Founded in 2012, a prestigious VFX studio based in India operates from offices in Chennai and Hyderabad. It has built a global clientele, serving major organizations known for appreciating its exceptional work quality and reliable delivery. The studio prides itself on being process-oriented, utilizing efficient performance measurement, monitoring, and tracking systems for all aspects of their work. They are fully security compliant with TPN certification and are approved to work with all major international streaming services.
The following table explains the improvements made in their business processes by BuildHr using Zoho Creator Application.
CHALLENGES:
Onboarding over 250 vendors each month, with complex documentation requirements, created substantial data management and communication challenges. Additionally, ensuring compliance with standard onboarding procedures for new vendors became more complicated due to the high volume.
SOLUTIONS:
Vendor Onboarding Process created using Zoho Creator & Zoho Sign:
Portal Invitation – Vendors receive portal access to capture and validate their data.
Eligibility Check – The portal assesses and checks the vendor's capability based on specific criteria.
NDA Signing – An NDA is created and sent through Zoho Sign for digital signature, then recorded in Zoho Creator.
Bidding Access – Once the eligibility check and NDA are completed, vendors gain access to the Bidding module to bid on jobs.
CHALLENGES:
Managing intricate documentation and bidding processes for pertinent vendors proved to be highly challenging. Making sure bids were submitted accurately and on time was hard. Also, the process often had delays and inefficiencies because of bureaucratic procedures.
SOLUTIONS:
In Zoho Creator, we developed a Bidding module where vendors were segregated and assigned to their respective jobs:
Shot Details Publication: Shots (Jobs) details based on work type are published on the portal.
Vendor Bidding: Once the bidding portal is open, vendors bid on shots (jobs) by providing resource and ETA inputs.
Comparison Report: The production team can quickly compare different scenarios using the portal.
Discussion & Approval: Job deliverables are discussed and approvals are seamlessly managed.
CHALLENGES:
Based on the vendor's agreement and bidding for shots (jobs), invoices need to be generated.
SOLUTIONS:
We've established a validation process that automatically generates an invoice request for approval once over 50% of the work is completed. Following approval, the job order is sent to Zoho Books, where invoices are generated according to the vendor's agreement and bid.