How a Leading FMCG Enterprise Modernized Procurement with Generative AI Solutions

Client Profile

A prominent conglomerate and a leading player in multiple sectors, this Dubai-based company is known for its commitment to ethics, sustainability, and digital transformation. Today, it is a multi-billion-dollar business, excelling in FMCG trading and distribution.

Key Requirement & Challenges

They sought to streamline its procurement processes, which were hindered by manual methods, delayed vendor communications, and a lack of transparency in the bidding process.
Their existing procurement process had several key issues:

Manual and time-consuming process : Heavy reliance on emails and phone calls led to inefficiencies and increased administrative work.
Limited vendor engagement : Vendors lacked a convenient platform for real-time interaction and updates during the bidding process.
Lack of transparency : Vendors found it difficult to track their bids, leading to frustration and decreased engagement

Solution

To modernize its procurement process, Flentas implemented a two-part solution:

1. Admin and Vendor Portal :

This centralized platform streamlined procurement by managing bid submissions, tracking progress, and ensuring transparency for internal teams and vendors. It reduced the reliance on manual communication, offering a more efficient and structured process.

2. Generative AI-Powered WhatsApp Chatbot :

Integrated via the Meta Developer Portal, this chatbot enhanced vendor engagement by providing a familiar WhatsApp interface for real-time interaction. Powered by generative AI, the chatbot offered several key features:

Natural Language Understanding: It comprehended vendor queries in natural language, eliminating the need for rigid commands.
Intelligent API Orchestration: Dynamically identified and executed relevant API calls using OpenAPI Swagger documentation, handling both simple and complex vendor requests.
Seamless WhatsApp Integration: Vendors interacted with the procurement system directly through WhatsApp, providing a convenient and familiar experience.
Real-Time Updates: Vendors received immediate notifications on their bid status and ranking directly via WhatsApp.
Context-Aware Responses: The generative AI provided intelligent, context-aware replies, making interactions more relevant and efficient.

Components and Services

AWS Lambda: Serverless computing for handling chatbot interactions and message processing.

Amazon Bedrock: Hosting the generative AI model for natural language processing and API identification.

Amazon EC2: Scalable backend for chatbot-procurement system integration.

Amazon RDS: A PostgreSQL database to store chatbot conversation history and other dynamic data

Business Impact

Improved Accessibility The WhatsApp chatbot allows vendors to engage with the procurement process anytime, anywhere.

Enhanced Vendor Engagement Vendors now respond to procurement updates 30% faster through WhatsApp. Vendors have multiple user-friendly channels for procurement, boosting participation and responsiveness.

Streamlined Communication Real-time updates via the chatbot have minimized delays and improved vendor interaction.

Increased Efficiency The entire procurement process time has been reduced by 40% due to automation. Bid management and communication automation have significantly reduced manual effort, optimizing the procurement workflow.

Increased Vendor Satisfaction Over 85% of vendors reported a more positive experience using the WhatsApp chatbot than traditional methods.