Claims Submission & Approval

Submit claims from any smart device, into a workflow for approval

Cobb is a global poultry specialist company, researching, developing, producing and selling breeding stock around the world. Various Cobb Europe staff frequently visit customers in the field. During these meetings, they receive customers’ compensation claims where there have been issues with stock. Staff were using a MS Access database to submit and track the claims once they had returned to the office. Individuals could also the system to send claims to relevant approvers by e-mail.

The Challenge

As users are often in meetings out in the field with customers, they would have to record all customer compensation claim details offline and bring them back to the office to enter onto the system, an inefficient process.

Although the system could send out e-mails to approvers, these could not approve the claims directly through the e-mail, resulting in approvals being held verbatim, outside of the system. The result was incomplete audit trails, making it very difficult to trace who approved what and when.

The Desired Outcome

Cobb needs a robust scalable solution that can be accessed via the internet to allow field staff to instantly submit customer compensation claims from wherever they are based, as long as they have an internet connection.

The Solution

We developed a web-based system, whereby users can log into anywhere to submit and track customer claims. The application houses all compensation claims data in one central repository, showing customers, international exchange rates and approval levels. The web-based system also determines the correct approver for a claim and automatically sends them an e-mail, keeping a clear audit trail of this. Other relevant departments have read-only access for oversight.

Importantly, approvers can now choose to reject or approve directly from an email link, and an audit trail is kept of the approver and timestamp. This helps the Cobb teams to track every step of the approval process within the system.

The Impact

The web-based database has greatly refined workflow for Cobb Europe staff, improving accessibility and reducing errors. It saves time, so that members of staff can focus on doing their job instead of wrestling with out-dated technology.

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