Nintex > Case Studies > Transforming eSourcing Activities at National Gallery Singapore with Robotic Process Automation

Transforming eSourcing Activities at National Gallery Singapore with Robotic Process Automation

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Technology Category
  • Analytics & Modeling - Robotic Process Automation (RPA)
Applicable Industries
  • Finance & Insurance
  • National Security & Defense
Use Cases
  • Leasing Finance Automation
  • Tamper Detection
About The Customer
The National Gallery Singapore is one of the most visited attractions in Singapore. It is a government agency that issues over 200 requests for proposal (RFPs) and tender notices each year. The Gallery's operations are supported by its IT team and digital strategy, which includes process management and automation from the Nintex Process Platform. The Gallery has been using Nintex Workflow and Nintex Forms to automate and digitize processes for more than three years. It also uses Nintex Promapp® to map and manage processes and support continuous improvement.
The Challenge
The National Gallery Singapore, one of the most visited attractions in the country, was grappling with a manual and lengthy process for publishing request for proposals (RFPs) and tender documents. The process was prone to errors and time-consuming, often requiring IT intervention to train department users on how to upload requests and publish them on the website. The Gallery, being a government agency, had to issue these requests publicly whenever they needed a specific product, service, or vendor. The existing process involved manual approval from the relevant department head and finance, after which finance would provide a reference number, and the user would create the supporting RFP or tender documents. The user would then manually upload the documents and publish the notice on the Gallery’s website. The challenge was to streamline this process while complying with security and governance requirements.
The Solution
The Gallery implemented a solution leveraging Nintex RPA and Nintex Workflow to automate the approval, review, and publishing of its 100+ RFPs and tender documents each year. The new process starts with a digital form where users submit their project request for budget approval to the department head. Once approved, Nintex Workflow routes the request to finance for review, approval, and the generation of a reference number. Nintex automates the finance approval and issuance of reference numbers and notifies finance. When the user’s RFP and tender documents are ready, they upload their documents via a Nintex Form and submit for publishing to the website. The information and documents are added to a SharePoint list and a Nintex RPA bot is triggered. Nintex RPA generates OneDrive zip files for the documents and publishes them to the Gallery’s website. The user is notified that the RFP or tender has been published. The entire process is managed within the required security constraints, as the Nintex RPA bot has admin privileges, not the users.
Operational Impact
  • The implementation of Nintex RPA and Nintex Workflow has transformed the Gallery's eSourcing activities. The process is now completely automated and seamless, eliminating the need for manual intervention and reducing the risk of errors. The solution has also ensured compliance with security without creating any barriers. The automation has significantly reduced the time taken to publish RFPs and tenders, improving both the internal and external experience. The solution has also eliminated the need for IT to train department users on how to upload requests and publish them on the website, freeing up IT resources for other tasks.
Quantitative Benefit
  • More than 40 RFPs and 10 tenders have been published through the process in 5 months
  • 9 forms reduced to 1
  • Over 100 RFPs are issued annually

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