The significance of low-code automation cannot be ignored. Recent studies from analysts like Gartner and Forrester suggest leveraging this technology is essential for thriving in the market. Low-code technology empowers professionals to become the driving force behind process automation, ensuring swift, simple and cost-effective process transformation without the need to write code. Low-code is often considered a process management and automation democratizer – making it more accessible and adaptable than previously possible.
Speaking at All Access: Future of BPM, part of PEX Network’s free webinar series, Tino Garbe, internal auditor, team process and information at Erfurt University of Applied Sciences, discussed how the university has used low-code technology to automate 20 processes within six months.
READ: Future of BPM: Adaptive processes, automation & learning from failure
Non-technical teams drive process automation
“When we started to think about process automation, we had a number of different challenges to deal with,” Garbe said. These included accuracy of information, unclear responsibilities, obtaining signatures, diverse input channels and physical folder filing. This required a new and fresh approach, he added.
With BIC Process Execution – a low-code solution from GBTEC – the university’s non-technical teams now act as the driving force of process automation, Garbe said. “We have empowered and trained [our secretaries] to do process modelling. Technical takes on more of a supportive role for more complex matters like system integration.” This has been integral to the university’s approach, as the German public sector suffers from a significant IT technical skills shortage.
Most of the team now leading process automation at the university are from non-technical backgrounds, mainly administration, Garbe added.
READ: Future of BPM: Low-code/no-code technology
Automating processes and workflows
“We based our [automation] focus on requests,” Garbe said. “There are a number of different types of requests in our university.” For example, the university has automated the processes and workflows around staff training and ID card requests as well as for access to certain systems. “We digitized paper-based requests and used BIC Process Execution to automate workflows.” There are also a number of processes and workflows the university is currently testing, which include requests for business travel, access to network drives and reporting data protection incidents, which are to be rolled out in the next few months.
Such processes were previously managed manually via multiple channels such as PDF, Excel and email, which was problematic for the university, Garbe said. “With BIC Process Execution we now have one channel and central point.”
READ: 7 low-code trends to watch in 2024
Process governance and employee engagement
Process governance plays a key role in process automation, and ensuring that new workflows are quality checked before being made available is important. “We have a small team of five employees that check the quality of each process [request]. First they map the process, check the quality and then go to BIC Process Execution to do the automation.” Garbe said.
The university’s transformation of process models into digitally executable workflows has significantly increased employee engagement, Garbe added. “We released our first workflow in May 2023 and the user logins significantly increased since then. That’s a good sign – that we are doing the right things because the users log into the system and give us the feedback that the workflows are working correctly.”
Positive user feedback includes:
- “Processes can be completed from anywhere in a timely and, above all, fast manner, with no loss or misplacement of paper; everything is preserved for tracking,” stated a professor.
- “I receive fully filled-out forms and can conclude the process without further enquiries,” said an administrative staff member.
- “All relevant details are clearly accessible in one place, with automatic reminders that the process still needs to be completed,” stated a professor.
“We are on a good path to bring process management and automation to the next level,” concluded Garbe.
BPM analyst reaction
Reflecting on the discussion, BPM and process automation analyst Arun U wrote, “a very insightful presentation” about how “low-code/no-code solutions will take over” by 2025.
“I am very excited to see how GBTEC Group as a company is evolving and how the team is setting a new benchmark for companies to follow. Tino Garbe explained how to overcome common challenges like accuracy of information, mail delivery times and transparency,” Arun U added.
REGISTER: All Access: Low Code 2024, taking place 16-17 April 2024.