Transforming eSourcing activities with robotic process automation

The most suitable solution

As one of the most visited attractions in all of Singapore, effective business processes are critical across the National Gallery Singapore. Supporting its operations is the Gallery’s IT team and digital strategy which includes process management and automation from the Nintex Process Platform.

Each year the National Gallery Singapore issues over 200 requests for proposal (RFPs) and tender notices. When the Gallery’s IT team looked to automate its eSourcing processes, they turned to long-time Partner SRKK Consulting and the Nintex Process Platform. Leveraging Nintex Forms, Nintex Workflow, and Nintex RPA, the Gallery has implemented a complete process for issuing RFPs and tender notices from approval to publishing.

9 forms reduced to 1

Security compliance without barriers

40+

RFPS and 10+ tenders published through the process in first 5 months

Company
National Gallery Singapore
Website
Industry
Government
Country
Capabilities Used
Nintex Workflow Cloud®
Robotic Process Automation

Who they are

The National Gallery Singapore oversees the world’s largest public collection of Singaporean and Southeast Asian art – a collection of over 8,000 pieces. The 64,000 square meter art museum is the largest visual arts venue and largest museum in Singapore.

What they need

Due to security and governance requirements, the Gallery struggled with a manual and long-winded process for publishing request for proposals (RFPs) and tender documents.

How they did it

The Gallery implemented a solution leveraging Nintex RPA and Nintex Workflow to automate the approval, review and publishing of its 100+ RFPs and tender documents each year while complying with security barriers.

More than 100 RFPs a year

The Gallery’s existing process for submitting, approving, and publishing RFPs and tenders was prone to errors, manual, and time consuming. The Gallery knew they could leverage workflow automation to simplify and streamline the process for its users, however there was still the challenge of publishing to its website. As a security precaution, the Gallery needed to limit website publishing access to select users without creating another bottleneck.

Now, Nintex Workflow, Nintex Forms, and Nintex RPA manage the entire process within the required security constraints, as the Nintex RPA bot has admin privileges, not the users. In the first four months of use, the National Gallery Singapore has 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.

Nintex is one of the most suitable solutions for us. We’ve tried other workflow engines in the past, but we’ve found Nintex to be a better fit. It is easy to use and progressive – it just works.
Victor Kong, IT Manager, National Gallery Singapore
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