Business Need

A Global Corporation headquartered in Houston with offices in Europe needed a better system to manage their Authorization For Expenditure (AFE) approval process. 

The existing paper-based system required documents to be scanned, emailed, faxed, and or printed and signed numerous times. With their previous ad hoc system, stakeholders in the approval process were unable to efficiently determine the status of requests, redundant work was being generated, request legibility was frequently degraded and costly project delays were created while approvals were secured.

Solution

X-ISS conducted a series of interviews with stakeholders throughout the organization to gain an in-depth understanding and identify opportunities for improvement in the process. A system was then developed using SharePoint that provided a portal allowing for AFE requests to be submitted electronically and routed to the proper manager or series of officers for approval based on their authorization limits.

The system allows all authorized stakeholders to track and monitor the status of requests. Requestors are promptly notified when further information is required. Automated email alerts and reminders ensure requests are no longer forgotten, overlooked or buried at the bottom of inboxes. Critical information and comments made throughout the process are now captured in one centralized location.

Benefits

The streamlined, more effective and easier to use AFE request process led to increased productivity and better financial management.

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