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How a major university automated grant processes case study by WorkflowGen
1. How the Graduate School of a
major university automated
complex grant processes.
Turning the time to process applications from weeks to days
with WorkflowGen's workflow automation
3. A high priority for Graduate Schools is to manage and
provide funding for student and faculty grant competitions
that take place each year. Traditionally, the application and
approval processes for these competitions are paper-
based and thus highly labor-intensive and time-
consuming.
4. Since a typical grant application can go through as many
as ten separate approval points, there needed to be a way
to streamline the paper flow, and reduce the time taken to
complete the approval process.
6. • The process also had to be more transparent in order to
reveal bottlenecks and delays that were threatening the
success of any particular application.
• Due to the wide variety of applications across the
university, the process had to dynamically determine
approvers based on application data.
• Finally, the solution needed to fall within the university’s
strict budget limitations.
8. The WorkflowGen workflow software was implemented at
the Graduate School in order to effectively turn grant
applications into a paperless process.
9. Advantys worked with the stakeholders at the university to
review and re-design the process which resulted in
eliminating duplication and increasing efficiency.
10. The flexibility of the WorkflowGen solution enabled some
of the university’s more particular requirements to be
satisfied while limiting customization.
11. In order to keep using the hundreds of business rules
stored in the existing MS Excel file, the solution was to
migrate the data to an SQL Server database.
12. Then, depending on the information entered by the users
in the web form during the purchase order request,
WorkflowGen would query the SQL Server database and
dynamically populate the form with the relevant validation
steps and associated email notifications.
13. The cost model of the solution allowed the Graduate
School to stay within their budget limitations and still get
what they needed to optimize their process.
14. The implementation of WorkflowGen enabled the
university to increase and streamline the process while
significantly reducing errors and processing time.
15. The time to process the application, from origination to
final approval, went from taking several weeks to now
being accomplished in a matter of days.
17. ✓Visibility into all approval points, resulting in the
reduction of delays. Approvals are now being obtained
within hours of receiving notice.
✓Central, web based secure accessibility of all
documents related to applications, preventing lost or
missing information that can slow down the approval
process.
18. ✓WorkflowGen is compatible with any SSO (single sign-
on) system, allowing integration with the university’s
unique Central Authentication module.
✓The WorkflowGen solution was fast and easy to deploy.
The solution was in place and running within 60 days of
installation.
19. About WorkflowGen
• Build process-driven business apps with low-code / no-code workflow automation
• Automate any type of human and system-based enterprise process
• Customize and integrate your workflow apps to fit your environment
• Use the FREE version (download or Docker) of WorkflowGen for unlimited users.
Then subscribe and pay only for the process administrators while benefiting from
unlimited end-users, processes, instances, features, support and upgrades
• Organizations worldwide use WorkflowGen since 2003
21. Examples of real-life implementations
• Fleet management for a major group of container shipping companies
• Post-production management of blockbuster movies for an international media
company
• Directorship management for one of the largest global industrial groups
• Global clinical survey implementation processes for a global leader in market
research
• Air mission management for a Ministry of Defense
• Artist contract management for a major music label
• Management of international mobility of employees of Fortune 500 companies
