The Purchasing Department of one of the Emirates' Governments in the UAE were facing difficulties in tracking the hundreds of cash requests raised by various departments for their functioning. The two-step automated workflow for reviewing and approving the raised requisition helped the department 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 one of the Emirates’ Government Departments in UAE. Multiple departments of the Government including Administration, Crown Prince Office, Immigration, Purchase, Legal, Media, Library and Region Development were considering complete digital transformation. These departments were operating manually at offices, and the communications were through hard copy documents.
In this use case the solution is implemented for the Purchasing Department.
For the smooth functioning of the various departments, money in different amounts is required for different purposes like purchasing something or paying for a service that supports the departments. Request for money for such purposes are raised by the different departments and it is managed through the Cash Management Workflow. This process was entirely manual, causing the client to lack 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 where the creator enters the item details of the payment voucher, like description, quantity, unit rate and the amount for each invoice, rounding of the total amount. A voucher can have multiple items in it.
The BPMN 2.0 created a two-step workflow where the creator submits the electronic requisition to the Head of Purchase. This is added as a task to the dashboard and requires action from the Head of Purchase. After verification, the Head of Purchase submits the requisition to the Purchase Director and the system automatically imprints the electronic stamp and signature of the Head of Purchase on the requisition. It is now added as a task for review to the Purchase Director's dashboard and once approved, the electronic stamp and signature gets automatically imprinted.
The approved requisition is moved to the requestor's dashboard and it can be printed from within the i-doc interface and attached with related physical documents and shared with the Finance Department for approval. Once the final documents are received from the Finance Department, the creator selects the Cash Management IN document option on i-doc to scan and upload the physical documents against the originally approved requisition.
The digitization of the Cash Management workflow led to all related documents residing in a single platform
All the vouchers raised for approval are readily trackable at each stage of the approval process, bringing transparency in the process
The automation of the process has brought about a great reduction in the usage of paper when earlier hundreds of papers were used every day
The authorities can have access to the process from their mobile devices, reducing the time for verification and approval
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