Transforming manual, spreadsheet-based CAPEX processes into streamlined, automated workflows with integrated project management capabilities and corporate governance controls.
The Challenge
A prominent FMCG client faced significant operational inefficiencies in their capital expenditure management processes, creating bottlenecks and governance risks across the organisation.
Process Inefficiencies Pain Points
The organisation’s existing CAPEX management approach presented multiple operational challenges:
- Primarily manual, spreadsheet-based application and approval systems
- Processes prone to human error and data inconsistencies
- Limited visibility across the entire CAPEX application lifecycle
- Extremely time-consuming request and approval processes
- No standardised workflow or approval mechanisms
- Lack of integration with existing enterprise systems
Governance & Handoff Issues Requirements
Critical gaps existed in project governance and transition management:
- Limited formal handoff to project management unit post-approval
- Insufficient corporate governance controls and oversight
- No centralised repository for CAPEX data and documentation
- Lack of audit trails and accountability mechanisms
- Inadequate monitoring and reporting capabilities
- Disconnected approval and execution phases
Our solution
By leveraging best-in-class Microsoft technologies with seamless integration capabilities to deliver a unified CAPEX management platform.
Microsoft SharePoint
Central collaboration platform providing document management, workflow orchestration, and team collaboration capabilities.
Microsoft Power Platform
Low-code application development platform enabling custom forms, automated workflows, and business intelligence dashboards.
Microsoft Project Online
Enterprise project management solution facilitating seamless handoff from CAPEX approval to project execution and control.
Nintex Cloud
Advanced workflow automation platform enabling sophisticated approval processes and business rule automation.
Solution Approach
Our hybrid methodology ensured comprehensive stakeholder engagement while delivering optimal technology integration and change management outcomes.
Detailed Requirements Analysis
Comprehensive assessment of current processes, stakeholder needs, and technology requirements with continuous community involvement throughout the analysis phase.
Technology Evaluation & Selection
Strategic evaluation of technologies based on alignment, strengths, and integration capabilities, ensuring best-in-class features work seamlessly together.
Historical Data Migration
Manual loading of 3 years of historical CAPEX data into both test and production environments to enable trend analysis and comprehensive reporting.
Integration & Change Management
Seamless integration with existing ERP systems and comprehensive change management interventions to ensure successful user adoption and transformation.
Results & Benefits Delivered
The implementation delivered comprehensive transformation across the entire CAPEX lifecycle, from initial request through to project execution and control.
Enhanced Project Visibility
Complete end-to-end project management visibility with integrated tracking from CAPEX approval through project execution and completion.
Governance & Control
Comprehensive control and governance frameworks covering both project approval processes and project execution phases with full audit capabilities.
Central Repository
Unified central repository managing consolidated CAPEX ideas, budget approvals, CAPEX approvals, and projects for execution with complete traceability.
Team Collaboration
Enhanced team collaboration capabilities significantly speeding up project delivery through improved communication and workflow management.
Process Standardisation
Complete standardization of CAPEX processes across the organisation ensuring consistency, compliance, and operational efficiency.
Automated Workflows
Authorisation requirements automatically sent based on Delegation of Authority (DOA) rules with workflows highlighting approval delays and bottlenecks.
Real-Time Dashboard
Comprehensive dashboard providing end-to-end CAPEX status visibility with real-time reporting and analytics capabilities for executive decision-making.
Seamless Handoff
Automated transition from approved CAPEX requests to the project management unit for detailed planning, execution, and control with full data integrity.