Projected Efficiency Savings Expected to Exceed 70 Percent
All business operations have workflow processes that are specific to their needs. Tasks such as product deliveries, processing new applicants, and account payments usually require the manual filing and getting authorization from a number of departments. These tasks may appear routine and simple in nature, but they usually end up taking a huge portion of an employee’s time. To improve workflow as well as save time and money, more companies are now implementing workflow automation into their processes.
The Municipality of Al-Methnab governs more than 80,000 people in Al-Qassim, one of the wealthiest regions in Saudi Arabia.
The Municipality wanted to streamline internal and citizen processes, and increase efficiencies by creating a custom ERP system that adhered to governmental requirements. The system needed to fully integrate with the SADAD payment system, which is the national
Electronic Bill Presentment and Payment (EBPP) service provider for the Kingdom of Saudi Arabia (KSA), to
facilitate and streamline citizens’ bill payments.
The Municipality uses Nintex Workflow to build employee and citizen self-service portals with more than 35 eServices. Nintex Workflow easily integrated
with the national SADAD payment system and DocuWare Archiving System, as well as other legacy systems.
REQUESTS COMPLETED IN A DAY INSTEAD OF SEVEN BUSINESS DAYS
INCREASED EFFICIENCY BY 70%
ENHANCED RESULTS FOR DOCUMENT ARCHIVAL AND COMPLIANCE
Serving the needs of more than 80,000 citizens and governmental staff means tracking thousands of documents and processes. Since these paper-intensive processes consumed a significant amount of governmental employees’ time, the Municipality turned to RAMZ, its IT operations and implementation contractor, to build a document management system with Microsoft SharePoint. In turn, RAMZ engaged Nintex partner, Orchidasoft to craft a customized enterprise resource planning (ERP) system with integrated portals and Nintex Workflow. The system, named ‘GRP’ or government resource planning, directly fulfilled requirements across the board: Government protocols and a UI completely in Arabic.
In search of Flexibility, Scalability, and Regulatory Compliance
Automating internal processes and delivering electronic services for more than 80,000 citizens depends on a flexible technology platform with the muscle for scalability and third-party platform integrations. With the additional need to comply with governmental regulations, only Nintex Workflow ranked as the product of choice to deliver efficient services to both employees and citizens.
Compliance through easy document archiving
After the Municipality has approved or declined applications, government regulations dictate that it must archive all documents. Nintex Workflow simplified and automated document archival through a seamless third-party integration with DocuWare. Employees needn’t lift a finger with the help of Nintex Workflow and its Document Generation action. Nintex Workflow parses out the essential data from applications and automatically generates a unique document, which is finally submitted to DocuWare.
Positive gains open door to more automation
Staff rave about the Nintex solution. Tasks that once took weeks now only take a full day. They offer positive feedback on several appreciated benefits. Better task management. Quicker response times. Record-level productivity and performance. Staff accomplish so much more and still make it home to their families.
As is practice across Saudi Arabia, the Municipality outsources the majority of IT needs to companies that provide on-site and/or remote assistance. Due to the success of this project, RAMZ’s working relationship with the Municipality has grown stronger and the IT contractor plans to create additional Nintex workflows to more rapidly provide public services to its citizens.
Delivering an optimal user experience and real-time notifications
Previously, citizens submitting applications for government services didn’t know the status of their application until the Municipality approved or declined it. With Nintex Forms and Nintex Workflow at the helm, citizens can now use the e-services and follow up on the status of their
applications at any point in the process.
Not only are citizens able to proactively track their application statuses, Nintex Workflow easily integrates with a national SMS service to deliver
real-time notifications. Whenever an application status changes or if the Municipality needs further information, the applicant receives an instant
Revolutionizing e-payments through automation
Enabling people and systems to be better connected, Nintex has been integrated with SADAD, the Saudi governmental payment portal where citizens pay associated fees for governmental services. Leveraging Nintex Workflow’s capability of automatically storing documents in designated SharePoint lists and libraries, the Municipality now easily keeps track of all financial records in a timely manner.