case study
a success story
“business process automation”
confidential
the challenge
operating among 20+ business units and providing diversified services as well as facilities management to its customers, the client is dealing with multiple legal engagements on a monthly basis varying in
complexity
to optimize the workload and interaction with internal
departments, the client decided to automate and streamline the process- and workflows for managing all contracts, non-disclosure agreements as well as memorandum of understandings
the client evaluated market offerings especially around business process management consulting
providers
one key decision criteria at the time was that the to be developed automation had to be in line with Microsoft’s Office 365 offering, SharePoint Online
after a Tejari based request for quotation (RFP) process, the client selected oryx services to undertake the project
the client is one of the largest security solutions organisations in the middle east, with over +65,000 employees handling security, facilities, events and cash management services for numerous customers across the region
the solution
oryx services in a first step migrated all existing data and content from the existing Microsoft SharePoint 2003 instance to Microsoft O365
subsequently 27 different business and approval processes were identified and mapped and built within SharePoint Online
the out-of-the-box SharePoint Online application was customized to allow an online and template based contract registration system
in addition, the application was both integrated in to both Tejari and Saleforce.com
existing contracts and supporting legal documents were scanned, classified and indexed by oryx outsourcing and made available in SharePoint Online
the flexibility of Microsoft SharePoint Online allows the client to easily maintain the system as programming and coding was kept at a bare minimum
the results
today all business units are running legal requests through the SharePoint Online application
the client is now in a position to measure the average “Time to Contract” for each legal engagement and has been able to reduce average time for approval from 3 working weeks down to 48 hours
for the first time the clients' executives are able to interact within business processes through their mobile devices