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Approval ManagementGovernment·GCC·16 weeks
Modernizing a 22-step approval workflow for a public sector authority
Replaced a 22-step, paper-and-email approval process with a policy-driven digital workflow — cutting average approval time from 18 days to 41 hours and eliminating lost files.
Client · Public Works Authority
Impact
Results at a glance
18d → 41h
Approval cycle
0
Lost files
98%
Compliance audit score
−74%
Rework rate
The challenge
- 1Approvals moved on paper and email across 6 departments — files were regularly lost.
- 2No audit trail meant compliance reviews took weeks to reconstruct decisions.
- 3Applicants had no visibility into where their request stood.
- 4Delegations during holidays created bottlenecks that stalled projects for weeks.
Our approach
- 1Documented the existing process end-to-end with each department before designing the target state.
- 2Codified policy rules (thresholds, delegation, escalation) as executable configuration.
- 3Migrated one workflow at a time to keep operations running during rollout.
What we built
- 1Visual workflow designer for policy owners — no code, no engineering tickets.
- 2Role-based approvals with automatic delegation and escalation windows.
- 3Immutable audit trail with document versioning for every step.
- 4Applicant portal with real-time status and estimated decision date.
- 5Compliance dashboards for internal audit and executive review.
Results delivered
- Average approval cycle reduced from 18 days to 41 hours.
- Zero lost files in the first 12 months post-launch.
- Rework rate dropped 74% thanks to structured intake and validation.
- Passed an external compliance audit with a 98% score.
- Applicants report a step-change in perceived transparency and trust.
"For the first time we can answer 'where is my file?' in seconds. Trust in the process changed overnight."
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