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Streamlining Legacy Approvals for a Leading US Biotech Company
Penthara Technologies automates legacy processes into dynamic cost-saving flows in Power Automate and Microsoft teams.
Overview
Automating Incentive Compensation Document Approval Process for a Leading Biotechnology Company.
In the dynamic landscape of biotechnology, Penthara Technologies served as a strategic partner for a prominent US biotech company facing critical challenges. The company’s legacy process for approvals had become unwieldy, hindering efficiency and compliance. With the impending retirement of their legacy system, they sought a robust solution that would not only automate approvals but also position them for future growth.
About the Business
In the ever-evolving field of biotechnology, Penthara Technologies played a pivotal role as a strategic ally for a leading US biotech firm grappling with significant obstacles. The company’s outdated and rigid lead/opportunity processing system in place had grown cumbersome and had started producing collaboration and transparency issues with the procedure being followed for processing the leads and opportunities.
The company was on a lookout for a sustainable and concrete solution to tackle the hindered collaboration between different teams and bring in transparency and flexibility to their work.
Challenges
The biotech company grappled with managing logs from their legacy applications. As the company expanded, the sheer volume of logs became overwhelming. Tracking and analyzing these logs was a manual and time-consuming process, leading to inefficiencies, potential data gaps and financial losses.
The company heavily relied on SharePoint Designer for their workflows and processes. However, SharePoint Designer was becoming outdated and difficult to maintain. The lack of modern features hindered collaboration, and tracking changes across workflows was a challenge.
Infopath, a critical form-building tool, was on the brink of discontinuation. The company’s existing forms were built using infopath, and migrating to an alternative solution was essential. The impending deadline added urgency to finding a suitable replacement.
Objectives
Enhancing Incentive Compensation Processes and Automation.
Penthara Technology aimed to streamline and optimize the incentive compensation process. Through a comprehensive approach, we achieved the following objectives:
Assess Approval Process for Incentive Compensation Documents:
- Evaluate the existing approval workflow for incentive compensation documents.
- Identify pain points, bottlenecks, and areas for improvement.
- Define criteria for efficient and effective approval.
Legacy System Inspection and Reusability Assessment:
- Thoroughly inspect the legacy system.
- Determine if any components can be reused to avoid recreating from scratch.
- Minimize effort and enhance efficiency by leveraging existing resources.
Roadmap for New Automated Setup:
- Develop a roadmap for implementing an automated setup.
- Utilize the existing form while integrating process flows and workflows.
- Ensure seamless transition and improved efficiency.
Enterprise-Wide Policies for Microsoft Applications:
- Review policies related to Microsoft applications (e.g., Power Apps, Power Automate, Microsoft Teams).
- Align processes with organizational guidelines.
- Enhance consistency and compliance.
Understanding Business Requirements:
- Gather detailed business requirements for automation.
- Address notifications, maintenance, and support needs.
- Tailor solutions to meet business goals effectively.
Solution
Penthara Technology successfully optimized the incentive compensation process using a low-code automation approach. Our delivered solution included the following components:
Low-Code Solution
We developed a low-code solution using Microsoft Power Automate that streamlined processes.
Parallel Approvals
Enabled parallel approval workflows to expedite decision-making, improving overall efficiency and throughput.
Privacy Measures for Approvers
Implemented access controls, such that approvers were restricted from accessing original documents, ensuring compliance and privacy.
Adaptive Cards for Notifications
We implemented Microsoft Teams adaptive cards to sent notifications, overcoming Teams policy limitations & improved communication and visibility.
Email Triggers at Each Step
Proactive communication through email notifications for all stages kept stakeholders informed, enhanced transparency, ensuring accountability.
Minimal Downtime Strategy
Kept business operations running smoothly by careful planning of system updates & changes ensuring minimal downtime.
Backup Approver Mechanism
We designed a fail-safe solution for when an approver was unavailable, solution automatically routed approvals to backup approvers, minimizing delays.
Our comprehensive approach integrated management of systems, processes, data, and change, resulting in an effective and efficient incentive compensation process.
Impact
Streamlined Processes and Empowered Teams.
Our solution has significantly transformed operations, empowering the organization in several key ways:
Efficient Approval and Logging Process
The streamlined approval process ensures quick decision-making, while logging activities are straightforward, reducing administrative overhead. Management benefits from improved efficiency and transparency.
Automated System for Risk Mitigation
Our automated system prevents financial losses by minimizing manual errors. It ensures accuracy and compliance, allowing the organization to confidently manage incentive compensation without risk.
Low-Code Solution for Easy Maintenance
The low-code platform simplifies maintenance and enhancements. Ongoing updates are seamless, minimizing disruptions. IT teams can focus on strategic initiatives rather than routine maintenance.
Handling Edge Cases and Complex Scenarios
The solution effectively manages tricky business scenarios, addressing edge cases. This ensures robustness and adaptability, allowing the organization to confidently navigate diverse compensation scenarios.
Self-Sufficient Team Adoption
Since 2020, the solution has been in use with minimal support. Teams navigate the system independently, boosting productivity. Reduced dependency on external assistance ensures operational continuity.
Overall, our partnership has empowered a leading US Biotech company, allowing it to thrive and embrace a promising future.
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