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Workflow Wonders featuring National Gallery of Singapore

I recently had the pleasure of hosting the latest episode of Workflow Wonders with 2020 Nintex Solution Innovation Award Winner National Gallery Singapore, alongside Nintex Certified Partner SRKK, who helps to support the Gallery’s museum operations.

The Gallery oversees the world’s largest public collection of Singaporean and Southeast Asia art, a collection of over 8,000 pieces. Victor Kong, IT Manager at National Gallery Singapore, shared that from April 2019 to March 2020, the Gallery welcomed 1.6 million visitors.

When COVID-19 hit, the Gallery needed to do contract tracing for all of their visitors. Watch the Workflow Wonders episode with National Gallery Singapore on-demand now, where they shared how they used the Nintex Platform to implement a system to give them full visibility of their visitors.

Implementing contact tracing in response to COVID-19

In February 2020, as the coronavirus outbreak worsened, the Singapore government raised its Disease Outbreak Response System Condition (DORSCON) level to Orange from Yellow, which indicated the disease was severe and additional control measures were put in place.

The Gallery was now required to do contact tracing, but they did not have a system in place to give them full visibility of their visitors. Also, in the early days of the outbreak, the government had not yet rolled out SafeEntry, Singapore’s national contact tracing solution.

Supported by Nintex Certified Partner SRKK, the Gallery was able to implement a contact tracing solution with Nintex Workflow Cloud in just a few days. Amin Talebi Kahangi, Managing Director at SRKK Singapore, outlined the process where visitors would scan a QR code and complete a visitor registration form.

Over the first two months, there were over 50,000 form submissions, and the Gallery was able to capture and store meaningful data, including which locations visitors were at within the museum to support its contact tracing efforts.

“Implementing the visitor registration form so quickly just wouldn’t have been possible without Nintex Workflow Cloud,” said Kong. “It made solving a business-critical problem fast and simple.”

Adapting to Singapore’s Phase 2: Safe Transition

Singapore announced a “circuit breaker” in April 2020, a nationwide partial lockdown that lasted till  June 1st. During this time, except for those providing essential services, most workplaces and schools were closed, including the Gallery. Phase 2 of the government’s reopening plan kicked in on June 26th, and the Gallery was able to reopen with safe management measures in place.

Following Phase 2’s guidelines, the Gallery has to strictly manage capacity numbers at its venues. SRKK was able to help update the contact tracing solution it had implemented for the Gallery to include a capacity and queue management system post-circuit breaker. Visitors now have to register for a queue SMS and each visitor is allocated a unique ID.

If a particular time slot had reached the maximum allowed capacity, they would have to select a different time slot for entry. All front-of-house staff have their own iPads with a visitor dashboard to keep track of capacity numbers and monitor waiting lists.

Next steps in the Gallery’s digital transformation journey

The Gallery continues to be focused on improving museum operations to be more effective and efficient. It plans to implement robotic process automation (RPA) for the finance department and reduce manual processes to improve productivity.

Analysis of the data for ongoing process improvement at the Gallery also remains a priority. With the data they’ve collected, this will help the museum to continually improve its capacity planning and management requirements.

“In the midst of a pandemic, we are not slowing down,” says Kong. The Gallery continues to operate safely and efficiently, with the Nintex Process Platform playing an integral role. “We’d like to invite you to visit the Gallery so do take some time to come to the Gallery if you’re in Singapore.”



Read more about National Gallery Singapore’s recognition as our Business Continuity Award winner in the 2020 Nintex Solution Innovation Awards. Watch the Workflow Wonders webcast on-demand for more insights into the solutions that were implemented at the Gallery, and share their case study with your team.

Don’t miss our 3-part digital event of the year on how to Automate More with Nintex Workflow Cloud, launching October 21 – register now.



Eileen Tan

Eileen has been with Nintex for over six years and heads up marketing for the Asia-Pacific region. Based in Melbourne, Australia, she has more than 16 years of B2B marketing experience in global technology organizations, and is an impassioned advocate of driving demand generation and executing impactful marketing campaigns. Follow Eileen on Twitter @ETNintex.

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