Automating supplier onboarding at a prestigious property management company
A prestigious property management company tasked us with the automation of their supplier onboarding process. Microsoft SharePoint Online and Nintex Workflow Cloud were combined using both low-code and no-code technologies to deliver a flexible and powerful platform that both standardises and streamlines the onboarding of suppliers.
Key Benefits
Automation ensures a common approach to the business process - following appropriate steps, checks, and balances in a uniform, auditable, and verifiable manner.
Responsive forms ensure all suppliers can submit data directly into the system via a wide range of devices and form-factors with no copying, re-keying, or delays.
When staff need to make decisions as part of the business process, relevant information to make a decision is delivered to them or signposted directly from task instructions.
The flow of tasks throughout the organisation can be tracked and reported upon - uncovering who saw what, when, how long they took to act, who it was deferred to, and why a decision was taken.
Operational efficiency has increased enormously - with reduced timescales, less cost per transaction, and improvements in accountability, auditability, and traceability.
The Challenge
The customer frequently needs to onboard new suppliers. Each supplier needs to be checked before being accepted as a supplier. The onboarding process requires the collection and approval of information from both internal staff and the supplier. The challenge was to find a fast, efficient and effective way to improve the on-boarding process while also improving the collection of data surrounding the process to measure both compliance and performance.
The Approach
Deltascheme ran workshops to collect requirements from business stakeholders. Following research, prototyping, and demonstrations of both Microsoft SharePoint Online and Nintex Automation Cloud, business processes were evolved with the client and implemented both on-time and on-budget.
The Solution
Data entry forms were developed by Nintex Automation Cloud - natively delivering responsive, accessible user interfaces for clients. Data is delivered to Microsoft SharePoint Online - where submissions are stored in standard site collections, lists and libraries. Following submission, Nintex Workflow and Forms are used to both present and gather information, to make decisions, and to route tasks around the organisation both quickly and efficiently.
Staff receive relevant information with each task, and provide responses while the system monitors where each instance of the process is - who has tasks, when they received them, how long they have had them - how long they typically take, and so on.
The Result
The solution has had a hugely positive impact for both suppliers and the organisation. While suppliers receive a more accessible and proactive experience, the business sees increases in efficiency, accountability and auditability.