In addition to addressing the critical needs of the Abu Dhabi ports and railways, the Abu Dhabi Department of Transport (DoT) moved a record 23.3 million people through the Abu Dhabi International Airport in 2015.
The DoT struggled with rapid development and with protecting the interests of all local and international stakeholders dependent on the secure flow of passengers, gas, oil and other goods and services from the seven emirates. As a result, the DoT turned to Nintex partner Emitac to update its aging 2007 SharePoint server, to develop a more flexible intranet portal and increase efficiencies with a paperless solution.
Before deploying Nintex Workflow to book conference rooms, request visas, change documents or order office supplies, the DoT’s 800-plus staff accessed an internal SharePoint portal for instructions on the necessary forms and sign-offs.
Getting everything approved meant printing paper documents and circulating them through two, sometimes three, approval cycles. With all that moving paper, staff turned to email, phone or in-person conversations to track the approval status of an action or purchase. That manual process resulted in unintentional errors and wasted time spent tracking down the location and status of important documents. Productivity suffered.
Initially, the DoT planned for 10 workflows, but after rapid adoption, they’re now up to 45. Beginning with public relations needs, the solution resulted in increased efficiency, the most dramatic from the application access request workflow.
With this workflow, an employee completes a form to request access to a specific DoT application, such as a finance application. The form is routed to a line manager for approval. If approved, the form continues to the employee’s director. An email is sent to the employee upon final approval.
The approved request is forwarded to the IT department so they can grant the employee access to the application.
Prior to Nintex, users struggled with a manual process that created a delay of three to five working days for an approval. People now wait at most a single workday — an 80-percent increase in efficiency for the 100 requests the IT department receives each month.
Tracking document changes can be a time-consuming headache, but getting change requests approved can take even more time. By automating the document change request form with Nintex, DoT eliminated the need for manual forms for follow-up approvals. A change used to take seven business days, but with Nintex Workflow, changes now take three days or even less, says Raed Raqab, Techno-Functional SME at DoT.
Department of Transport, United Arab Emirates
While employees can sometimes be slow to accept change, especially when shifting from the security of paper documents to trusting the reliability of an electronic environment, Tahir Qadir, technology solutions professional at Emitac Enterprise Solutions, says that hasn’t been the case for DoT.
After seeing efficiency gains, employees are now coming to Raqab on their own, with requests to automate more processes — a clear signal that the adopters are now driving the change.
Technology Solutions Professional,
Emitac Enterprise Solutions
In addition to creating workflows for change requests and tracking document changes, the DoT also streamlined office supply ordering with an eye to reduce spending.
A decentralized process for ordering and managing office supplies runs the risk of unnecessary cost and extraneous office supplies. With DoT’s stationary request workflow, employees add office supplies to an electronic shopping cart. System permissions prevent unauthorized ordering by restricting items or quantities, and invoking spending limits. The order is then routed for approval to further protect against unnecessary spending.
As part of vendor due diligence, Qadir explored K2, who offer customized SharePoint workflows and SharePoint Designer as possible options for DoT. But after considering costs and ease of use, they recommended that the DoT go with Nintex. Enthusiastic adoption has introduced the possibility of future plans with additional Nintex products and capabilities, such as Nintex Forms, Nintex Mobile, and LazyApproval, a trademark feature that allows reviewers to approve or reject tasks by sending a single-word email reply without needing to be connected to SharePoint.
Abu Dhabi Department of Transport
Employees accessed information through an aging intranet portal and shared data via emails and paper documents.
Nintex Workflow promoted paperless response for change orders, visa requests, reserving meeting rooms, and ordering office supplies.
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