Customer Spotlight: National Gallery Singapore

It’s no secret that National Gallery Singapore has been successfully automating and digitizing their processes with Nintex.

For nearly three years, the largest museum in Singapore has implemented solutions on the Nintex Process Platform by leveraging Nintex Workflow, Nintex Forms, and Nintex Promapp® to support continuous process improvement across the Gallery.

Now, the National Gallery Singapore has also implemented Nintex RPA to automate and streamline its Request for Proposal (RFP) and Tender publishing processes – improving the internal and external experience.

Publishing more than 200 RFPs a year

As one of the most visited attractions in all of Singapore, effective business processes are critical across the gallery.

For instance, the National Gallery Singapore issues over 200 RFPs and tender notices each year.

As a government agency, the National Gallery Singapore must issue these requests publicly whenever they need a specific product, service, or vendor. However, due to security and governance requirements, the Gallery struggled with a manual and long-winded process for publishing these requests.

The original process started with manual approvals from multiple departments. Once approved and provided with a reference number, the user created the various documents and manually uploaded them. Already an arduous process, there were frequent bottlenecks around security measures in place for publishing requests like these to the Gallery’s website.

It’s a security risk to allow all our users access to publish on the site. We needed a way to enable the publishing of the requests without extending permissions to every user.”

Victor Kong, IT Manager, National Gallery Singapore

Creating security compliance without barriers through RPA

By leveraging Nintex Forms, Nintex Workflow, and Nintex RPA, the Gallery implemented a complete process for issuing RFPs and tender notices from approval to publishing, all without the risk of extending additional access to its users.

The Gallery’s rapid and easy-to-use solution looks a little like this:

  • Users submit the project request through a digital form via Nintex Forms.
  • Upon approval, Nintex Workflow routes the request through finance for review along with other approvals, and sends notifications during the process.
  • When the user’s RFP and tender documents are ready, they upload these via a Nintex Form and submit for publishing to the website.
  • Once the information and documents are submitted, a Nintex RPA bot is triggered. The bot generates OneDrive zip files for the documents and publishes to the Gallery’s website.

Nintex Workflow, Nintex Forms, and Nintex RPA manage the entire process within the required security constraints, as the Nintex RPA bot—rather than users—has admin privileges.

Documents are added to the website as OneDrive zip files which allows for seamless sharing. Additionally, if for any reason the bot is delayed, the user is notified.

“Now our users can get their reference number and publish all within the same interface without requiring different touch points to get the job done. It’s created a one-stop shop for our users.”

Victor Kong, IT Manager, National Gallery Singapore

In the first four months of use, the National Gallery Singapore quickly published over 100 RFP and tenders using the Nintex Workflow and Nintex RPA solution. The new process has addressed the Gallery’s security concerns, while reducing errors, saving time, and providing an improved experience for its users.

Encouraged by their success, the Gallery team is identifying new opportunities to apply Nintex RPA across the organization.

Read the case study to learn more.

 

 

To learn more about how we can help your organization with process automationget in contact with the Nintex team or request a demo today.

 

 

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