Hundreds of Local Purchase Orders were shared by vendors with the Purchasing Department of one of Emirates' Government in the UAE. Since the process was manual, it made it very difficult for the department users to have control over it as well as it was consuming a lot of time and effort. i-doc helped automate the LPO workflow and digitized the associated documents with the process, which made the process transparent, made storing and searching related documents easy and saved 150 man-hours every month.
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.
The processing of the Local Purchase Order (LPO) is a complicated process. It starts from the comparison and review of quotations shared by different suppliers, approval of the qualifying quotation and the receipt of acknowledgement sheet against the approval. Since the process was fully manual, the users from the department were facing continuous challenges in its life cycle and were looking for a solution to ease it.
As a solution, i-doc automated the LPO approval process and also the archival of the approved documents. The workflow was designed with the BPMN 2.0 Workflow Modeller.
A user interface was created to input the required information for the comparison of quotations. On submission, a memo is generated to indicate the supplier and the lowest amount of quotation, and the received physical documents for the quotation can be scanned and uploaded with the memo. The Dynamic Task Management of i-doc allows the creator to submit the memo with attached documents to the head for review and approval, which gets added as a task to the approver's dashboard.
On approval, the memo is digitally stamped and signed and it comes back to the creator's dashboard as a task. The approved memo is generated with acknowledgement sheets, and the LPO is then created by the user manually. All related documents can be scanned and uploaded on i-doc to store the metadata. The physical documents are shared with the Finance Department, and when it is reviewed and approved, it is sent back to the creator to scan and upload the documents as attachments.
A significant amount of time and effort is saved with LPO workflow automation
All the actions done in the workflow is visible in the timeline
All the related documents are housed together and can be viewed with just a single click
Savings of 150 man-hours every month with the digitization of the LPO process
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