Financial Industry Case Study Process for Electronic Rights Management via Intranet (PERMIT)
Customer Company Size
Large Corporate
Region
- Europe
Country
- Germany
Product
- Ultimus Adaptive BPM Suite
Tech Stack
- Business Process Management (BPM)
- Email Integration
Implementation Scale
- Enterprise-wide Deployment
Impact Metrics
- Productivity Improvements
- Customer Satisfaction
- Cost Savings
Technology Category
- Functional Applications - Enterprise Resource Planning Systems (ERP)
- Application Infrastructure & Middleware - Data Exchange & Integration
Applicable Industries
- Finance & Insurance
Applicable Functions
- Business Operation
- Quality Assurance
Use Cases
- Process Control & Optimization
- Regulatory Compliance Monitoring
- Remote Control
Services
- System Integration
- Software Design & Engineering Services
About The 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.
The 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.
The 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.
Operational Impact
Quantitative Benefit
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