Case Studies

Success Stories Highlighting Saved Time and Money

 

Nonprofit Devotes 5,000+ More Hours to Meaningful Work Using Automated Workflows

Employees at United Nations Development Programme Bangladesh spent hours each week handling operational processes. Whenever the Program Associates needed office supplies, for example, they had to officially request them from the procurement team, which handled more than 1,000 requests each year. From request to approval, the process could take up to 33 steps. “Throughout our organization’s multiple office locations, employees had to deal with time-consuming manual processes that diverted their time and energy from their important program work,” recalls Shofiqul Islam, Web Management Expert at UNDP Bangladesh.

The nonprofit United Nations Development Programme Bangladesh aims to help Bangladeshis overcome gender inequality, poverty and other challenges. The organization advocates for the country’s people in areas including governance, poverty reduction, environment, energy and climate change, disaster management and achievement of Millennium Development Goals. Established in 1972, UNDP Bangladesh strives to maximize its limited resources – both financial and workforce – to ensure that its efforts go toward helping the people of Bangladesh build better lives for themselves.

Manual Processes Took Staff Away From "Important Program Work"

Ten to 20 times a day, UNDP Bangladesh staff had to make changes to a vendor’s bank account information, mailing address or other details in order for that vendor to receive timely payments and continue to provide the goods and services necessary for UNDP Bangladesh programs. It took numerous hours for staff members to collect required reference documents, track down a manager authorized to approve each change on paper, manually enter that change and its approval code into the ERP system, and follow up to ensure the change had been made.

“It could take a day or more to gain approval for vendor information change, and it often entailed hours of travelling to the right office, waiting for the manager to be there and available, and eventually obtaining sign-off for the changes,” recalls Shofiqul Islam, Web Management Expert at UNDP Bangladesh.. “That took staff members away from more productive work and frustrated them at the inefficient use of their time.”

UNDP Bangladesh evaluated its options and concluded that it needed to introduce automated workflow processes into the organization. The organization looked into hiring staff dedicated to developing automated workflows but learned an in-house developer would cost $1,200 a month while an outside consultant would cost $7,000 a month.

Islam downloaded a free trial version of Nintex Workflow 2007 and tested it with Office SharePoint Server 2007. Within just a few days, he built a workflow prototype and demonstrated to senior managers how internal staff could solve the organization’s process problems with Nintex Workflow.

“I evaluated similar offerings in the market, but I couldn’t find any product available that was better or smarter than Nintex Workflow,” Islam explains.

Increased Efficiency Enables Staff to Focus on Helping People

UNDP Bangladesh implemented the “quite reasonably priced” Nintex Workflow 2010 in conjunction with Microsoft SharePoint Server 2010, Islam says. The organization found it easy to install Nintex Workflow using resources on the Nintex website and Nintex Connect community site.

“I appreciate the utility of automated workflows, which are effective in helping my day-today official work. Once I started using the automated workflows, my workflow became lighter and my deliverable quality and quality increased,” says Md. Mominul Haque, Program Assistant at UNDP Bangladesh. “I can get so much more done in a day now because I don’t have to spend hours running back and forth to try to get written approvals from managers.”

Using Nintex Workflow, UNDP Bangladesh shortened timelines both for workflow development and for all its operational processes in less time than it would have taken with ASP.NET or other tools. Staff members can carry out process steps through the Internet from home and elsewhere – including via email on handheld devices

The organization estimates that it will save more than 5,000 work hours each year because program associates, managers and other staff can get through operational processes, such as procurement requests, quickly, without travel time and hassles.

“We already have reached the break-even point less than a year in, and we strongly believe that we will see bigger returns as we continue to put our tools to good use,” Islam says. “”Every day, we do all that we can to contribute to our country’s improvement. By adopting Nintex Workflow, we’re able to do considerably more to keep Bangladesh headed in the right direction.”

I evaluated similar offerings in the market, but I couldn't find any product available that was better or smarter than Nintex Workflow.

Shofiqul Islam
Web Management Expert
UNDP Bangladesh

UNDP
Company
United Nations Development Programme
Visit Website
Country
APAC
Industry
Nonprofit
Business Situation
UNDP Bangladesh struggled with manual processes and sought to overhaul them so that employees could spend less time on process management and more time working to directly improve life in Bangladesh.
Solution
UNDP Bangladesh deployed Nintex Workflow 2010 and Microsoft SharePoint Server 2010 to quickly and easily create automated workflow processes used by procurement and vendor management teams.
Benefits
  • Increased efficiency
  • Reduced costs
  • Accelerated processes
  • Enhanced service delivery for Bangladesh

United Nations Development Programme (UNDP) Operations Case Study


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