Streamlining Document Management and Approval Processes with IoT: A Case Study of PT Berlian Sistem Informasi
Applicable Functions
- Sales & Marketing
Use Cases
- Inventory Management
- Time Sensitive Networking
Services
- System Integration
About The Customer
PT Berlian Sistem Informasi (BSI) is a professional IT solution provider based in Jakarta, Indonesia. The company employs more than 150 consultants who assist clients in managing and navigating their internal technology solutions. BSI's mission is to provide appropriate IT solutions, leveraging its decades of experience in the IT industry in both applications and infrastructure. This mission extends to contributing to the development of the Indonesian Information Technology environment. BSI is committed to delivering high-quality solutions and is focused on removing bottlenecks and speeding up approvals.
The Challenge
PT Berlian Sistem Informasi (BSI), a large IT solution and consulting company based in Jakarta, Indonesia, was grappling with a number of manual, paper-based processes that were causing significant delays and inefficiencies. These processes included employee leave, business travel requests, and overtime pay approvals for its 150 consultants. The approvers were often unaware of new requests or were away from the office, working onsite with clients. On the client side, paper-based documents for discounts and sales proposals had to be hand-delivered and manually tracked. The absence of a centralized document management system led to proposals and related documents being easily misplaced, resulting in delays, duplication of work, and the creation of additional work. This not only impacted BSI’s clients but also led to internal frustration and negatively impacted cash flow. BSI needed a solution to manage client-related documents and automate manual internal processes to streamline efficiency and better serve clients.
The Solution
BSI implemented a workflow using K2 Software, integrated with Microsoft SharePoint. This system, internally referred to as the Groupware System, allowed employees to submit all requests through electronic forms that were automatically routed to the appropriate approvers. Approvers received email notifications, ensuring they were immediately aware of pending requests. The system was also integrated with the company’s Human Resource Management (HRM) system and SAP, ensuring processes like overtime pay reimbursement were handled quickly and accurately. The Groupware System also provided a centralized location for storing and managing client-related documents. Documents were managed across a variety of categories including department and client name, which minimized the risk of loss and service delays. With K2 Software, BSI was able to improve both internal and client-based processes by providing a solution that reduced overall processing time, enforced consistency, improved visibility for approvers, and integrated all existing line-of-business systems.
Operational Impact
Quantitative Benefit
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