The Challenge
ARRIVA faced significant challenges with manual and fragmented processes across various departments. Performance management was handled through Excel sheets, causing inefficiencies in setting, approving, and reviewing employee goals. Invoice processing involved external providers and manual validations, delaying accounts payable workflows. The internal helpdesk system restricted access to external vendors, limiting timely issue resolution and communication.
Solution: Implementing Flowis
HR Automation
ARRIVA automated their performance management system using Flowis, replacing manual Excel tracking with a streamlined digital workflow. This included automated goal setting, approval routing, and performance evaluation. The system also recalculates goal weights automatically and sends reminders for pending approvals, significantly enhancing transparency and efficiency. Additionally, Flowis enables a general approval process for various HR requests, such as contract addendums, salary adjustments, or payroll reports. There is also the option to route the HR requests for approval to the relevant approvers, ensuring smooth and timely processing.
Accounts Payable Automation
Flowis centralizes invoice management, enabling ARRIVA to maintain full control and transparency throughout the entire invoice lifecycle, with tailored approval workflows. Invoices are validated and posted automatically into SAP, eliminating bottlenecks. Automated routing is based on a complex approval matrix, where each document type requires a different approval level. This ensures that invoices are reviewed by the appropriate approvers, streamlining the process and minimizing processing time.
Helpdesk Ticketing
The outdated internal helpdesk tool was replaced by Flowis, which provides a streamlined workflow to manage tickets efficiently. The system also includes time tracking to monitor how much time is spent on each issue. External vendors now have access to the system, allowing them to view ticket histories and communicate directly through the platform.
The Results and its Benefits
Flowis helped ARRIVA streamline key processes and achieve measurable improvements in efficiency, control, and collaboration.
All-in-one
solution
ARRIVA covers multiple processes – HR, accounts payable, and helpdesk in a single, unified platform, simplifying management and integration.
Improved operational
efficiency
Automation of previously manual, fragmented tasks saves time and resources across departments.
Increased
transparency
Full visibility into invoice statuses, approval workflows, and HR requests enhances accountability and reduces errors.
Faster
approval cycles
Automated routing and reminder notifications accelerate approvals for goals, invoices, and general HR requests, reducing delays.
External
supplier access
The system allows external vendors to access system directly, improving communication and speeding up issue resolution.
Seamless
SAP integration
Automatic invoice posting into SAP reduces manual work and ensures accurate financial records.
Enhanced compliance
and auditability
Automated workflows create clear audit trails, helping ARRIVA meet regulatory requirements easily.
Improved
employee satisfaction
Efficient and transparent processes foster a more positive and productive work environment.
