As part of the internal business module, it was decided to introduce an electronic module in the Customer’s SharePoint portal to coordinate requests to access information systems and corporate services of the Company for new employees.

The rights to enterprise services can be granted or extended when hiring a new employee or for existing employees. In particular, an employee might get a mobile phone, a PC, and the access to a variety of enterprise information systems might be provided.

Specific experts, such as heads, financial departments and the IT team, consider each request.

The purpose of the service is automation of the process to coordinate requests grouped into general queries for each user.

The following requirements are peculiar for the project:

• Grouping multiple requests within a single application for approval. It is possible to create several types of generalized requests per employee divided into relevant units.
• Capability to approve each request separately.
• Capability to approve or reject the request unit directly from the request form.
• Automatic task completion if in a request form a user approves or rejects the entire units relating to this application.
• Setting the visibility of the units and/or their parts for a user depending on his/her role and the current approval stage. Only a certain set of actions of the current approval stage is available to a user making a request.
• Extension of the standard delegation of the NINTEX functionality is available. It allows determining whether the rights have been delegated to the current user or he/she initially had them.

The following project activities have been performed:

• Architecture and system functional and graphic design have been developed. As a result, functional UML diagrams and sketch forms of the user interface have been created.
• The Nintex Platform has been installed and configured.
• A ready-to-install wsp-package with lists containing directories and safety groups has been developed.
• The request form divided into units has been created using the Nintex Forms. Each unit has its approval status and buttons for approval/rejection.
• The logic displaying units and controls for a user has been configured using the rules and js-scripts.
• The branched workflow that separately approves each unit has been developed using the Nintex Workflow. In this case, if multiple tasks should be assigned to the same user/group, they are combined into one task.
• As part of the approval process, task forms have been designed in case manual task closing is required. At that, it is verified in each task form whether the request actions specified in the task have been performed.
• Email notification templates have been provided for the approval process.
• Automatic task closing in approval/rejection of units in the request form has been implemented.
• A web service operating with Nintex API to determine whether tasks have been delegated to the particular user has been developed.
• User’s and administrator’s guidance have been developed.
• The Customer’s key personnel have been trained.
• The system has been completely tested and its pilot and commercial operation has been launched.

The system was implemented in the Customer’s enterprise portal in spring 2016.

The process of creating and approving requests to provide equipment or an access to the information systems was reduced as much as possible because every employee involved in the process got a task with its timely notification. Besides, he/she performs minimum actions to approve the request.

Each user according to his/her role has a predetermined access to the functionality to coordinate the request and information.