CUSTOMER CASE STUDY | ABU DHABI DEPARTMENT OF TRANSPORT, UAE

PROFILE The Department of Transport for Abu Dhabi, which employs more than 800 people, is responsible for ensuring the safe flow of passengers and freight throughout Abu Dhabi.

BUSINESS SITUATION Employees accessed information through an aging intranet portal and shared data via emails and paper documents.

SOLUTION Nintex Workflow promoted paperless response for change orders, visa requests, reserving meeting rooms, and ordering office supplies.

BENEFITS

Introduction of paperless environment

spurs request for additional workflows

from staff

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 2015.

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.

Abu Dhabi Department of Transport Ramps Efficiency by 80% with Nintex Workflow

COMPANY Abu Dhabi Department of Transport, United Arab Emirates

WEBSITE dot.abudhabi.ae

Document Change Workflow slashes processing time from seven days to a maximum of three days

Stationary Request Workflow controls office supply spending while allowing employees to pick and choose what goes in their shopping carts

80% efficiency gain with a single workflow

INDUSTRY Government

COUNTRY United Arab Emirates

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, Department of Transport, United Arab Emirates

Find out more at: nintex.com Inquiries: sales@nintex.com© 2015 Nintex

RELIABILITY OF WORKFLOWS GETS STAFF TO DRIVE CHANGE

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.

CONTROLLING SPENDING THROUGH AUTOMATED PERMISSIONS

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 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.

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

products and capabilities, such as Nintex Forms, Nintex Mobile, and

LazyApproval, a trademark feature that allows reviewers to approve or

reject tasks by sending a single-word email reply without needing to

be connected to SharePoint.

— Tahir Qadir, Technology Solutions Professional, Emitac Enterprise Solutions

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.

MANUAL PROCESSES RESULT IN ERRORS AND LOST TIME

Before deploying Nintex Workflow 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 email, 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.

LESS PAPER, MORE EFFICIENCY

Initially, the DoT planned for 10 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 email 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.

REQUESTS APPROVED HALF A WEEK SOONER

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 follow-up approvals. A change

used to take seven business days, but with Nintex Workflow, changes

now take three days or even less, says Raed Raqab, Techno-Functional

SME at DoT.

— Raed Raqab, Techno-Functional Consultant, Department of Transport, United Arab Emirates

Nintex has been a great

help in reducing the

workload and automating

the daily manual load.