Workflow Automation Use Cases

Hardware & Software Requests

Challenge

Draft a process for managing requests for hardware or software, and allow those requests and items to be tracked by the organization.

Solution

• Online self-service requests can be customized in TAP to capture all necessary information.
• Once a request for hardware or software has been submitted, the workflow routes it to the right stakeholder/administrators for review in designated sequence.
• Rules and embedded business logic can be embedded in forms/workflow to pre-filter requests.
• Approvals can trigger other workflows such as hardware/software training or procurement.
• Integration with IT asset tracking systems can create a record of hardware and software assignment.
• Automated reminders ensure prompt administrative review of requests, as needed.
• Status updates can be sent to requesters at various steps in the review process.
• Mobile access lets workflow participants access and act remotely.
• Centralized dashboard provides visibility into all requests within the organization, either current or historical.
• All workflow records, assets and documentation are centrally stored in a secure Cloud repository for later audit and analysis.

Benefits

• Requests can be handled in minutes or hour versus days.
• Capturing accurate requirements via automated forms eliminates errors and back-and-forth communication.
• Form and workflow automation within a single system ensures consistency of processes, driving cost and time savings.
• Customizability means all forms and workflows are adapted to enterprise need.
• Centralized monitoring permits real-time security oversight and governance of IT assets.
• Audits and analysis of requests can be done in detail thanks to automatic archiving of workflow records and data.