Automating Processes for a Public Sector Organization

Starting Point: Inefficient Processes and No Standardization

 

The client was facing various challenges due to manual processes. In MLC management, Excel spreadsheets were used to manage tasks like new hires, job changes, and employee exits. These spreadsheets were copied multiple times and shared among different teams, leading to inefficiencies and confusion about the process status. For the MLC team, this workflow was disorganized, making it difficult to coordinate and exchange information.

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Additionally, there was no standardized approach to requirements management in software project changes and developments. Documentation was often extensive, and communication mainly occurred via emails or conversations, making it hard to track progress and monitor changes.

Furthermore, communication with external partners relied solely on email, highlighting the need for an automated and secure data exchange solution.

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To address these challenges, the client chose process automation with AgilePoint, which was already integrated into the company’s IT infrastructure. 1stQuad was brought on board to drive the digitalization and automation of workflows.

 

Solution: Seamless Workflow Integration and User-Focused Design Using SharePoint

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1stQuad assisted the client in designing and customizing workflows. We developed clear process steps, approval paths, and conditions aligned with the company’s guidelines. These workflows were then smoothly integrated into the client’s existing IT environment.

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To ensure easy access for employees, we built a custom interface based on the established SharePoint platform. This familiar environment allowed staff to manage various processes effortlessly, creating a central hub that brought together all relevant information and processes.

 

Employee Lifecycle Management

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With AgilePoint, we automated the management of the employee lifecycle (MLC), which was previously handled manually through Excel spreadsheets. This ensured uniform data management, allowing both IT and employees to track the status and progress of processes in real-time. Some application examples include:

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• Onboarding: This process makes sure that new employees are entered into all relevant systems prior to their start, with their hardware configured and workspaces prepared. Any potential issues can be swiftly addressed thanks to detailed logs.

• Offboarding: When employees exit, their system access is deactivated, and the return of company property is facilitated.

• Workplace Changes: Employees can submit requests for workplace changes, which are automatically routed to the appropriate supervisors and departments for approval. The status of these requests is always trackable.

• Data Updates: Employees can update personal information like addresses, contact details, or bank accounts through a self-service portal.

• Home Office: When employees request to work remotely, necessary resources are provided. AgilePoint also automatically processes any changes or the end of remote work arrangements.

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Requirements Management

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AgilePoint automates the entire process when an application needs to be changed or a new one developed, from the request to approval and documentation creation. This process, resembling a tender, unfolds as follows:

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• Defining Requirements: Users specify whether it's a new or existing project and receive an automatically generated project ID. They then enter details like responsible parties, the current situation, desired outcomes, potential risks, benefits, and deadlines.

• Review: The requirements are sent to the project team for review.

• Evaluation: Upon approval, documents in Word or PDF format are automatically generated and sent to potential suppliers, who can provide feedback based on the defined requirements.

• Documenting Solutions: A final document is created, summarizing all requirements and proposals, including costs, risks, and other key information. The project team reviews this document to decide whether the project can be completed within the allocated budget.

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This standardized process ensures systematic requirement collection, simplifies review, and makes it easier to compare various projects.

 

Optimized Communication with External Partners

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To enhance data exchange security, the client’s partner companies were integrated directly into the system. Instead of using unsecured emails, a secure form is now available via a shared link. This form allows users to submit requests, specify the subject and responsible team, and upload files. Follow-up questions can also be asked. This method ensures data encryption and security, with the transmitted information stored in SharePoint.

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This new approach not only improves security but also increases efficiency. Centralized information management allows for faster request processing, and the entire history and status of requests can be viewed by any team member at any time.

 

Results

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By implementing AgilePoint and automating manual tasks, the client streamlined and enhanced its processes. All operations now comply with company policies, and information is made available in a timely manner. Workflow transparency has improved, allowing employees to track every step in real time.

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Throughout the collaboration, additional business processes, such as those in finance, office administration, and visitor management, were also automated.