The increasing complexity of modern business operations necessitates robust, flexible, and efficient process management tools. One such innovation, Data-Driven Approval Routing and Workflow, is revolutionizing how organizations handle approvals and ensure compliance. This advanced solution can seamlessly integrate with enterprise systems like QAD ERP, streamlining operations and reducing manual overhead. According to industry experts such as Gartner, Accenture, and Forrester, leveraging such technologies is no longer optional for businesses aiming to stay competitive—it’s imperative.
Accelerating Approvals Through Data-Driven Workflows
Data-Driven Approval Routing and Workflow technology automates the process of routing approvals by analyzing and leveraging data elements that are part of the Workflow Request. For example, the solution uses data attributes from PO Requisitions, Sales Order Requests, etc. to create a list of approvers for actions like generating purchase orders, sales orders, and material transfers. These automated workflows significantly reduce labor costs, and the time required for approvals to reduce process cycle times and ensure data accuracy by eliminating human errors.
Industry analyst Forrester emphasizes the importance of automating workflows, stating in a 2023 report that companies implementing automated approval processes see a 20-30% reduction in operational inefficiencies. Gartner’s 2024 whitepaper on “Hyperautomation Trends” highlights data-driven workflows as a cornerstone of modern enterprise technology strategies, predicting that organizations failing to adopt such solutions will lag behind their competitors by 2025.
How does it Work?
It all starts with the Workflow Process Form. Examples of Workflow Process Forms would include PO Requestions, Customer Credit Authorizations, Supplier Onboarding Maintenance, Material Transfers, etc.
A user or program trigger starts the Workflow Process by completing the Form and submitting it for Approval. The Form is then routed throughout the organization based on routing rules and the data that has been stored on the Form.
Stakeholders that are part of the Workflow Process may have the ability to provide input onto the Form based on their security privileges. This functionality ensures that approvals are handled by the right people at the right time, regardless of organizational complexity.
Once the final Stakeholder approves the Workflow Form an Action is performed by iApprove™ (ie; create/update PO, create credit memo, create Journal Entry, etc.). All transactions are audited by iApprove™ providing the Auditors with the reports needed.
The 2024 Accenture Technology Vision report underscores the importance of configurable and adaptable workflows, stating that 87% of organizations see improved operational outcomes when workflows are tailored to their unique business requirements.
The Technology Behind Data-Driven Workflow
The “magic” of Data-Driven Approval Routing and Workflow lies in its layered, hierarchical approach. Each layer in the workflow can include specific people, groups, or conditions that dynamically adjust based on the process data. For instance:
- Data Integration: The solution pulls and pushes data from enterprise systems, ensuring real-time accuracy.
- Conditional Logic: Rules based on data attributes determine whether certain people or groups are included in the approval hierarchy.
- Task Automation: Actions such as ERP data updates, email or SMS notifications, and ERP transaction creation occur automatically upon final approval or rejection.
Such dynamic layering ensures that workflows are not only efficient but also scalable and adaptable to evolving business needs.
According to Gartner’s 2023 “Workflow Automation Insights” report, enterprises using dynamic, data-driven workflows experience a 40% faster approval cycle compared to those relying on static workflows.
Integration and Scalability
One of the key advantages of Data-Driven Approval Routing and Workflow is its seamless integration with enterprise resource planning systems, including all versions of QAD ERP. Whether deployed on-premise or in the cloud, this solution ensures consistent performance across multiple platforms and business environments.
The ability to integrate real-time with systems like QAD ERP means that businesses can programmatically update databases, create transactions, and maintain compliance without manual intervention. ISS Group, for example, has been a leader in providing out-of-the-box solutions integrated with QAD since the early 1990s, enabling businesses to streamline operations from procurement to payment.
Benefits of Data-Driven Approval Routing and Workflow
Organizations adopting this technology experience a wide range of benefits, including:
- Efficiency Gains: By automating manual approval processes, companies reduce processing cycle time and labor costs.
- Reduced Backlogs: Many Processes such as Supplier Onboarding can be time consuming and require multiple Stakeholders for the entire Process causing a Process Backlog. Streamlining these Processes via Workflow Automation has proven to reduce and sometimes eliminate these backlogs.
- Improved Compliance: Automated workflows create audit trails for all approvals, ensuring adherence to regulatory requirements.
- Enhanced Accuracy: Data-driven decision-making reduces the likelihood of errors associated with manual approvals.
- Increased Scalability: The layered approach allows businesses to expand workflows as they grow.
- User Convenience: Mobile and cloud capabilities enable approvals to be completed from anywhere, further enhancing productivity.
According to Forrester’s 2022 “State of Workflow Automation” survey, businesses with automated approval processes report a 92% improvement in compliance accuracy and an 88% reduction in time-to-completion for critical tasks.
Real-World Applications
Take the example of a procurement process:
- Requisition Creation: A user submits a purchase requisition through a web-based form. This form is configured to capture all necessary data attributes, such as item descriptions, quantities, budget codes, and vendor information. The intuitive interface ensures that users can submit requests quickly and accurately, minimizing delays at the initial stage.
- Approval Routing: Once the requisition is submitted, the system evaluates critical data attributes such as budget limits, department codes, and vendor ratings. It dynamically applies predefined rules to identify the appropriate approvers. For instance, if the requisition exceeds a certain budget threshold, additional approvals from senior management may be automatically required. The system also accounts for conditional logic, such as routing urgent requests through an expedited approval path to ensure timely action. Notifications are sent to approvers via email or mobile alerts, enabling immediate attention.
- Action Execution: Upon final approval, the system programmatically creates a purchase order in QAD ERP. This automated action eliminates the need for manual data entry, reducing errors and ensuring consistency with organizational standards. Simultaneously, stakeholders receive notifications confirming the approval and PO creation. Additional tasks, such as generating email notifications to vendors or updating inventory projections, can be triggered based on workflow configurations. This seamless integration streamlines the procurement lifecycle and fosters collaboration across departments.
Beyond procurement, similar workflows can be applied to various business processes, including expense approvals, customer claims, and project budgeting. The scalability and adaptability of Data-Driven Approval Routing and Workflow make it an indispensable tool for enterprises seeking to enhance operational efficiency.
Conclusion: A Business Imperative
In a rapidly evolving business landscape, adopting Data-Driven Approval Routing and Workflow is critical for organizations aiming to improve operational efficiency, maintain compliance, and stay competitive. As noted by industry leaders like Gartner, Accenture, and Forrester, these solutions are not just “nice to have” but essential for achieving long-term success.
The time to act is now. With its ability to integrate seamlessly with enterprise systems like QAD ERP and deliver measurable benefits, Data-Driven Approval Routing and Workflow is a transformative solution that organizations cannot afford to overlook. By leveraging this technology, businesses can accelerate approvals, optimize workflows, and unlock new levels of efficiency and accuracy.
If you are interested in learning more about how approval-based procure-to-pay solutions and third-party risk management frameworks can benefit your organization, please contact us at or . We are here to help you safeguard your business and optimize your procurement processes.
