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Case Study

09/26/2024
Human Resource Management | Power Automate

Automating Contract Authentication for Efficient Employee Management

The client is a prominent manpower services division operating in the UAE, responsible for managing a large workforce.

The Client

The client is a prominent manpower services division operating in the UAE, responsible for managing a large workforce.

Challenges Faced by the Client

The client faced several challenges in managing the contract authentication process:

  1. Records Volume: The manual processing of numerous employee contracts led to inefficiencies and potential errors.
  2. Service Availability: The reliance on external platforms such as the Qiwa website and the Maher system for authentication often resulted in issues with service uptime and reliability
  3. Penalties: Any delays or inaccuracies in the contract authentication process could lead to regulatory penalties and disrupt operations.
  4. Operation Interruptions: The manual handling of the authentication process was prone to interruptions, complicating the management process into multiple steps.

Solutions

To address these challenges, UB Technology Innovations, Inc (UBTI) deployed a comprehensive Power Automate solution that included the following components:

  1. Automated Workflow Integration: The solution automated the contract authentication steps, integrating seamlessly with the Qiwa website and the Maher system to streamline operations.
  2. Centralized Logging: A centralized logging mechanism was developed to monitor all process steps, capturing execution times and outcomes for better visibility.
  3. Exception Management: An exception-handling system was designed with predefined rules, enabling notifications, escalations, and delegation capabilities to manage anomalies effectively.
  4. MFA and OTP Management: To enhance security, multi-factor authentication (MFA) and one-time password (OTP) verification were integrated into the automation process.
  5. Dynamic Compliance Engine: Develop a compliance engine that automatically updates to reflect the latest regulatory changes and requirements.
  6. Integration with Other Systems: The solution was designed to integrate with other internal systems, facilitating streamlined data flow and enhancing accuracy.

Solutions Benefits

The implementation of the automated contract authentication system yielded several benefits:

  1. Cost Savings: The automation solution resulted in significant cost savings of $300,000 per Annum for contract authentication.
  2. Enhanced Efficiency: Automation significantly reduces manual effort and speeds up the contract authentication process.
  3. Improved Accuracy: Centralized logging and automated steps minimize errors and ensure accurate processing.
  4. Increased Reliability: Automation reduces dependency on manual processes, improving service availability and reducing operational interruptions.
  5. Reduced Penalties: Timely and accurate contract authentication minimizes the risk of regulatory penalties.
  6. Scalable Process: The automated system can easily handle increased contract volumes and adapt to future requirements.
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