Nintex > Case Studies > Australian Agency Enhances Workflow Flexibility with IoT Solution

Australian Agency Enhances Workflow Flexibility with IoT Solution

Technology Category

Cybersecurity & Privacy - Identity & Authentication Management

Applicable Industries

Cities & Municipalities
Finance & Insurance

Applicable Functions

Logistics & Transportation
Procurement

Use Cases

Leasing Finance Automation
Smart Contracts

About The Customer

The Metropolitan Redevelopment Authority (MRA) is a government agency based in Perth, Australia. The agency oversees hundreds of active contracts worth about AU$500 million a year. The contract approval process at MRA is complex and can involve up to 100 steps, depending on the contract's size and complexity. The agency needed a solution that could provide visibility into the contract approval process, identify and address bottlenecks, and implement workflow changes quickly and cost-effectively to meet new requirements and mitigate risks.

The Challenge

The Metropolitan Redevelopment Authority (MRA), a government agency in Australia, was grappling with a lack of visibility into its contract approval process. This made it difficult to identify and address bottlenecks, leading to time-consuming and costly processes. The agency oversees hundreds of active contracts worth about AU$500 million a year, and getting MRA authorized staff to approve a contract could take up to 100 steps, depending on the contract’s size and complexity. The agency needed to know where each contract was in the workflow at any given time to address bottlenecks and keep the process efficient. They also needed the agility to implement workflow changes quickly and cost-effectively to meet new requirements and mitigate new risks.

The Solution

Connected Systems developed a Nintex workflow solution for MRA that streamlined a 100-step contract management process involving multiple levels of approvals, with up to 10 approvers for each contract. The solution provided automated workflows for employees and real-time email approval notifications for delegated authorities. The implementation of Nintex over four months was estimated to be 35% less time-consuming and costly than more complex, custom workflow development. The solution also allowed MRA to update workflows to align with evolving business processes quickly and simply. As a result, MRA could handle updates internally and increase the frequency of updates from twice yearly to monthly.

Operational Impact

The implementation of the Nintex workflow solution by Connected Systems resulted in significant operational improvements for MRA. The agency gained clear visibility into its supply chain processes and audit trail, which was previously a largely opaque contract approval process. All authorized staff could review the status on the workflow status column of the portal without having to contact someone in Procurement. Executives could see the actions they needed to take and quickly identify and address bottlenecks. The extensive audit trail satisfied compliance requirements. The solution also allowed MRA to demonstrate the value that Procurement contributes to the agency, showing how they're providing strategic sourcing and supply chain management.

Quantitative Benefit

20% faster processes, reducing bottlenecks and enabling staff to handle larger workloads
6X increase in the frequency of workflow updates
35% reduction in the time and cost of implementing the workflow solution compared to more complex, custom workflow development