Case Studies Financial Industry Case Study Process for Electronic Rights Management via Intranet (PERMIT)

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	Financial Industry Case Study Process for Electronic Rights Management via Intranet (PERMIT)

Financial Industry Case Study Process for Electronic Rights Management via Intranet (PERMIT)

Technology Category	Application Infrastructure & Middleware - Data Exchange & Integration Functional Applications - Enterprise Resource Planning Systems (ERP)
Applicable Industries	Finance & Insurance
Applicable Functions	Business Operation Quality Assurance
Use Cases	Process Control & Optimization Regulatory Compliance Monitoring Remote Control
Services	Software Design & Engineering Services System Integration
Challenge	Helaba faced several challenges with their existing system authorization process. The complexity of over 70 different types of paper forms made it difficult to select the correct one, leading to confusion and errors. The processing time was lengthy, often taking up to four weeks due to the number of necessary authorizations and mailing delays. Additionally, the process involved multiple transitions between paper, email, phone, and fax, increasing the risk of errors and duplication of efforts. There was also low visibility into the process, making it hard to track the status of requests and causing dissatisfaction among employees and management. Read More
About Customer	Helaba Landesbank Hessen – Thueringen is one of Germany’s leading Landesbanks and a premier global financial center. With a workforce of 5,900 employees and a balance sheet of $309 billion USD, the bank operates from two headquarters and maintains multiple regional and representative offices, as well as affiliates throughout Europe. Helaba is committed to protecting the integrity and privacy of its financial data and ensuring that approval authorizations are granted only to individuals who meet the necessary criteria. The bank's goal was to automate processes and improve internal controls to prevent improper approval authority, which could result in significant financial losses. Read More
Solution	Helaba chose Ultimus’ Adaptive BPM Suite to address their challenges due to its high usability, easy-to-define processes, and customizable forms that integrated seamlessly into their existing system. The cumbersome process was automated and optimized into six steps, with the entire process now conducted via email. Executives receive only one request per authorization, and bottlenecks are eliminated as each step escalates after a set period of time, being terminated or reassigned as appropriate. Requests are automatically assigned an Ultimus incident number when initiated, starting the PERMIT process. The implementation of Ultimus’ BPM Suite was smooth and efficient, tested across the entire bank before going live, and rolled out one department at a time. The solution integrated seamlessly with Helaba's system and was so user-friendly that official training was unnecessary, even though thousands of employees use the process. Based on the success of the PERMIT project, Helaba plans to automate and optimize more processes within their organization. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Functional Applications - Enterprise Resource Planning Systems (ERP)

Applicable Industries

Finance & Insurance

Applicable Functions

Business Operation

Quality Assurance

Use Cases

Process Control & Optimization

Regulatory Compliance Monitoring

Remote Control

Services

Software Design & Engineering Services

System Integration

Challenge

Helaba faced several challenges with their existing system authorization process. The complexity of over 70 different types of paper forms made it difficult to select the correct one, leading to confusion and errors. The processing time was lengthy, often taking up to four weeks due to the number of necessary authorizations and mailing delays. Additionally, the process involved multiple transitions between paper, email, phone, and fax, increasing the risk of errors and duplication of efforts. There was also low visibility into the process, making it hard to track the status of requests and causing dissatisfaction among employees and management.

About Customer

Helaba Landesbank Hessen – Thueringen is one of Germany’s leading Landesbanks and a premier global financial center. With a workforce of 5,900 employees and a balance sheet of $309 billion USD, the bank operates from two headquarters and maintains multiple regional and representative offices, as well as affiliates throughout Europe. Helaba is committed to protecting the integrity and privacy of its financial data and ensuring that approval authorizations are granted only to individuals who meet the necessary criteria. The bank's goal was to automate processes and improve internal controls to prevent improper approval authority, which could result in significant financial losses.

Solution

Helaba chose Ultimus’ Adaptive BPM Suite to address their challenges due to its high usability, easy-to-define processes, and customizable forms that integrated seamlessly into their existing system. The cumbersome process was automated and optimized into six steps, with the entire process now conducted via email. Executives receive only one request per authorization, and bottlenecks are eliminated as each step escalates after a set period of time, being terminated or reassigned as appropriate. Requests are automatically assigned an Ultimus incident number when initiated, starting the PERMIT process. The implementation of Ultimus’ BPM Suite was smooth and efficient, tested across the entire bank before going live, and rolled out one department at a time. The solution integrated seamlessly with Helaba's system and was so user-friendly that official training was unnecessary, even though thousands of employees use the process. Based on the success of the PERMIT project, Helaba plans to automate and optimize more processes within their organization.

Impact #1	The processing time for system authorization requests decreased from four weeks to less than one day, significantly improving efficiency.
Impact #2	The transparency of processes organization-wide increased, allowing for better tracking and visibility of requests.
Impact #3	Helaba gained greater control over systems authorization, reducing the risk of improper approvals and enhancing security.

Impact #1

The processing time for system authorization requests decreased from four weeks to less than one day, significantly improving efficiency.

Impact #2

The transparency of processes organization-wide increased, allowing for better tracking and visibility of requests.

Impact #3

Helaba gained greater control over systems authorization, reducing the risk of improper approvals and enhancing security.

Benefit #1	Processing time reduced from 4 weeks to less than 1 day.

Benefit #1

Processing time reduced from 4 weeks to less than 1 day.

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Overview

Financial Industry Case Study Process for Electronic Rights Management via Intranet (PERMIT)

Operational Impact

Quantitative Benefit