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Transforming Indonesia’s Maritime Gateway: ILCS’s Digital Evolution

PT Integrasi Logistik Cipta Solusi (ILCS), a subsidiary of PT Pelabuhan Indonesia (Persero), specializes in digital seaport and maritime logistics solutions. Operating across 10 major ports in Indonesia, ILCS develops and implements advanced technology solutions that streamline port operations, from electronic payment systems to comprehensive supply chain management platforms.

To power this digital transformation internally, ILCS has embarked on its own modernization journey. With 700 employees spread across multiple locations – including 350 office staff and 350 yard operations personnel – ILCS needed a robust internal system to coordinate its workforce and maintain operational excellence. Lark plays a pivotal role in this transformation, serving as the unified platform that seamlessly connects ILCS’s teams and processes.

Connecting 700 Employees Through Enterprise-Wide Chat-Centric Collaboration

Challenge: The reliance on disparate communication tools created inefficiencies and information silos across the organization. Critical information was trapped in individual email inboxes and chat groups, while limited video conferencing capabilities – restricted to management level only – created a significant barrier to collaboration between departments and locations. Employees resorted to conveying complex information by sharing files and chats on WhatsApp and emails. This fragmented approach to communication not only slowed down decision-making processes but also led to duplicate work efforts and missed opportunities for cross-departmental synergy.

Solution: ILCS deployed Lark as a unified communication hub, connecting all 700 employees across locations through a single, secure platform. The solution transformed video meetings from an executive privilege to an organization-wide tool, enabling teams from port operations to IT to conduct face-to-face discussions instantly. Through Lark Docs, teams now maintain a centralized document repository where real-time collaboration has become the norm, significantly reducing version control issues and email chains. This democratization of communication tools has particularly empowered port teams, who can now instantly connect with office staff through high-quality video calls and shared workspaces, dramatically reducing response times for critical operational decisions.

Modernizing HR Operations Through Smart Automation with Lark Base

Challenge: HR operations were crippled by outdated HRIS databases and manual tracking systems, making it nearly impossible to maintain accurate organizational structures and employee information across multiple locations.

Solution: Lark’s integrated HR management system revolutionized ILCS’s people operations through intelligent automation. The HR team used Lark to rethink and digitalize processes throughout an employee’s lifetime in the organization. For instance, at the recruitment stage, the HR team uses Base to project manage a candidate’s recruitment while getting a bird’s eye view of the entire process through Base dashboard. Once a candidate is hired, the team records contract details on Base and automatically triggers smart notification when the contract is due for renewal. The modernized and digital-first workflows by the HR team has transformed the HR function at ILCS. The automations set up by team – all without using a single line of code – has freed up their time to focus on value-adding business decisions, instead of routine, manual processes.

Ovila Victoria, Agile Project Coordinator said “Base gives us the power to shape our systems exactly how we need them. It’s like having a blank canvas where we can build precisely what works for our teams, down to the smallest detail.”

Revolutionizing Development Workflows with Digital Scrum on Lark Base

Challenge: The technology team struggled with Asana’s limited utilization, making project monitoring inefficient and hampering the ability to track development progress effectively.

Solution: ILCS leveraged Lark Base to create a custom Scrum management system that perfectly aligned with their development workflow. The solution provides real-time visibility into project progress through interactive dashboards, enabling team leaders to identify and address bottlenecks promptly. By integrating Agile management practices directly into their daily workflow, development teams now maintain better coordination while significantly reducing the need for status update meetings.

Innovating Financial Processes with Base and AnyCross

Challenge: Finance teams were bogged down by manual processes for invoice management and verification, requiring daily database checks and updates that consumed valuable time and resources. Among various responsibilities, the finance team had to track customer contracts and payment terms on a custom internal system while collaborating with customer-facing employees on WhatsApp. Tracking was a chore. Once recorded on a spreadsheet, the lean team – a group of around 10 employees – had to manually keep track of payment due dates by viewing the spreadsheet every day and remind the relevant team to issue invoices.

Solution: Through seamless integration with ILCS’s internal system, Lark became a central digital hub for the finance team. Whenever a contract was updated into the internal system, an automated flow would be triggered via Lark Base, eliminating manual data entry and verification steps. Financial teams now access comprehensive monitoring dashboards that provide instant visibility into payment statuses and financial workflows, enabling proactive management of financial processes. On average, this has reduced the process from 60 minutes/person/week to about 20 minutes, leading to a 70% efficiency improvement.

Muliya Jaya Fathullah, Head of Digital Maritime Development Centre, said “We don’t have to look for information, information finds us. By using Lark as a digital hub integrated with our other systems, critical updates are automatically pushed to the right teams. This direct delivery has cut down search time and speeds up our response to operational needs.”

Streamlining high value procurement processes with Base workflows

Challenge: The 6-member procurement team struggled with manual Excel reporting for high-value processes, particularly challenging given ILCS’s requirement for thorough due diligence on procurements exceeding 100,000,000 Indonesian Rupiah.

Solution: ILCS implemented an automated communication system through Lark that streamlines the procurement lifecycle. For instance, if the next step is for a vendor to sign the contract, an email is automatically sent when a status is updated on Base. The procurement team’s efficiency has dramatically improved through automated reporting capabilities, enabling them to handle complex due diligence requirements for large procurements with greater accuracy and speed.

Key Business Outcomes

The implementation of Lark has transformed ILCS’s operations across all departments, delivering substantial improvements in efficiency, communication, and process management:

• 🎯Enhanced Visibility
  Achieved complete operational transparency across all departments, enabling faster and more informed decision-making.
• 📈Operational Efficiency
  Dramatically reduced manual processes and improved workflow efficiency through automation and integration.
• 🤝Enhanced Collaboration
  Strengthened cross-departmental cooperation through unified communication and information sharing platforms.