Case Study: Streamlining Document Workflow

Document Workflow

Overview
Client’s needs
Solution
Technology
Results

Overview

A company operating in the food production industry decided to optimize and streamline processes related to document workflow, particularly for cost and investment documents. We developed a dedicated solution using IBM Business Automation Workflow (BAW) technology.

Overview

Client’s Need

The main goal was to create a comprehensive solution for managing document workflow. We aimed not only to reduce the processing time of documents but also to integrate with existing financial and ERP systems to maximize the automation of business processes and the work of end-users.

Our Approach to the Project

Cost Document Management

In developing the solution for cost document management, we provided the client with invoice workflow automation through rule creation. This streamlined the process, ensured smooth company operations, and minimized potential errors.

We focused on optimizing the complex decision-making process involved in cost reconciliation, which was enhanced by integrating various systems and applications.

Investment Document Workflow

When working on the investment document workflow, we divided the processes into two strategic stages. The first stage involved submitting investment requests, while the second stage focused on settlement using investment invoices.

We designed the processes to accommodate various business scenarios depending on the type and amount of the request. During implementation, it was essential to integrate the solution with existing systems such as ERP and internal project management systems. This facilitated seamless information flows between platforms, significantly enhancing process efficiency. As a result, data such as contractor details or settlement information were inserted accurately and automatically.

In the project, we implemented staged approval and review of documents. Decision-makers at each stage have the ability to approve specific steps, significantly reducing the time required to complete the process while maintaining a full history of changes and actions taken within the task.

One of the key aspects of the solution was its scalability. Our client within the capital group owns multiple companies, so we designed the solution to be easily configurable. This ensures that the solution can be maintained across the entire organization’s ecosystem. We prepared the process of adding new companies to be simple and quick, allowing for the first production deployment to occur within a few days.

To facilitate the client team’s work, we prepared training materials, ensuring that system users are familiar with the new system and capable of utilizing all necessary features for their daily tasks.

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Technology

The project was created using IBM BAW, utilizing BlueWorksLive to prepare a map of target business processes. FileNet was used for storing electronic documents, and AppConnect enabled easy integration with various applications for system integration. The graphical user interface was visually customized to match the client’s branding.

During the implementation of the investment workflow, our team of engineers faced challenges primarily related to mapping the logic of complex processes. Ultimately, after just 3.5 months, the project was ready for client-side acceptance testing.

Results

As a result of our work, we streamlined the entire invoicing process from sending invoices via email to using OCR mechanisms for file reading, and finally integrating the data into the implemented document workflow. This significantly reduced the time required for settlements.

In turn, the process from submitting investment requests to the acceptance or rejection of documents has been reduced from 7-9 days to finalization within 24 hours to 2 days at most.

The use of IBM BAW and the precise customization of the solution to meet the client’s unique business needs have enabled the company to achieve significant improvements in the efficiency of document workflow processes. The shortened processing time, integration with existing systems, and scalability of the solution have contributed to increased decision-making capabilities and process efficiency, ultimately resulting in tangible financial savings.

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Our client opinion

Devapo’s team demonstrates excellent soft skills such as communication, problem-solving ability, flexibility, and commitment. They are always ready to listen to our needs and adapt to our requirements. We are pleased with the progress of our collaboration so far and gladly recommend Devapo Sp. z o.o. as a trusted partner in IT services. They are prepared to meet the most demanding expectations and provide professional support at every stage of the project.

Dyrektor IT, Arkadiusz Jagodziński