How to manage your Procurement Process efficiently to reduce costs and risks

Digital process management

Digital technologies such as procurement software are becoming more widely used to carry out procurement processes. However, some are still stuck using outdated methods for procurement management.

Is your procurement process slowing things down?

Are you using traditional ways to manage your procurement process?

If your answer is yes then, it is time to boost your buying steps.

The digital revolution has started to disrupt the process of procurement in the last couple of years like many other business processes. For example, 85% of executives believe that digital transformation will alter the very fabric of their purchase process. However, only 32% have a digital strategy in place.

In the past, the procurement process only took care of the nuts and bolts of resourcing. But, technologies and automation have made it a profitable strategy that empowers C-suit decision-makers. 

Managing procurement effectively can create market visibility, minimize supply chain risks, and deliver cost savings.


What Does Procurement Process Mean?

purchasing agreement

In the simplest terms, it’s the buying of goods and services. However, it includes all processes from purchase planning to value analysis.

The procurement management must achieve a profit on resale. And to do so, it must source finance cheaply and negotiate intelligently.

The old incarnation of procurement management could succeed simply by operating more cheaply than the average business. On the other hand, today’s standards are higher.

Although world-class procurement departments operate 20% more economically and employ 27% fewer employees, that’s no longer enough.

What does procurement mean in the modern era? Sometimes, intelligent spend management. Other times, often supplier sourcing, but always digital strategy.

What are the steps in Procurement Process Flow?

Process of procurement flow can be broken down into: procurement process, systems, people, and paperwork.

Overall, the procurement process entails broader tasks such as ordering, payment fulfillment, and receiving.

Procurement Process flow includes eight purchasing steps:

      1. Requesting for a service or product

      2. Analysis to evaluate request

      3. Forward a request for proposal to suppliers

      4. Supplier Selection

      5. Procurement Manager evaluation and approval

      6. Approving the request with a purchase order

      7. Sending the purchase order to the supplier

      8. Receiving the product and confirming the delivery of services or goods (Three-way matching)

      9. Approve the invoice and forward it to payment processing

      10. Recording the transaction for the company’s records

Example Procurement Process Flow
Example Procurement Process Flow

Why Automate Your Procurement Process?

Excel spreadsheets and emails belong in the old age with paper documents. Meanwhile, procurement software can convert manual tasks into automated processes. Simply by providing automated workflows that don’t require human intervention. As a result, repetitive events can automatically up-scale.

The procurement cycle can, and should, be digitalised. Not only to help you refine your strategy. But, to automate it and generate a set of analytics to assess its efficiency.

Procurement software can include all the steps you’ve always used in your purchasing process. There is no difference in procurement meaning whether you’re using digital or manual processes. Certainly, there are distinctions though, efficiency and transparency changes. In other words, automating repeatable tasks cuts the risk of human error.

It can also reduce steps in the procurement process and speeds up interactions. But, you remain the brain behind your strategy. You make the rules, editing your workflow according to your decisions.

Gain visibility and increase transparency

Another important reason why to automate your procurement is to gain visibility of your procurement process.

It can help to track the way your buying department manages their part of the process.

As a result of digital procurement in business, the procurement meaning has evolved intelligent spend management.

Intelligent spend management is transparent more than ever before. Most certainly, thanks to digital workflows.

Communication is key

Collaboration with suppliers is very important. For instance, certain steps that should be involved can be made accessible to suppliers when automated.

Enhancing communication is key. This way, everyone from the procurement team to suppliers can give you input on a single platform. In short, the automation of these processes promotes more effective standards of communication. 

Using a digital procurement management system contributes to your paperless office, keeping your documents in one place. Procurement documents define contractual relationships, and automation helps to prevent important losses, keeping all your contracts in the digital sphere.

Procurement Software and Tail Spend

Small purchases tend get neglected, thanks to resource-heavy, manual work.  So, to fix the problem, the procurement process should engage with suppliers. They can do this by amplifying transparency and optimizing inventory.

Monitoring key performance indicators, risks can be identified and procurement management strategies can be refined.

The procurement management system should monitor:

      1. Compliance rates that increase spend and lead to invoice disputes.

      2. Supplier defect rates, which cause unreliability.

      3. Supplier lead time, which improves delivery time

      4. Purchase order cycle time

      5. Purchase to pay time

      6. Cost per invoice and purchase order, which tends to suffer when there are invoice disputes

      7. Spend under procurement management

      8. Procurement procedure return on investment

What to look for when comparing Procurement Software 

Automating the process of procurement can be efficiently achieved. Digital process automation is the obvious driver of improved metrics, but the analytics themselves are still a crucial ingredient.

They can be used to forecast future crises and optimize vendor evaluation. In addition, they can improve invoicing procedures and predict demand.

Process automation software gives flexibility in terms of tailoring a process according to your organisations unique needs.

When comparing procurement software options, you should look out for several features when carrying out comparison analysis. 

Procurement software benefits
Procurement software benefits

Here is a list of what to look for:

      1. User-friendly customisation and scalability

      2. Accessible data and analytics

      3. Easy reporting

      4. Available in multi-devices

      5. Automated reminders and notifications

      6. Easy, multi-layered approvals

      7. Budget control

      8. Providing suppliers instant access for their input

      9. Data integration with existing systems

The modern process of procurement no longer fears risks – it predicts them.

