Challenges

The institute’s main aim was to control and monitor every acquisition for
their Public Administration.  

From simple purchases to complex constructions, this national institution handles multiple diverse transactions. Transactions of this scale generate copious amounts of documentation, letters, complaints, inspections, audits, and travel by employees. A tool was needed to streamline theseprocesses by providing a  common environment for them.

Use of a BPM tool for administrative processes was intended to free up some of the time their staff was currently spending on administration, to allow them to respond faster to contractors and other stakeholders involved in the thousands of acquisition processes. Their aim was ambitious: reduce the amount of time spent on paperwork, and identify and remove bottlenecks in their processes.
With these goals in mind, this institution set out to improve six administrative processes in six months.

Later, the institution extended their contract with BMLaurus to improve and automate four additional core business processes in four months. These new requirements included requests and approvals for the following scenarios: Human Resources processes for vacation time requests, reimbursement and travel requests, import management for when a good or service is not
manufactured locally, and incident management for reporting issues with their public acquisition software.  

Another process with specific requirements was the documentation process. The institution’s documentation process is relatively simple to describe, yet complicated to deploy.  The documentation process starts when an entity, such as government department, submits a request. A request can be submitted for a number of reasons ‐‐ for instance, to report an issue with a provider or merchandise. 

Once the request is submitted, the system needs to ensure a document or license for the vendor is not expired, and that the vendor or provider is indeed a valid entity. Then the documentation request is routed to one of five possible approvers. The process is complete once the approver electronically signs the request.