Here is a project focused on improving the package & document delivery process by implementing a digital solution that connects Google Form with WhatsApp, streamlining communication between users and couriers.
| Project Title | Accelerating Package Delivery Process |
| Client | PT Sanghiang Perkasa Kalbe Nutritionals |
| Role | Efficiency Improvement Employee |
| Technologies | Google Form, WhatsApp API, WhatsForm |
The Accelerating Package Delivery Process project aimed to improve package dispatch at PT Sanghiang Perkasa Kalbe Nutritionals. By using Google Forms connected to WhatsApp through WhatsForm, employees can now submit delivery requests easily, replacing the old log book system. This change allows requests to go directly to the courier, eliminating the need for the receptionist to manage this step. As a result, communication is faster, and packages are less likely to be missed. The project has reduced the delivery processing time from 94 minutes to just 26 minutes, enabling employees to focus on other important tasks. This efficient system also prepares the company for future growth, providing long-term benefits in service quality.
Before the new process was introduced, managing package deliveries at PT Sanghiang Perkasa Kalbe Nutritionals faced several issues. The old system required employees to write down delivery details in log books, which took a lot of time and often led to mistakes. This caused frustration and delays. Additionally, when the receptionist was unavailable or not properly trained, important pickups could be missed, complicating the delivery process even more. The main goal of the new system was to make submitting package requests easier and faster. We implemented Google Forms linked to WhatsApp, allowing employees to send delivery requests directly to couriers. This change ensures that all necessary information is communicated without needing a receptionist. To fully understand and address these problems, I used the QCDSMPE framework, focusing on Quality, Cost, Delivery, Safety, Morale, Productivity, and Environment. Below, I explain how these principles were applied to improve the package delivery process.
Quality: Previously, the package delivery process often faced issues due to manual recording, which could lead to mistakes. Employees would write details in a logbook, resulting in errors or missing information that caused confusion and delays. By using an online form linked to WhatsApp, I improved the accuracy of deliveries. All necessary information is now sent directly to the courier, making the pickup process faster and more reliable.
nCost: The old manual system was time-consuming and inefficient, leading to increased labor costs. With the new online system, the time required for each delivery request is significantly reduced. This allows employees to focus on other important tasks, thereby lowering the company's operational costs.
Delivery: The previous manual process took a considerable amount of time for a single delivery request, making it inefficient. After implementing the new system, the time needed for each delivery is now much shorter. This significant reduction in time ensures that packages are picked up on time and enhances overall delivery efficiency.
Security: Relying on a manual logbook created the risk of lost or incorrect information. With the new system, we have a secure digital record that is easily accessible for all delivery requests. This improves the security of important information and ensures that it is always available when needed.
Morale: Employees found the manual recording process challenging. Now, with the new online form, submitting a delivery request is much easier. This has increased employee satisfaction as the process has become simpler and more efficient.
Productivity: The old system consumed a lot of time that could have been spent on more productive tasks. Now, with the new process, employees only need a minute to complete a delivery request, giving them more time for other projects and improvements within the company.
Environment: Transitioning from a paper logbook to a digital system reduces paper waste, helping to create a more environmentally friendly workplace. This change not only benefits the company but also supports environmental goals by reducing our ecological footprint.
| Online Pickup Request Form | Makes it easy to submit pickup requests without manual recording. |
| WhatsApp Integration | Sends automatic notifications to couriers to ensure timely information delivery. |
| Data Accuracy | Reduces errors by sending necessary information directly to couriers. |
| Time Efficiency | Speeds up the process required for each pickup request. |
| Centralized Database | Stores all delivery requests securely and makes data easily accessible. |
| Project Requirements | In creating the Project Requirements Document (PRD) for the delivery improvement system, I focused on defining the essential features needed to enhance the pickup request process. This document outlines the user requirements and technical specifications for integrating Google Forms with WhatsApp notifications. You can view the complete PRD by clicking the button below. | View PRD |
| Design Process | As an employee at PT Sanghiang Perkasa, I played an active role in pinpointing the issues within the manual delivery process. To address these challenges, I designed an online form using Google Forms, making it easier to collect data and communicate with couriers effectively. You can view the design and setup of the form by clicking the button below. | View Wireframes |
| Technical Architecture | I developed a straightforward architecture for the system, illustrating how data will transition from the online form to WhatsApp notifications. This design ensures accurate communication with delivery personnel. You can access the architecture diagram for a comprehensive overview of the technical framework by clicking the button below. | View ERD |
| implementation and Testing Process | I executed the online form implementation and integrated it with WhatsApp using WhatsForm. During this phase, I conducted tests to verify data accuracy and overall functionality. You can explore the implementation details and testing results on GitHub via the link below. | View Document |
I’m happy to announce that the delivery improvement system has been successfully put in place at PT Sanghiang Perkasa. This system makes the pickup request process easier by using Google Forms for collecting information and WhatsApp for quick communication with couriers. The improvements have really cut down on the time and mistakes that came with the old manual delivery process. I also received a Silver Award in the Move to Great Improvement Competition for this achievement. Below, you can see images or examples of the new delivery improvement system.
