Mint, a Microsoft partner, implemented a solution using SharePoint and K2 workflow to streamline their expense claim and leave processes, aiming to enhance internal efficiencies. The challenges included a manual submission system leading to lost paperwork and long approval times, which the new solution addresses with automation and real-time reporting. The solution aims to improve decision-making, reduce delays, and provide valuable insights for resource planning.

1. Project Sheet 24 August 2015
MINT uses Microsoft SharePoint and K2 workflow to manage
Mint.Efficiency projects i.e. claims and leave processes.
Property of Mint Management Technologies 2015

2. www.mint.co.za info@mint.co.za +27 (0) 11 856 4400 @mint_consulting
Mint is a Microsoft information, communication and technology business partner consisting of two operating entities namely Mint
Services & Consulting, which focuses on Customer Management, Enterprise Content Management, and Mobility Services and
AppDotGo, which is Mint’s products and innovation business. Part of Mint’s extended value offering is our reseller arrangements
with some of our key technology partners to enhance our already world-class product, service and solution offerings.
Mint required a solution to effectively manage our expense claim and leave processes, to improve our internal efficiencies and to
simplify the application, submission and approval process. Mint’s intranet, which is built on Microsoft SharePoint, is utilized for the
logging of expense claims and leave requests. A solution was required to automate the approval processes within the
Mint.Efficiency project.
“ Mint believes in putting our money where our mouth is, by not only reselling the products and
services our partners provide, but by using these in our own business. What better way to demonstrate
what we sell by using the technology to enhance our own processes”
Carel du Toit – MD Mint Management Technologies
About the Client

3. www.mint.co.za info@mint.co.za +27 (0) 11 856 4400 @mint_consulting
Mint’s Efficiency Expense Claim & Leave Process Requirements:
• Streamline and simplify submission process with document
management capabilities
• Ability to capture all expense claims, and attach relevant supporting
documents.
• Ability to log all leave requests, including tagging of various leave
categories
• Improve decision process, and feedback
• Real-time, detailed reporting on both processes
Requirements

4. www.mint.co.za info@mint.co.za +27 (0) 11 856 4400 @mint_consulting
Mint’s requirements for an efficient system to streamline staff expense claims processing as well as the leave application and
approval processing led to the natural adoption and implementation of our SharePoint & K2 workflow solution.
Some of the difficulties experienced include:
A manual submission process sometimes resulting in lost paperwork or duplication, particularly for staff who are not office bound;
Long approval process due to the quantities of documents usually directed to a single point rather than to the relevant manager;
Supporting documentation not being submitted;
No track record of historic claims or previous leave days taken;
Managers not always being aware of approvals that are required, or sign-off of expenses needed by the cut-off date;
Out of date templates being used resulting in information missing or incomplete, thereby delaying the approval process.
Solution

5. www.mint.co.za info@mint.co.za +27 (0) 11 856 4400 @mint_consulting
The benefits of implementing SharePoint and K2 include:
• Offers users a familiar interface allowing for quick
deployment and minimal user training;
• Scalable to expand as the business requirements
grow and can be deployed for other areas of the
business
• Notification sent to relevant manager for decision,
with feedback on decision sent to employee
• Notification to relevant department (i.e. Finance or
HR) on decision.
• Ability to monitor all submissions, with data feed into
relevant back end systems.
• Improved operational efficiencies
• Measure and report on each process
• Reporting provides valuable insights into resource
planning (Leave process)
• Allows effective finance provisioning for expense
claim reimbursements
Benefits

6. www.mint.co.za info@mint.co.za +27 (0) 11 856 4400 @mint_consulting
K2 is the best-of-breed enterprise ready BPM tool of
choice for Mint. With our investment in certifying our
consultants on K2, it was a no-brainer to implement it
in-house.
Contact us today if you would like to know more about Mint.Efficiency and
how it can help your business.
Why K2 chose Mint