Process Automation and Digital Transformation for a Financial Organization

Automating Processes with Minimal IT Resources

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The client sought a solution to automate recurring manual processes while minimizing the strain on their internal IT resources. The solution needed to be user-friendly enough for non-technical staff to handle process digitization and automation. After evaluating market options, AgilePoint was selected. This platform offers process automation without coding and features an intuitive drag-and-drop editor. 1stQuad was engaged to support the implementation and process digitization.

 

Setting Up AgilePoint

 

We integrated AgilePoint into the client's existing IT infrastructure, configured the platform, and prepared it so employees could independently create processes. On-site training was provided, where the business team observed our team’s workflow. Gradually, the business team took over tasks, with our team reviewing results or providing assistance with more complex issues.

 

On-Site Support for Complex Processes

 

For more complex processes where the client’s team needed help, our team was present on-site for a day to assist with implementation. Afterward, the employees had a week to test the process independently. A week later, our AgilePoint team returned to review the test results and make adjustments. Once the client was satisfied with the outcome, we explained the technical details and provided comprehensive documentation for the team to manage the process independently.

 

Use Case: Automated Access Management

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AgilePoint significantly improved the client’s access management. Previously, a unique permission concept was developed for each new application, managing access to sensitive data and permission assignments. These concepts had to be reviewed and updated annually. The client maintained an Excel list to keep track, manually checking if updates were needed and contacting responsible parties. With hundreds of applications, this manual process was very time-consuming.

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Our team completed the automation of access management in just 15 days, including requirements analysis, implementation, rollout, and documentation. Since then, AgilePoint has handled the following tasks:

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• Automatic monitoring of permission concepts: AgilePoint checks daily if concepts need to be updated or renewed, eliminating the need to manually review Excel lists. The system automatically notifies the relevant staff when an update is required, saving time and ensuring deadlines are met.

• Efficient creation of new permission concepts: Staff only need to enter the application number, and the system automatically loads all relevant data. For existing applications, the permission concept is pre-filled. After entering the required information, the process is forwarded for review, allowing the team to quickly check and approve the concept.

• Faster update of permission concepts: Instead of sifting through lengthy documents, the system shows staff only the relevant sections that need revision. The dynamic form provides targeted questions and options tailored to each concept, simplifying the process and significantly reducing the time required.