Abu Dhabi Department. of Transport Ramps Efficiency by 80% with the Nintex Platform

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1 Abu Dhabi Department of Transport Ramps Efficiency by 80% with the Nintex Platform Introduction of paperless environment ease spurs request for additional advanced workflows from staff. Organization Business situation Solution Benefits Abu Dhabi Department of Transport Website dot.abudhabi.ae Industry Government Employees accessed information through an aging intranet portal and shared data via s and paper documents. The Nintex Platform promoted paperless response for change orders, visa requests, reserving meeting rooms, and ordering office supplies. 80% efficiency gain with a single workflow Document Change Processing time reduced from seven days to a maximum of three days Ensured office supply spending within budget Country United Arab Emirates

2 Manual processes result in errors and lost time In addition to addressing the critical needs of the Abu Dhabi ports and railways, the Abu Dhabi Department of Transport (DoT) moved a record 23.3 million people through the Abu Dhabi International Airport in The DoT struggled with rapid development and with protecting the interests of all local and international stakeholders dependent on the secure flow of passengers, gas, oil and other goods and services from the seven emirates. As a result, the DoT turned to Nintex partner Emitac to update its aging 2007 SharePoint server, to develop a more flexible intranet portal and increase efficiencies with a paperless solution. Before deploying advanced workflows on the Nintex Platform to book conference rooms, request visas, change documents or order office supplies, the DoT s 800-plus staff accessed an internal SharePoint portal for instructions on the necessary forms and sign-offs. Getting everything approved meant printing paper documents and circulating them through two, sometimes three, approval cycles. With all that moving paper, staff turned to , phone or in-person conversations to track the approval status of an action or purchase. That manual process resulted in unintentional errors and wasted time spent tracking down the location and status of important documents. Productivity suffered. Nintex Abu Dhabi Department of Transport 2

3 Less paper, more efficiency Switching to Nintex has provided us with many options and possibilities. We now have strict controls, which helps in analyzing as to how the system is being used. Raed Raqab, Techno-Functional Consultant at Department of Transport, United Arab Emirates Initially, the DoT planned for 10 advanced workflows, but after rapid adoption, they re now up to 45. Beginning with public relations needs, the solution resulted in increased efficiency, the most dramatic from the application access request workflow. With this workflow, an employee completes a form to request access to a specific DoT application, such as a finance application. The form is routed to a line manager for approval. If approved, the form continues to the employee s director. An is sent to the employee upon final approval. The approved request is forwarded to the IT department so they can grant the employee access to the application. Prior to Nintex, users struggled with a manual process that created a delay of three to five working days for an approval. People now wait at most a single workday an 80-percent increase in efficiency for the 100 requests the IT department receives each month. Nintex Abu Dhabi Department of Transport 3

4 Trusting the reliability of an electronic environment Requests approved half a week sooner Reliability of advanced workflows gets staff to drive change Controlling spending through automated permissions Tracking document changes can be a time-consuming headache, but getting change requests approved can take even more time. By automating the document change request form with Nintex, DoT eliminated the need for manual forms for followup approvals. A change used to take seven business days, but with Advanced Workflow on the Nintex Platform, changes now take three days or even less, says Raed Raqab, Techno-Functional SME at DoT. While employees can sometimes be slow to accept change, especially when shifting from the security of paper documents to trusting the reliability of an electronic environment, Tahir Qadir, technology solutions professional at Emitac Enterprise Solutions, says that hasn t been the case for DoT. After seeing efficiency gains, employees are now coming to Raqab on their own, with requests to automate more processes a clear signal that the adopters are now driving the change. In addition to creating workflows for change requests and tracking document changes, the DoT also streamlined office supply ordering with an eye to reduce spending. A decentralized process for ordering and managing office supplies runs the risk of unnecessary cost and extraneous office supplies. With DoT s stationary request advanced workflow, employees add office supplies to an electronic shopping cart. System permissions prevent unauthorized ordering by restricting items or quantities, and invoking spending limits. The order is then routed for approval to further protect against unnecessary spending. Nintex Abu Dhabi Department of Transport 4

5 Nintex automation and seeing business processes shift from taking months manually, to a few days and, in some cases, hours with Nintex has helped us become a strategic partner for the DoT. Tahir Qadir, Technology Solutions Professional at Emitac Enterprise Solutions Future plans As part of vendor due diligence, Qadir explored K2, who offer customized SharePoint workflows and SharePoint Designer as possible options for DoT. But after considering costs and ease of use, they recommended that the DoT go with Nintex. Enthusiastic adoption has introduced the possibility of future plans with additional Nintex capabilities, such as Modern Forms, Mobile Apps, and Nintex s LazyApproval, a trademark feature that allows reviewers to approve or reject tasks by sending a single-word reply without needing to be connected to SharePoint. About Nintex Nintex is the world s leader in intelligent process automation (IPA) with more than 7,500 enterprise clients and 1,700 partners in 90 countries who have built and published millions of workflow applications. With its unmatched breadth of capability and platform support delivered by unique architectural capabilities, Nintex empowers the line of business and IT departments to quickly automate, orchestrate and optimize hundreds of manual processes to progress on the journey to digital transformation. Nintex Workflow Cloud, the company s cloud platform, connects with all content repositories, systems of record, and people to consistently fuel successful business outcomes. Visit to learn more. Product or service names mentioned herein may be the trademarks of their respective owners. Nintex Abu Dhabi Department of Transport 5