Nintex > Case Studies > Streamlining Financial Services at Adelaide City Council with Nintex Promapp

Streamlining Financial Services at Adelaide City Council with Nintex Promapp

Technology Category

Analytics & Modeling - Real Time Analytics
Networks & Connectivity - 5G

Applicable Industries

Cities & Municipalities
Finance & Insurance

Applicable Functions

Quality Assurance

Use Cases

Inventory Management
Personnel Tracking & Monitoring

Services

System Integration

About The Customer

Adelaide City Council is a local government organization with a wide range of responsibilities. These include managing staff, providing services, maintaining assets, serving ratepayers, and meeting external controls. The council operates like a group of businesses with diverse needs and goals under one roof. The financial services department of the council, in particular, was tasked with setting up internal financial controls that could be overseen by the council's auditors due to legislative changes. They were also responsible for managing 89 separate risk management processes, which were primarily managed in Word documents or spreadsheets.

The Challenge

Adelaide City Council, like many local government organizations, was grappling with a multitude of responsibilities including staff management, service provision, asset maintenance, and meeting external controls. The financial services department, in particular, was facing challenges due to legislative changes that required the establishment of internal financial controls for council auditors. They needed an automated system to monitor and report on internal controls, auditing, and risk management. With 89 separate risk management processes to follow, the finance team was overwhelmed with external audits and controls. The processes were primarily managed in Word documents or spreadsheets, making them difficult to access and update. Prior to the implementation of Nintex Promapp, auditing, analysis, and reporting were done manually, which was time-consuming and challenging.

The Solution

Nintex Promapp was introduced as a solution to streamline and simplify the reporting and process management of Adelaide City Council's financial services department. It served as an integrated hub for all business processes and procedures, including internal financial controls, audit recommendations, risk management, and process improvements. Nintex Promapp provided an automated accountability system and reporting tool, tracking complex processes and daily work across multiple teams. This increased visibility across the department, allowing staff to see what other teams were doing and streamline inefficient processes. The finance department used Nintex Promapp's improvement add-on to simplify communication, particularly during internal and external audits. This resulted in less time spent managing documents and information, and fewer mistakes and miscommunications. The documentation was centralized and updated in real time, allowing everyone involved to see progress as it happened.

Operational Impact

The implementation of Nintex Promapp at Adelaide City Council led to significant operational improvements. The system not only helped the finance team meet its legislative requirements but also served as an integrated hub for all business processes and procedures. This increased transparency across teams, leading to the streamlining of inefficient processes and redundancies. The system also fostered creativity and innovation among staff. For instance, it allowed staff to visualize complex processes such as starting a new business in Adelaide, which involved talking to eight different people in the council. This improved customer service and made things easier for ratepayers. The finance department also reported improved communication during internal and external audits. The rollout of Nintex Promapp was seamless, with no downtime affecting their day-to-day work. Staff found the system intuitive and easy to use, enabling people at every level of the business to create and interact with processes, even without high-level technical skills.

Quantitative Benefit

Reduced time spent on producing reports, from two days to real-time updates
Streamlined 89 separate risk management processes
Centralized documentation and real-time updates reduced time spent managing documents and information