Using No-Code to Modernize the IT Purchase Approval Process: Case Study

Overview

A City government agency moved from Lotus Notes to a Microsoft platform in recent years, but still had 4 key applications they were having trouble finding a replacement solution for.  They were eager to find options that would provide easier user access, improved functionality and would allow them to decommission their Lotus Domino platform and eliminate annual support costs.

The Problem

The client had limited Notes/Domino resources on its staff, and was concerned about its ability to maintain proper SLA on its 4 Notes legacy apps. It also did not have the budget to build new replacement applications from scratch.  They were looking for a vendor who would help them transition to a cloud based system at a reasonable cost and an accelerated time frame.

They attended a GW Apps webinar that promoted solutions to rapidly migrate workflow centric legacy apps leveraging a No-Code platform. They were also pleased that GW Apps had deep Lotus Domino experience and was in a position to properly analyze their existing solutions and rapidly build replacements and migrate their data.

The Solution

The first application GW Apps helped them build supported a complex IT purchase approval process. This was their first priority as it is a heavily used application. Due to the wide range of purchasing types the IT department is asked to make, the business process can be as simple as a single stage approval or complex with multiple stages of up to four specialist reviews and two formal committees. On top of that, the first committee can be replaced by a custom on-line process for emergency situations, and the IT director can force an immediate full approval in many situations.

We reviewed their existing application and found over 3,000 lines of active JavaScript and LotusScript code, 30 forms, 60 views, and over 100 agents, among other design elements. After analyzing the existing design and having discussions with key users, we helped them build a slightly simplified workflow process using the GW Apps No-Code platform.

One of the main benefits of a No-Code platform is the speed with which new ideas can be prototyped, tested and evaluated. Using this platform advantage makes it very simple and efficient to follow a rapid prototyping development approach. When new ideas came up in a meeting, it was often possible to create a prototype during the same meeting to validate the idea and get approval for a new form or process approach. As a result, the City built a simpler and more agile workflow that still meets their process, audit, and reporting requirements.

While the original application was web-browser based, the new platform allows their users to access it via tablets and smartphones while maintaining full functionality. This offers directors and managers flexibility and the ability to review and approve no matter where they are. The new GW Apps version also has a much more attractive and modern UI design.

As they migrate the remaining Notes applications to GW Apps, they will net significant financial advantages, with lower operating and license costs and reduced support demands. They will also be able to make design updates and improvements themselves, further reducing cost. They attended a GW Apps webinar for help after attending a webinar on Legacy App Migration.ts, but also increasing flexibility and business responsiveness.

Do you have legacy apps that you want to migrate to a well supported cloud platform? Get in touch with us today. We’ll review your applications and let you know how we can help you modernize your remaining legacy apps. Learn more about Legacy App Migration and contact us at support@gwapps.com to get started.

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