Procurement is constantly evolving, and metrics help it to advance. Software de-clutters your process steps and improves transparency. From this, you gain control over the entire procurement lifecycle.

As a result of using digital procurement systems like Kianda, the procurement business definition has transformed.

Procurement in business has become more complex, but that’s a boon rather than a bane. Procurement procedure has never been this scalable or innovative, thanks to technology, and it’s put CTOs on the map.


Kianda Procurement Dashboard
Kianda Procurement Dashboard

 

Are you looking to boost your procurement process?

Discover how you can reduce risks and bring efficiency to your purchasing. Kianda Procurement Process App is designed with our experience and best practices in mind.

Good news is that you can tailor all the pieces of the app to fit what your organisation needs. Meanwhile, remember you do not need to hire developers to manage the app. Anyone with or without programming skills can create business process apps with Kianda.

Request your live demo

About Author:
Osvaldo Sousa – Digital process automation expert with almost two decades of experience in information technologies. He is the CEO/Co-founder of Kianda Technologies.
 
 
 
Other articles you might be interested:
 

Purchase Order Process

Make your holiday request form an easy to manage digital process

holiday-request-form

Managing your leave or holiday request form processes with manual tools or legacy systems can be quite the headache. Particularly for those in the HR department, as well as the employee who submits the request. Moreover, many potential issues can arise in your leave management processes when using inefficient methods. 

The issues that arise simply lie within the quality of the leave management systems and manual methods used. Hence, why it is critical for businesses to implement and use a sufficient digital system.

As technology continues to evolve, many organisations become less reliable on defective leave management systems. But rather, switch to more advanced workflow automation systems like Kianda platform.


Challenges of manually handling your employee holiday request form

Using paper-forms, emails and spreadsheets to carry out a holiday request form is inefficient and unreliable. Because there is no way to centralize the data, there is no way to see who approved what and when. And, that is just one example.

Let’s have a look at some very common problems with an inefficient leave request process.

Leave request gets lost in thread of emails

email-for-holiday-request-formThese issues happens way too often. An employee sends their manager an email requesting annual leave but receives no response. Managers are busy, some more than others. But, holiday request forms still need to be completed and on time.

However, when a manager has hundreds of emails to get through, it is very easy to miss some, even the important ones. As a result of leave requests becoming lost or convoluted in email threads, they can easily go unanswered.

Or worse, they could go down the road of being approved and forgotten about. This brings us on to our next big issue with a manual holiday request form.

Rushing decision making when approving leave requests

The whole point of having a structure on leave management is to be prepared and organized. To grant employee annual leave, managers must consider many factors in their decision making. For example, if an employee is out of work for a day or more, employers need to ensure that there are enough staff to cover. So, in this case, information such as dates, person/employee role, number of annual leave days requested and even priorities need to be acknowledged. 

It is difficult to pay full attention to these factors when all of this information is in multiple locations. But, because of this, it is easy to rush the decision and tick approvals off your list. Consequently, you end up short staffed. 

For instance, David the marketing manager actually needs to work 2/5 of his requested dates for the launch of a campaign. But, the manager who rushed his request into approval status is unaware. As a result, David ends up being absent from the launch of an important campaign.

Sound all too familiar? 

Business man wearing blindfold trying to hit targetsLack of transparency and visibility in leave management system

Tracking, monitoring and recording annual leave is necessary to ensure the right decision is made on whether to approve or reject employee leave. When your holiday request form process is deployed using multiple tools, it is impossible to have a clear overview of leave requests and approvals.

Decentralized systems can cause chaos when it comes to managing a holiday request form. The knock-on effect from invisibility more or less provides a blind insight into the entire process.

In short, the lack of transparency makes it difficult to make decisions. As well as that, it is time-consuming and confusing trying to multi-task between emails, paper-forms and spreadsheets. By the time you have analysed your spreadsheet of who is on leave the same day Mark requested off, you forget where you put the paper holiday request form.


Leave Request Processes made easy

A digital leave / holiday request form is one of many processes that can be easily carried out using of workflow software. With the use of technology, managing tasks digitally has increased significantly. However, some organisations are still caught up with using outdated methods and legacy systems.

Many HR departments still face challenges even with simple tasks like holiday requests. Employee expectation of digitally managing tasks continues to rise due to increasing use of digital tools that promote mobility. 

Therefore, HR departments need to learn to adapt to new trends that require them to meet employee expectations. Also, they need to consider productivity increases from using more efficient ways of carrying out business tasks.

HR Managers improve processes by introducing digital technologies together with new strategies. By simply automating processes like leave / holiday request management, organisations can bring significant time savings.

In addition, by saving time you are also saving costs. For instance, managers take up a chunk of time just to carry out holiday request processes. And by way of retaining this time, it can be dedicated to other aspects of the business. As a result, operations are completed at a much faster pace, ultimately scaling productivity.

It is time to ditch outdated paper forms and untraceable emails for holiday approvals…


Want to see what Kianda can do for you?

