The Request Portal is a tool that easily adapts all the existing request processes at the company. This multifunctional application is dedicated to prepare and handle tasks regarding the outside companies’, suppliers’, contractors’, residents’ or guests’ stay at the company. It allows the cooperating business partners to gather and send all the required documentation such as certificates, tests, acceptances, attestations etc. even before visiting the organization. The product provides a wide range of various functionalities e.g. handling the process of permanent pass requests or these connected to the need of realizing the signed contract. It also archives the documents and supports the personal data protection of contractors and guests according to the current regulations. The application is equipped with an intuitive and responsive UI.
“We developed the request portal in order for it to arrange all the processes regarding the access of the outside subjects to the company. “
IT Product Manager
“Our goal as the portal authors is to maximally improve the efficiency and easiness of the request flow in the organization by digitizing the process.”
UX / UI Designer
Business benefits of the Request Portal
60% savings of time spent on making a decision on accepting a task realization at the organization by outside companies, guests, suppliers in comparison to the analogical action conducted using paper documents flow.
Handling of the whole spectrum of tasks and orders realized at the facility regarding entering/leaving its area and covering e.g. projects realization contracts, cargo deliveries, service visits and guests.
80% reduction of number of mistakes made during data registration and handling caused by e.g. unreadable source documents, human error, error duplication, the rush or lack of precision.
Effective interaction between all the process participants, allowing the visit course to be optimally handled end-to-end (the person commissioning the visit, decision maker, the person approving the visit, the invited parties/employees, reception service)
Fast reaction to any irregularities regarding a visit’s course or a task realization by outside companies and contractors at the company, based on a continuous control of the flow of documents and information.
Supporting the GDPR processes regarding processing, minimization and protection of personal data. Providing safety of the collected data by keeping access to certain data ranges just for the entitled.
The digitization of documents form many sources in one place. Diplomas, certificates, contracts, work permits, attestations available from the application on every process stage just for the entitled.
Easy access to data, historic registries, allowing fast people and events identification and the accountability of the process (who and when: entries the data, gives the permission or restricted them, gives the permission, accepts).
USE CASE 1
A company conducting service work at a large food industry company’s facility received an order to do a technical review of the refrigeration equipment at one of the production lines. Mr. Jones from the service company received an email with the order and a list of attachments to be printed, filled and signed by the service workers.
He lost a couple of hours to coordinate this process and send back the required documentation and he still couldn’t be sure if his workers would be let into the facility during the visit.
Could Mr. Jones do all this digitally while being at his office or working remotely from any other place? Could he be sure that the visit requests were accepted and all the necessary permits were issued?
USE CASE 2
Internal audit of the company showed that in the process of handling the guests’ visits there were several occurrences of sending personal data via email including the social security numbers.
The audit’s interpretation was unambiguous – there is a significant risk of data leaks resulting from the personal data distribution via email including the social security numbers.
Upon the auditors’ request, the message senders were asked for a detailed presentation of the personal data registration and processing stages in the process of handling the traffic of people at the facility.
Can we be sure that the personal data in the system of traffic handling at the facility are processed in one place securely and legitimately?
Elastic product, elastic implementation
The request portal allows defining any requests regarding outside companies’ stay at the organization. Their types and contents are designed in the stage of pre implementation analysis and fit strictly to the specifics of the company’s functioning. Next, the requests are implemented in the application. Every one of them is forwarded to the Administrator who, using the requests configurator, precisely defines them designating users to take part in particular decision stages and granting them adequate permissions. The Administrator also has the ability to define how many decision stages a request should contain, how much time they should take and what additional functions it should have.
By efficient automation, the system maximally simplifies the arduous process of verifying people before accessing the company, resulting in decreasing the risk of errors and taking shortcuts. In the opinion of users, the Request Portal significantly saves their time and eliminates the frustration caused by setting up the access formalities. From the company security point of view, and also from the formal requirements perspective, the system minimizes the risk of impermissible access. However from the GDPR point of view it guarantees a correct security and personal data flow. It systematizes passing of the information to outside contractors and minimizes the risk of wasting time waiting for the access.
“Our Request Portal guarantees the optimization of the contractors, transport companies and cargo deliveries handling process. The solution implementation allows the user to feel that visit handling processes are under control, in one app.”
Key functionalities of the Request Portal
Request automation which means sharing a form with an indicated email address to be filled by outside parties: suppliers, contractors, guests, who are not using the app but plan on visiting the company.
A wide range of application types. Possibility to submit an application of certain type, according to the task being realized. The application can realize predefined stages of actions based on that.
A request configurator that allows defining the decision stages precisely, setting the decision makers and the time to make it. It also allows setting the range of permissions to use additional features like request contents editing to correct a mistake.
Working in a kiosk mode allowing the app to be used to the full extent on a shared device installed anywhere at the company – usually in the area of the reception or the lodge.
Email notification system based on several dozen message templates e.g. a notification about changing the request state, a comment being added, information change or any important information in the request process.
A comments module makes the communication between the current decision maker and the applicant easy. What’s important is that all the decision makers taking part in the request process have a continuous insight into the comments.
The application history that provides a full insight into the course of particular task stages. The possibility to overview historic records containing all the information from the moment of creating the request to the last step of a decision.
Managing the users within the administration panel, allowing them to be invited. It also provides the ability to add new authors, decision makers, to restrict access and to define new roles and permission sets in the system.
Integration with third-party systems
Keeping in mind that there is currently a large number of independent informatic systems functioning simultaneously at many organizations, the Request Portal is equipped with the tools that allow integration with any application functioning in the company. It is possible especially to integrate with physical security systems, vehicle traffic control systems, e-learning platforms, contracting systems, audit systems and logistic and warehouse systems.
In the standard data exchange interface we use message brokers such as RabbitMQ. Every integration of the Request Portal with outside systems is conducted individually (optimizing the system adaptation process).
Currently, the Request Portal is fully integrated with other Secorun Package products: