One of Asia’s leading food processing, manufacturing, and trading companies, headquartered in Switzerland, sought to eliminate manual trade documentation processes. The client aimed to implement an intelligent, unified platform to streamline approvals and rejections, automate contract signatory workflows, and ensure accurate document placement for auditing and compliance.
Key Challenges
- Disjointed Technology Ecosystem: The absence of a centralized solution led to inefficiencies in data accessibility, communication gaps, and slower operational workflows.
- Manual Tracking and Compliance Gaps: Contract approvals, signatures, and rejections lacked a structured tracking system, causing delays and inefficient record management.
- Paper-Dependent Processes: Heavy reliance on physical documentation not only slowed approvals but also posed environmental concerns.
- Inefficient Approval Workflow: Approvers and signatories lacked a unified platform, relying on emails for delegation, leading to bottlenecks and delays.
- Limited Audit Transparency: The absence of comprehensive access to historical contract lifecycle data made compliance audits complex and time-consuming.
- Delayed Time to Market: The lack of a low-code, automated solution hindered process execution, slowing overall business operations.
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The Solution
- Integrated Technology Ecosystem: Leveraged multiple technologies within a single platform to enhance data accessibility, streamline communication, and accelerate processes at scale, demonstrating the robustness of Microsoft Power Platform and AI.
- Automated Tracking and Compliance: Enabled real-time contract status tracking (approved/signed/rejected) and automatic record-keeping to ensure compliance and eliminate processing delays.
- Paperless Operations: Transitioned to a fully digital, eco-friendly contract management system, reducing paperwork and enhancing operational efficiency.
- Intelligent Workflow Automation: Provided a centralized platform for approvers and signatories to manage approvals and contract signings seamlessly, eliminating dependency on email-based delegation.
- Comprehensive Audit Access: Offered full visibility into historical contract lifecycle data, ensuring compliance readiness and simplified audit tracking.
- Low-Code Development for Rapid Deployment: Built on a low-code platform, enabling faster implementation and reducing time to market.
- Secured contract storage in SharePoint with complete audit tracking for transparency and compliance.
- Eliminated manual intervention, accelerating contract approvals and reducing processing time.
- Enabled users to choose approvers, initiate workflows, and send automated reminders for approvals.
- The AI-driven system detected signature locations and stored signed documents securely.
- Technical stack leveraged: Power Apps (Canvas), Power Automate, Logic App, Power BI, and SharePoint.
Benefits
20% Effort Reduction for the Contract Department
Automating workflows minimized manual tasks, allowing teams to focus on strategic initiatives.
15% Lower Solution Maintenance Costs
A self-service, low-code platform reduced IT dependency and ongoing maintenance expenses.
Enhanced Customer Satisfaction
A unified, streamlined platform improved contract management efficiency, transparency, and overall user experience.
