The two-step automated workflow for reviewing and approving the hundreds of cash requests raised by various departments helped the Purchasing Department of one of the Emirates’ Governments in the UAE with efficient Cash Management, housing all documents in one platform and creating a transparent process where the status of a requisition could be tracked all along the workflow
This client is a renowned organization that works closely with the National Olympics of one of the Emirates in the UAE. The national body is responsible for all the associated activities with the preparation, training and participation in the Olympic Games.
The request for money for the smooth functioning of the various departments are raised by the different departments and it is managed through the fully manual Cash Management process. This led to the client lacking the controls in the process, since the steps could not be backtracked efficiently, with more than 100 transactions and cash requests done each day.
An interface was designed for the creator to enter the item details of the payment voucher. The BPMN 2.0 created a two-step workflow for the creator to submit the electronic requisition to the Head of Purchase, and it automatically creates a task for the Head of Purchase. The Head of Purchase verifies and submits the requisition to the Purchase Director with an automatically added electronic stamp and signature. This creates a task for review to the Purchase Director’s and once approved, the electronic stamp and signature get automatically imprinted, moved to the requestor’s dashboard from where it can be printed and attached with the related physical documents and submitted to the Finance Department for approval. Once the final documents are received from the Finance Department, the requestor uploads the physical documents against the originally approved requisition.
The process gained transparency with all the vouchers being trackable at each stage of the approval process. The automation of the process brought remarkable savings in time, reduction in usage of paper and provided remote access from mobile devices