based on credit term and payment made at the last week of the month. Via Online, Cash & Cheques
- Setting of Monthly Targets
- Follow up with Customers – Phone & E-mails
- Online Cheque Collections
- Cash Collections and accounting of the same
- Dispute Resolution/Account Reconciliation
- Ageing Analysis
- Monthly Visibility Report
- Variance Analysis
- Receivable & Payable – Reviews
- Provisional Entries
- Month end/ Year end closure
Customer Service
- Create Bookings
- Contract Management
- Procure Shipment Details
- Quarterly Customer review cycle
- Track Shipment and Status Updates
- Client Advisory Services
- SOP Compliance
- Exception Management
- Key Account Management
- Troubleshooting and Escalation Resolution
- Receive enquiries and send timely quotations
- Follow up with customers and confirm bookings
- Vendor/Customer Reconciliation
- Intercompany Reconciliation
- Bank Reconciliation
- Credit Card Reconciliations
HOW CYAN DESIGNS TAILOR MADE OUTSOURCING SOLUTIONS
discovery-process
We quickly observe your current practices and validate against best in class industry practice Map Customer & Non Customer facing touch points SLA/KPI – Current Customer Experience Vs. Future
target-outsourcing-process
Map all documentation and CS processes De-Fragment the shipment lifecycle Recommend standard operating procedure Clearly agree value besides cost reductions
skill-expertise-resource-mapping-process
Map People / Process / Technology / Country phone Numbers required for outsourcing Day to Day execution details, where outsourcing starts and ends, how it is handed back E2E Dashboard for real-time visibility
agree-pilot-transition-plan
Pre-Requisites Captured Resources Trained Back Office Setup Plan SOP & Hourly Execution Plans Client and Cyan Engagement Matrix and weekly calls set
CAPTIVE BPO-BOT Model – (BUILD | OPERATE | TRANSFER)
- Many businesses in USA, Canada & Europe clearly understands the value of creating their own BPO. Many have taken a leap in this space, and many couldn’t start due to right guidance.
- Through BOT model, CYAN offers businesses to build their BPOs from scratch and scale them as COE’s – Centre of Excellence.
- CYAN brings deep domain expertise, experienced resources hired on the customer payrolls, helps to set up processes and KPI eco-system, demonstrate $ savings, installing OCR, AI & ML technologies in the processes to drive efficiencies. In simple words, right from sourcing office, infra, resources, building BPO delivery teams and delivery KPIs as per SLA agreements.
- We agree simple contractual terms where we BUILD the BPO, help the customer to OPERATE and over a period we TRANSFER complete ownership of the site in INDIA.
- This helps Customers to set up and run their back-offices efficiency.
- Customer achieves up to 70% cost savings via Captive BPO Model.
HOW DIGITALIZED BPOS HELPING BUSINESSES
POC METHOD : The success of outsourcing comes when processes are coupled with best in class technologies. While most of the businesses retain their core teams ( Sales & Marketing ) locally in expensive economies as these are customer facing, rest is moved to CAPTIVE back offices.
TECHNOLOGY IN PLAY : Most of the simple processes which are data entry driven are outsourced to back office. There are many popular OCR technologies which helps to interpret customer documents via AI & Machine Learning process and in turns feeds the necessary information back into the eRPs used by the businesses.
The human value is not lost in this whole chain. Domain experienced resources are retained to close the technology gaps. Most popular processes where back offices are leveraging technology is as shown below for a freight forwarding business as an example and same context applies to other industries.
- Sales Support – Quotation process
- Documentation – EXIM Documentation
- Track & Trace – Real time updates from shipping lines / airlines
- AMS | AES | ISF | FMC filings
- Customs Declarations
- Accounts Payables – Auto detection of cost in system, Match and Invoice Posting
- Accounts Receivables – Review credit lines and issue auto notifications to customers.
- Marketing – GO TO Market via Surgical Approach / Target Customers
TAKE FREE OPPORTUNITY ASSESSMENT
- Freight Forwarding, Supply Chain, 3 PL, Warehouse and other businesses engages with CYAN to discuss potential Captive BPO sourcing.
- CYAN team understands the business model and provides high level outline of the processes which can be operated via CAPTIVE BPO in INDIA/PHILIPPINES
- Customer then engages deeply with CYAN to give a run through of the processes alongside BPO delivery expectations.
- CYAN works inwards and reverts to Customer with Delivery KPIs, complete budget alongside 5 years savings overview.
- Both parties then get into legal agreement initiates outsourcing as per agreed plans.
- CYAN then helps the Customer to register their foreign owned BPO in INDIA and helps with government regulatory.