Most modern organisations have set processes in place to approveactions in areas such as project management, expenses, annual leave,pricing, and hiring. These decisions need to be assigned to either aperson or group with the expertise and authority necessary to carry themout.
Unfortunately, this process is often hampered by a lack of cleardirection. Emails, phone calls, spreadsheets and Word documents arecirculated, sometimes containing inaccurate, contradictory information. By introducing automation via a centralised system where no data isduplicated, you can increase efficiency and avoid misunderstanding.
Roles and access
Defining the roles attached to the approval process, as well as whichstaff are to be designated particular tasks, ensures that a consistentframework for approval control is established and maintained, with aminimum of conscious effort. This is achieved by breaking tasks downinto stages, and defining exactly when an action needs to be approved,and by who.
By imposing an access management protocol, with varying levels ofaccess depending on roles and skills, including mandatory strongpasswords and two-factor authentication, you can prevent your datafalling into the wrong hands.
Straightforward and productive
Having a comprehensive overview of a task, and all relevantinformation associated with it ensures the approval process is asstraightforward and productive as possible. By comparing the amount chargedfor a service, and the cost to provide it, decisions can be made basedon commercial viability. Having financial information associated withevery task, and automating the any calculations involved, you eliminate the need to search through financial records.
By categorising work by complexity, approval can be granted based onan estimate of the time it will take, as more work is tracked throughthe system, these estimates increase in accuracy, based on pastexperience.
Integrating staff absence and annual leave information into yourapproval process means you can automatically defer a job to analternative employee if your original choice is unavailable for whateverreason. Leave can be granted or denied based on accurate workloadestimates for the near future. All system users can enter the hours andlocations they are available for work, significantly cuttingadministration overheads.
How SwiftCase helps
SwiftCase is a powerful business process management platform,incorporating automated approval process features which let you:
- Automatically allocate approval to the right staff members at the righttime
- Prevent any misunderstanding or unnecessary work by eliminatingduplicate or redundant information
- Alert relevant users to tasks after a timeframe has passed, prioritisingthe most urgent work at hand
- Have an overview of all approval process activity through an intuitiveuser interface with secure role-based access
- Comprehensive, searchable log of all approval process events
If you’re interested in a free, no-obligation demo,get in touch with ustoday.
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