ProcessMaker 3 Implementation for Evidence Action

We greatly appreciate the professional services provided by the dipoleDIAMOND team. The Statement of Work (SOW) was delivered on time, and the team strictly adhered to the confidentiality agreement. The developers demonstrated patience and thoroughness, ensuring that all our questions and clarifications were adequately addressed

Manager, IT | East & Southern Africa

Background

Client Overview

Evidence Action, an NGO headquartered in Kenya with branches across Africa, aimed to improve operational efficiency by upgrading their workflow system from ProcessMaker 2 to ProcessMaker 3. The organization recognized the need for a more advanced solution to automate key workflows, enhance reporting capabilities, and support their expanding operations.

Project Overview

To achieve these goals, Evidence Action partnered with dipoleDIAMOND to upgrade and transition their workflows to ProcessMaker 3. The project involved migrating four main processes:

  • Payment Request
  • Purchase Order
  • Imprest Request and Return
  • Expense Claim

and adding five new administrative processes:

  • Vendor Management
  • Account Management
  • Sublocation Management
  • Funder Management
  • Activity Management

In addition to transitioning workflows, the project focused on integrating all workflow data into a reporting platform for comprehensive analysis and decision-making.

Key problems
  • Inefficiency in Current Processes: Evidence Action’s existing processes in ProcessMaker 2 were no longer adequate to meet their growing operational needs, leading to inefficiencies in workflow management.

  • Lack of Advanced Reporting Capabilities: The organization needed improved reporting capabilities to better analyze their workflow data and support decision-making.

  • User Adoption and Transition Challenges: Transitioning users from ProcessMaker 2 to ProcessMaker 3 posed a challenge, particularly for employees accustomed to the old platform.

  • Complex Power BI Integration: Integrating multiple workflows into Power BI for real-time analytics required careful planning and presented challenges in ensuring data accuracy and usability for non-technical users.

These issues were addressed through workflow automation, enhanced reporting integration, user training, and custom dashboard development.

industry
Non-Profit
SERVICES
Implementation
Technologies
Business Process Automation, Data Analytics
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    Our Approach

    Discovery and Planning Phase

    We conducted an in-depth analysis of their existing workflows in ProcessMaker 2 to identify pain points and understand key requirements from their team. Working closely with stakeholders, we documented these insights in a comprehensive Statement of Work (SOW), detailing the project scope, technical specifications, and steps for a smooth transition to ProcessMaker 3. We also identified areas to enhance functionality and efficiency, ensuring the new system would not only meet but exceed Evidence Action’s needs.

    Design, Development, and Testing Phase

    Our team redesigned each workflow to leverage ProcessMaker 3’s advanced features, including scripting, task management, and a user-friendly interface. We developed custom workflows and forms to streamline and automate processes, and we held regular review sessions with Evidence Action to incorporate feedback at every stage. For quality assurance, we ran rigorous testing—QA, Scripted Testing, and User Acceptance Testing (UAT)—to ensure the solution was flawless. To support their team, we created thorough documentation covering solution design, admin management guidelines, and deployment steps.

    Integration with Power BI for Real-Time Analytics

    This was the final step to enable comprehensive insights into workflow performance. We worked closely with Evidence Action to set up secure data connectors, integrating workflow data into Power BI dashboards for real-time analysis. We designed ten custom dashboards based on their requirements, offering valuable insights into metrics like turnaround times and financial approvals, empowering them to make data-driven decisions. After deployment, we provided a Hyper Care phase to monitor the system, address any issues, and support user transition, ensuring a stable, seamless, and successful launch of the new ProcessMaker 3 platform.

    Value Delivered

    • Improved Efficiency: The automation of core/main and admin processes has led to faster service delivery and improved customer satisfaction.
    • Data-Driven Decision-Making: The integration with Power BI enabled real-time access to critical operational data, empowering management with insights to make informed decisions.
    • Increased Transparency: The automated workflows provided a clear audit trail for all processes, enhancing transparency and accountability across the organization.
    • Increased User Satisfaction: The improved user interface and streamlined processes in ProcessMaker 3 have led to higher user satisfaction and better engagement across the organization.

    The successful implementation of ProcessMaker 3 transformed Evidence Action’s operations, boosting efficiency, compliance, and decision-making. The integration with Power BI enabled strategic use of data analytics, positioning the organization for continued growth and success.

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    Processes

    10

    Business Reports 

    5

    Trainining Videos

    5

    Decrease in bounce rate

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