Prima Limited: From Tradition to Innovation
“Embracing technology is a natural evolution for us to stay competitive,” begins Anton Cheng, Executive Director of Prima Limited. “Our goal is to advance towards smart manufacturing and position ourselves as an Industry 4.0-ready company.”
Tasked by the Chairman to spearhead the company’s digital transformation efforts, Anton is part of the Group’s Digital Transformation Committee formed in 2022. Spearheaded by the Group COO, the committee is made of senior executives from group corporate planning, brand communications, and IT teams. Bernard Liong, Digital Transformation Lead, plays a key role in bridging the strategy, process change, and technology implementation across various stages and departments. Together, they are on a mission to propel the 60-year-old heritage brand into the forefront of digital innovation.
Singapore’s first flour mill
Established in 1961, Prima commenced operations as Singapore's very first flour mill. Over the years, it has grown into an international food company with a presence in Sri Lanka, China, and Australia. Today, its diverse portfolio spans food manufacturing, agri-food, retail products, foodservice, and more.
Despite its growth, however, the company remained rooted in traditional operations. And this is where the Digital Transformation committee’s job begins.
A successful transformation
“People will resist change — that’s human nature,” Bernard remarks with a smile. “But given time, they’ll adjust. And they’ll eventually embrace change and integrate it into their daily lives,” he continues.
Within a year of implementing technology, the company has cut accounts payable (AP) processing time by 50% and reduced paper usage by an equal measure, vastly reducing human errors, improving efficiency and productivity.
How exactly did Prima achieve this? How did Canon support them as their technology partner on their inaugural digital transformation journey? Let’s find out!
What was life like at Prima before you digitally transformed?
We were previously very much a paper-based company. Everything was physical and laborious.
The AP team, for example, had to match, file, and compile dockets of documents for approvals: supplier invoices, purchase orders (PO), emails, and delivery orders (DO). These dockets would then be circulated across departments located in different buildings in our Keppel premise, sometimes even to our factory in Senoko. If there was a hold up, it was nearly impossible to find the bottleneck. The team had to call each approving party to get their status. This entire process could take up to 2 weeks. It was inefficient and time consuming.
On the delivery end, we had cases of physical documents getting lost, torn, or damaged by the rain. When this happens, our records become inaccurate, and it would be a challenge to rectify it.
What solutions did Canon propose to optimise your operations?
We worked with Canon to implement several solutions, and they were rolled out in three phases within a year.
Phase 1 saw the introduction of ThereforeTM, Canon’s Document Management Solution. This is our foundational system, and we use it to store digitised documents and automate workflows throughout the company.
We then introduced a Digital Proof-of-Delivery (POD) solution in Phase 2 to streamline delivery workflows and reduce our reliance on hard copy DOs. Drivers and recipients simply sign off on a tablet, and all data is uploaded to ThereforeTM for storage and integration.
Lastly, we deployed IRISXtractTM in Phase 3 to automate the extraction of key information from hard copy documents. This removes the need for manual data entry, as information is seamlessly stored and indexed into our ThereforeTM system.
What are some of the benefits you have seen since embarking on this transformation journey with Canon?
We saw the most benefits in three main areas:
- Efficiency. The implementation of ThereforeTM cut down AP processing time from a lengthy two weeks to just one or two days. The AP team no longer has to manually file and compile documents. They now have complete visibility over the approval chain, allowing them to track and expedite the process as needed. Approving parties can also easily give their approvals online, regardless of their location. Similarly, our delivery team now has better control over the entire delivery process. Drivers, warehouse staff, and customers can easily track delivery status, with every document accounted for. No more missing or damaged DOs.
- Productivity. With everything automated, the team no longer has to spend the bulk of their time on laborious and time-consuming tasks. Our next step is to set in motion learning and development programmes to help them upskill and take on more value-added work like reporting and analysis. More free time also contributes to a healthier work-life balance for them as well!
- Sustainability and Cost Savings. Going paperless is one of our main objectives going into this project. We’re happy to share that we’ve gone from using 300 to 400 reams of paper every two months to just 155 reams now, once every two months. And that’s a 50% reduction in paper usage, which also translates to cost savings for us!
How did the ground staff respond to the implementation of these new solutions?
Fortunately, we faced less resistance than expected. We knew from the get-go that our people are pivotal to the project’s success. They are the ultimate process owners. It’s important that we understand their needs and concerns, keep communication channels open, and involve them right from the start.
We were also mindful that some of our older and less tech savvy staff might struggle to adapt. That’s why we took additional steps to make the interface of our solutions as simple as possible. If they can use a smartphone, they can use our solutions!
Training also played a huge role in the implementation process. We held extra sessions for those who needed them, and we’re grateful that Canon was flexible in accommodating our requests in this aspect.
Why did you choose to work with Canon?
Because they were the most flexible, as well as the most cost-effective, in terms of their overall package.
We had very specific project requirements, and we knew from the start that we needed to work with someone who could customise and deliver a holistic and dynamic solution. Many vendors couldn’t promise that because they aren’t product owners. They’re just implementers. And even if they could, it would likely involve add-ons and extensions, which could make their solutions more complicated.
Canon, on the other hand, provided a very seamless and comprehensive offering with their own solutions. They had the flexibility to customise many aspects of their solutions, which is crucial for ensuring a good product fit.
They also had a fantastic implementation team. We really appreciate how far they’d go to ensure the solutions worked as expected at every step of the way. They’ve laid a very solid foundation for us to embark on more complex projects moving forward, and we’re very thankful.
Any advice for companies thinking about going digital?
Digital transformation is no longer a question of 'if,' but 'when.’ Businesses must embrace change with an open mindset. With industries and technologies constantly evolving, it's crucial for businesses to continuously improve and stay ahead of competition.
And remember — you’re never alone on this journey. You can count on trusted partners like Canon to provide all the support you need. If Prima can embark on this digital transformation journey, so can you!
If you would like to find out more about our solutions and how they can be implemented in your organisation or venue, visit us here for more information.
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