Internal Process Automation

Context

The organization needed a single system for managing projects and internal workflows. Leadership had formal regulations and business goals in place, but there was no ready technical specification and no pre-selected software product.

Before anything could be built, we had to understand how the processes actually worked inside the organization: which employees take part in them, and how day-to-day work relates to the formal regulations.

What we owned

NekaSoft was responsible for the full cycle, not only the development.

Solution

We built a single internal system where employees run projects and the workflows connected to them.

• Role-based access
• Forms and structured workflows
• Automatic notifications
• Shared directories
• Collaboration features
• Excel and Word document generation

The system was designed around the organization's real processes and internal regulations, not around the constraints of an off-the-shelf project management product.

Screenshots

Result

The system became part of the organization's daily work and is used by around 50 employees in different roles.

• Responsibility for each stage of a process is explicit and recorded in the system
• The risk of lost tasks and gaps between stages went down substantially
• Automatic notifications became part of everyday workflows
• Employees got a single place to run projects and processes
• Leadership got a clearer picture of ongoing work

Delivery

From the first interviews and process analysis to the production launch, the project took about six months.

After the launch, NekaSoft continued to support and develop the system.

Technology

Figma was used for prototyping during the design stage.