Digital Transformation Case Study

Trainees participating in the Workcube Digital Transformation Expertise certificate program should make an exemplary implementation. The certificate program includes hands-on training. The trainee should try to develop original ideas as if he/she were establishing a real company, such as an entrepreneur/boss or general manager, and should run a good company like a prudent trader.

Workcube is implemented in institutions as listed below.

1- Strategy and Business Plan: Preparation of corporate strategy and business plan
At this stage, the trainee decides what to do, in which sector he/she will specialize, what to name his/her company, and what his/her basic strategies will be. And prepares a “Strategic Business Plan”.

Modules and Functions: Project, Agenda, Member Management, Survey
Key Operations: 

• A project is created, Tasks are saved,
• Companies/persons with whom cooperation and information exchange are made are registered as members.
• A survey is made for the brand and company name,
• A meeting is held within the project, meeting minutes are entered,
• Market research is attached as a document,
• A summary business plan content is developed within the project,
• An interview is made with a credit institution,
• A loan agreement is made on the basis of the prepared business plan.

2- Establishment of Institutional Knowledge Base: Literature, Process, Documentation
In line with the prepared business plan, basic rules, workflows, information, and documents are collected.

Modules and Functions: Content and Digital archive
Key Operations: 

• Content management categories and sections are created, basic business rules are added as content,
• It is added as a digital archive document.
• The basic structure of the workflow system is established.

3- Reorganization and handling of resources: Classification of Resources such as Human Resources, Physical Resources, Financial Resources, Business Network and organization on Workcube

Modules and Functions: Human Resources, Physical Assets, Member Management, Credit and Fund Management
Key Operations: 

A- Human Resources

• The company is created, and related branch offices and departments are created,
• Position types are created,
• Permanent Staff is made,
• Positions created
• Advertisements are made for recruitment,
• CVs are saved,
• Selection Lists are created,
• The interviews are done
• Candidates are recruited,
• Personal records and additional information are recorded,
• Fees are recorded,
• Candidates are orientated,

B- Member Management

• Member Category and basic information are set (Sales Channel and Suppliers classification),
• Example Member records are entered
• Analysis-surveys are applied to members
• Segmentation of the entered members is done,

C- Credit and Fund Management

• Required credit purchase and payment terms are entered into the system in line with the business plan.
• Investment Budget is made

D- Physical Assets

• Physical asset categories are arranged,
• Requests are added to purchase equipment such as computers, furniture,
• 2 cars are rented,
• Office space and factory building are leasing,
• Production and work equipment is purchased with Hermes investment loan.

Note: Account plans and budget items are set for accounting and budget transactions.

4- Setting up the Financial System: The basic setup of the financial system is done.

A- Cash Account, Bank

• Cash Accounts are created
• Bank Accounts are created,
• Checks and promissory notes are defined,
• Credit card etc. definitions are made

B- Accounting and Budget

• Accounting charts are created.
• Budget items are set.

5- Classification of purchased, sold, produced goods and services: Establishment of stock and warehouse system.

A- Product and Stock

• Basic definitions such as product categories, units, brands are set,
• Products and stock versions are entered,
• Necessary actions are taken for product information management
• Necessary operations are carried out for the products that are produced, configured, combined and processed.
• Accounting and budget items of the products are set,
• Stock strategies are entered,
• The basic working principle of the cost system is understood.

B- Warehouse and Location System

• Warehouses are created
• Locations are created,
• Shelving system is set up.

Note: Account plans and budget items are set for accounting and budget transactions.

6-Management by Targets and Agreements/conditions: Making sales and target plans

A- Agreements

• Conditions of doing business with suppliers and customers are entered,
• Risks, Guarantees etc. recorded,

B- Sales Planning and Targets

• Target and sales planning basic parameters are set.
• Sales targets are created on the basis of Brand, Supplier, Category, and product.
• Targets such as customer development, visit, innovation etc. are determined.

C- Budget Planning

• The budget is created.
• Income and expense plans are made with budget receipts.

7- Operational System: Demand Generation, Purchasing, Production, Storage, Sales, Shipment management.

A- Campaign Development

• A campaign is designed to describe products and services,
• Campaign content is developed,
• Target Audience is segmented,
• E-mailing, direct mailing, SMS, telemarketing are done to the target audience. As a result of the activity, the feedback is reported to the sales employees as interaction.

B- Sales Management

• General parameters of sales management tools are set.
• Document layouts, template prints are arranged.
• Sales principles and basic operation and process are developed according to the sectors.
• Opportunities are recorded, all follow-up processes are entered.
• Opportunities are converted into Offers.
• Offers are created and their history is checked.
• Approved offers are converted into orders.
• Orders are recorded directly. Stock, production orders are tracked.
• Subscription-based businesses register system, payment plans and etc.

C- Purchasing Management

• General parameters of purchasing management tools are set.
• Document layouts, template prints are arranged.
• Creates a purchase requisition.
• It is converted into a purchase offer or order by going through the approval processes.
• Purchase offers are entered.
• Appropriate offer is ordered.
• Stock orders, strategies, etc. of orders are given

D- Production Management

• Basic definitions such as Workstations and processes are set.
• BOMs, Specs, Recipes etc are created,
• Sales Orders are checked and Production Orders are created,
• Production Schedules are checked,
• Material Requirements are analyzed,
• Production Results and Entry Processes are done,
• Consumable, Waste and Production outputs and warehouse integration are checked,
• Quality Control processes are carried out

E- Warehouse and Logistics Management

• Storage and shelf systems basic structure is set,
• Stock Orders - Goods Acceptance transactions are made,
• Stock Orders - Shipments are made,
• Purchasing and Sales Delivery notes are issued,
• Serial and Lot Tracking operations are carried out,
• Packing and Shipping are done,
• Shipment Tracking and Costs are controlled.

F- Foreign Trade

• Foreign Purchase orders are placed.
• Import invoices are entered,
• Import operations are costed,
• Fictional warehouse and nationalization transactions are carried out,
• Letter of credit transactions are carried out,
• Foreign sales orders are given
• Export invoices are issued

G- Service and Customer Service

• Call Center Interactions are recorded,
• Interactions are distributed according to internal processes,
• Service Applications are Accepted,
• Serial No based warranty is followed,
• Assignments based on the application, Fault, and Repair maintenance operations are carried out,
• Service Delivery Notes are issued,
• Service Transactions are billed
• Service Agenda is checked

8- Invoice and Current Transactions: Invoice, Check, Promissory Note, Cash, Bank transactions, multi-currency working principles

A- Invoice

• Invoice Types and Transaction Categories are set,
• Invoice Definitions, Templates are made,
• Invoice Orders are checked,
• Conversion from delivery note or order to invoice is carried out,
• Purchase and Sales Invoices are issued,
• Bulk invoicing transactions are carried out,
• Import and Export Invoices are issued
• Invoice Control and agreement compliance processes are carried out,
• Invoice Budgeting is checked,
• Accounting receipts of invoices are checked,

B- Cash Account and Cash Transactions

Cash Account Transactions and Transaction Categories are set,

Cash Payments and Collections are made,

Transfer Transactions are carried out

Accounting receipts of transactions are checked,

C- Check - Note

• Check, Note Transactions and Transaction Categories are set,
• Transactions such as Entry, Exit, Collection, Return, Guarantee etc. are carried out.
• Accounting receipts of transactions are checked,

D- Bank

• Bank Transactions and Transaction Categories are set,
• Incoming Outgoing Transfers are made,
• Transfer Transactions are made,
• Credit Card Collections and Account Transfers are made,
• Credit Card Payments are made,
• Accounting receipts of transactions are checked,
• Virtual POS integration is done,

Note: Account plans and budget items are set for accounting and budget transactions.

9- Expense Management: Corporate Expenditures, approval mechanisms.

A- Expenses

• Expense Requests are entered,
• Expense Receipts and Transaction Categories are set
• Expense receipts are entered, costs are dimensioned and budgeted,
• Current, cash account and bank integration of expenses are controlled,
• Accounting receipts of transactions are checked,

10- Project Management and Operations Under Project: Project and Operations Under Project

A- Project Management

• Project Are Created,
• Project and Task Steps are entered
• Labor and Physical Resources are determined,
• Project accounting and budget items are set,
• Project Meetings and Contents are entered,
• Project Material and Labor Plans are made,
• Project offers and orders are entered,
• Project stock transactions are carried out,
• Productions are made within the scope of the project,
• Project Invoices are entered,
• Project Costs are added,
• Project Time Spendings are entered,
• Project reports are checked,

11- Finance Management: Payment Creation, Collection Tracking, Requests, Scenarios, Credit and Fund Management

A- Finance

• Debt Receivables Follow-up is done,
• Payment Tracking is done,
• Payment requests are made,
• Payment is created,
• Financial Scenario and Cash Flow are checked,
• Risk follow-ups are made,
• Financial reports are checked

B- Credit and Fund Management

• Credit Agreements are made,
• Credit Payments and Collections are entered,
• Credit and bank transactions are controlled,
• Securities Purchases and Sales are carried out,
• Securities Valuation Transactions are made,
• Bank, current and accounting transactions are controlled,

12- Accounting and Fixed Assets Management: Integrated Accounting Receipts, Multi-currency accounting transactions, financial reports, ratios, Fixed Assets...

A-Accounting

• Account plans are entered,
• Multi-currency working principles and general definitions are checked,
• Accounting Receipts are issued,
• Current transactions and integrated accounting receipts are checked,
• Project-based accounting system is controlled,
• Import and export accounting is checked,
• Cost Accounting transactions are done,
• Financial Statements are checked and tables are read,
• Statements are checked,
• Period transactions are made,

B- Fixed Assets

• Fixed Assets General parameters are set,
• Fixed Asset Purchases and Sales are made,
• Revaluation is carried out,
• Current and accounting transactions are controlled,

13- Physical Asset Management: Management of physical assets taken through leasing, purchasing, lease methods

A-Physical Assets, Maintenance and Expenses

• Physical assets categories and parameters are set,
• Physical asset requests are entered,
• Physical asset purchases are made,
• Physical assets are recorded,
• Equipment are registered,
• IT Assets are recorded,
• Library assets are saved,
• Repair and Maintenance Operations are done,
• Fuel etc. expenses are entered,
• Accident etc. transactions are made,
• Physical asset sales are carried out,
• Reports are checked

14- HR: Payroll and Personnel Operations: Wages and payroll transactions.

A-Payroll

• Payroll flow parameters and general definitions are set,
• Salaries are entered,
• Employee personal information is entered,
• Timekeeping is made,
• The payroll is arranged,
• Payrolls are conferred,
• Payroll accounting and budget integration are controlled,
• Bank instructions are issued,
• Legal Notices are made,
• Health, Discipline, and other procedures are done.

15- Partner and Public Portal / B2B – B2C: Ensuring the participation of self-service business partners and customers in the processes

A-B2B / B2C

• B2B Menu structure is developed,
• Members are granted access,
• CSS and design settings are made,
• Home page layout and objects are selected,
• Banners are arranged,
• Content category, sections are published,
• Product and shopping pages are arranged, objects are placed,
• Order, cart and payment pages are organized,
• Campaign pages are organized,
• Communication and Interaction forms are arranged,
• Survey and analysis forms are prepared,
• Member application forms are prepared,
• Service and warranty tracking pages are added,
• Projects and works are shared,
• The agenda is shared,
• Self Service Member Management screen links are added,
• Digital asset shares are given,
• Forums are organized,
• Training and training event agenda are organized,
• The library is shared.
• Video and Audio sharing page is organized,

16- Performance, Measurement and Reporting: Performance-Oriented and Balanced Scorecard Approaches

A- HR Measurement and Evaluation

• Measurement and evaluation forms are developed,
• Forms are applied to employees,
• Targets and results are tracked,
• Reports are checked

B- Reporting and Analysis

• The results of all the transactions made up to this stage are evaluated. 
• The reports are looked at, 
• Multidimensional operational and organizational reports are examined, 
• Performance evaluation forms are filled in for the trainees, 
• The case study is evaluated together with the trainees and trainers.