Case Studies
Discovering a unique path to higher productivity
Overview
Application Infrastructure & Middleware - API Integration & Management Application Infrastructure & Middleware - Data Exchange & Integration Functional Applications - Enterprise Resource Planning Systems (ERP) | |
Professional Service Software | |
Business Operation Human Resources Quality Assurance | |
Predictive Maintenance Process Control & Optimization Remote Control | |
Software Design & Engineering Services System Integration Training | |
Operational Impact
Ultimus' ability to define responsibilities and to facilitate coordination across parallel flows and different levels of the Cuatrecasas' organisational structure has proven very useful with regard to its integration capability with their HR system META4. For example, one part of the new employee process was the integration between META4 and the Ultimus OrgChart so that the new employee is immediately a new user and part of the OrgChart. In this case, the use of the Ultimus OrgChart enables faster process design, better coordination between departments and optimisation of process lag times. | |
Another important integrational aspect was the Ultimus' interfacing with Cuatrecasas' single-sign-on portal in order to simplify user authentication so that they are recognised within all their systems. Apart from fully integrating and automating the new employee process, another critical aspect was to implement additional rules to manage special conditions and errors. Thereby, the integration code is configured so that it sends a notification to Ultimus whenever an error occurs. By giving exact information about what exactly failed, Ultimus then notifies the user who then has the opportunity to correct the error manually. Sending and receiving notifications through Ultimus therefore allows for fast and efficient information and correction management of errors and special conditions. | |
Not only for the new employee process but especially for the vacation process, Ultimus' capability to interact with external applications was extremely important. The automatic launch of the workflow from an external application (for example META4) and the notification capabilities via email (integrated with MS Outlook) was crucial, especially for the assignment of tasks within the new employee process. As far as the vacation process is concerned, this capability proved even more useful as it is launched from a web page of HR services and moves through policies inside Cuatrecasas' portal. Appropriate form design was important for the proper approval of the vacation request because the forms also include information about the vacation situation of the global team. As a consequence, Ultimus' capability to interact with external applications enables Cuatrecasas to centrally manage vacation coordination for the global team. | |
Quantitative Benefit
Previously the new employee setup process took 2 to 3 weeks and sometimes was 'incomplete.' With Ultimus handling the automation, process completion is guaranteed within one week including performance of all tasks involved. | |
The largest benefit is generated in the IT department, as previously it took several hours to add the new user to the various systems which is now conducted automatically by Ultimus. | |