More and more organisations are seeking ways to streamline their workflows through automation. By integrating systems and creating seamless processes, it is possible to reduce the amount of manual work while simultaneously improving accuracy. A prime example of this is Umeå Municipality, which, with the help of InfoCaption and robotic process automation (RPA), has successfully developed a solution to automate access updates for its employees based on training results. This integration simplifies the work for the social services department in Umeå and can serve as inspiration for other organisations to rethink their own workflows.
Previously, Umeå Municipality relied on a manual process to manage training requirements and access rights in its operational system, Treserva. When employees completed the required training in InfoCaption, their access needed to be updated, which involved daily manual reviews of training statuses and user statistics within the platform. This process was not only time-consuming but also carried the risk of errors due to human factors, such as overlooking an update. Umeå Municipality's system administrators sought a solution to automate this routine, freeing up time for other important tasks.
With support from their IT department, Umeå Municipality developed a robotic solution, internally named “Ubbe,” to handle this process automatically. Four times a day, the robot reviews lists of completed courses in InfoCaption and checks which employees have achieved a passing result. A part of the workflow involves connecting InfoCaption to the municipality's Active Directory (AD), where the robot identifies which individuals have completed the training based on their personal identification numbers. The robot then logs into Treserva and updates access rights for these employees, ensuring they automatically receive the permissions they need.
The results of this automated process have been positive across several areas. Employees now have their access rights automatically updated upon completing their training, enabling them to utilise their new skills without manual intervention. The amount of manual administration has significantly decreased, freeing up time and reducing the workload for staff who previously managed these updates. Additionally, the risk of errors has been minimised, enhancing both security and efficiency.
Click here to view Umeå's workflow description – RPA
Umeå Municipality's solution demonstrates how automation and integration can create value by simplifying administrative processes and ensuring the right people have the right permissions at the right time. Their work with RPA, in combination with InfoCaption's training module, is an inspiring example of how other organisations can leverage automation to optimise workflows and create better opportunities for their employees. For this reason, Umeå Municipality has been awarded Guide of the Month!
Umeå municipality receives the Guide of the Month award.
Every month we at InfoCaption appoint the Guide of the Month - a guide that we want to highlight a little extra because of the value it creates in the organization. As a thank you to the person(s) who created the Guide of the Month, we donate SEK 1,000 to the organization Hand in Hand Sweden, which fights poverty by creating more jobs in vulnerable countries. Hand in Hand works with the "help to self-help" model, which aligns with InfoCaption's mission "to make it easier for employees to help each other".
How to Get Started with Process Mapping in 7 Steps!
