Platforms and automation

The need

Processes that rely on paper, email and spreadsheets are slow, hard to control and to audit, and depend on the memory of the people running them.

Intended outcome

Requests submitted and tracked through a portal, processing with visible rules and deadlines, documents in the right case and decisions on record.

Scope

• Process analysis and workflow design: who does what, who approves, and by when.
• Portals and forms for submitting and tracking requests.
• Case processing, approval workflows and notifications.
• Document management: registration, classification, versions and search.
• Integration with existing systems through documented interfaces (APIs, application programming interfaces).
• Automation of repetitive administrative tasks with every step logged.

Deliverables

• A process map and rules validated by the client.
• A configured platform with separate test and production environments.
• Integration specifications and their acceptance tests.
• User and administrator manuals.
• Audit logs of the operations carried out.

Deployment options

An off-the-shelf platform configured to your needs, or custom development where justified; on premises, in the cloud or hybrid. The choice follows security, integration, cost, maintenance and exit criteria, with no predetermined brand.

Limits and dependencies

• The platform is only chosen after the requirements analysis.
• Integrations depend on documentation of and access to the existing systems.
• Third-party software remains subject to its manufacturer's licence.

Continuity and exit

Reversibility deliverables for this service, set out in the contract and updated before exit:

Data and export formats

Full export of cases, documents and metadata in open formats.

Documentation

Functional, technical and integration documentation.

Configurations

Workflow, rule and permission configurations that can be exported and are under version control.

Responsibilities

Those responsible for each process and for administering the platform.

Licences and contracts

Ownership of custom code; transfer and regularisation of the third-party licences set out in the contract.

Knowledge transfer

Administrator training and transfer of knowledge about the integrations.