Request a live demo


4 reasons why you should adopt digital leave and holiday request management

    1. Reduce errors, save time and increase efficiency

    2. Greater visibility of approval status

    3. Automated approvals of requests

    4. Instance notification of rejection / approval status and regular reminders

You should move to a digital solution so that you can eliminate inefficiency and error-prone outcomes you might face. For instance, using Excel sheets for this purpose. Or even papers or back and forth emails. For the reason that managers need to prepare, absences should be recorded accurately. As a result, trends can be spotted and actions can be put in place.

Annual leave, sick leave, maternity or paternity.

Whatever the case may be, leave of any form will not affect business operations when using an efficient digital system. By managing and tracking leave digitally, the process becomes easier for managers, as well as employees.

Manual management of holiday requests can take a significant amount of time to organise. Therefore, it is important to have these requests dealt with in an efficient manner. Especially when it is holiday season or when sick leave requests increase significantly due to an outbreak e.g. COVID-19.

Holiday approval form

For example, to calculate sick leave requests made by the entire company for a given year requires spending hours or even days. And that is to just go through papers, let alone the distributing the data or information to other relevant personnel.

On the other hand, if the information is in a digital system, it will only be a click away. To improve the efficiency, the first step is to move from paper to online forms.


A digital leave request form can do many things

With an intuitive digital approval workflow like Kianda platform you can manage and approve all requests in one place. As well as that, you can easily track all requests in Kianda customisable dashboard.  In other words, you can tailor your dashboard to your orgnaisation’s unique needs to have an overall view of everyone’s requests.

As a result, you will be able to take precautions to ensure you have enough staff available. For example, during the periods of high demand such as summer you may need extra workers.

Neither you nor the employee will need to worry about miscalculations.

By optimising your holiday request management, you will quickly ensure a fair and transparent management to the staff.


leave-request-form-templateHoliday request forms simplified

In a single platform, staff request annual leave by simply providing details and submitting. Then, managers approve and a record is saved in the system. This gives you full visibility and overview of all requests.

The flexibility of the form enhances collaboration and communication between relevant departments, allowing the process to flow smoothly and rapidly.

Access to the correct information is provided clearly. Therefore, you know when your staff is on leave, allowing you to prepare in advance. Employees can easily view their balance of remaining days and raise their requests. Managers get notified and they simply review and approve requests.

Managers can reject or ask for modifications from staff. As well,  scheduled reminders are set for when a manager does not approve on time. As a result, approvals are submitted in a timely manner, allowing the process the be swiftly completed. Additionally, the reminder notifications prevent requests from building up or going unanswered.

It’s as simple as that!

Remove the hassle of paper leave requests with the use of an automated workflow software. 


Let us show you with a free customised demo what Kianda can do for you.

Request a live demo


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5 Core Business Processes You Should Automate to Increase Agility

Travel Request Form

Travel Request Form

Travel request template

Do you need to a better process for travel requests and approvals?

Managing travel requests with paper forms or spreadsheets is easily a time consuming task that could be improved with process automation.

Furthermore, submitting paper requests can create lack clarity and compliance.

The case for a Digital Travel Request Form

With an online travel request form, you can manage the submission of the request, related expenses and the entire approval process.

Employees will submit their requests, managers then review requests.

Managers can make better decisions and approve or reject requests instantly.

To clarify, the process can be complete anywhere, at anytime.

This will free-up valuable time, avoid delays in the approval process and bring efficiency.

How does an online travel request form work?

Travel request formA travel request and approval process is essential for every business and especially for large organisations.

For instance, larger organisations can require a lot more travel request processes because they have a larger employee count, of course.

So, the quicker the process, the less time consumed. Therefore the higher the benefit will be. 

This Kianda travel request form app handles travel request and its entire approval process in a single location.

Travel-request

It allows selection from travel types such as flight/ferry/train and so on.

The information may differ from employees, depending on travel type.

Therefore, displays fields are dynamic, according to the user selection.

Multiple approval levels in a digital app make it easy to track

Also, to have multiple approval levels, approval processes can be extended.

This depends on conditions such as the value, type of travel mode, reason for travelling and so on.

Overall, a workflow starts with an employee requesting for travel tickets and accommodation arrangements while providing purpose of the travel and passenger details.

Next, the travel department or HR review the request and make the necessary arrangements. 

In addition, the workflow can expand to allow employee travel document validation or to adjust fields and settings based on an employee’s profile.

When an employee starts a request, their profile including their passport details can be pre-populated based on, the data stored in your IT systems.

The Kianda system issues a notification to a traveller if their passport has expired or if it is due to expire.

The system can flag to the travel team if a passport is expired. If required, it can also prevent submitting travel requests for flights.

Final cost reports by a business unit, cost center, department or individual can be achieved via reporting dashboards.

In addition, this workflow can me made visible to all employees, whether they are in your IT systems or not.

By using anonymous (public) forms, you can share online forms publicly and let your staff submit requests from anywhere.

Immediate benefits you will get with Kianda Travel Request Form App

✔ Flexible Online Forms

With our drag-and-drop form builder you can easily customise travel request form


Eliminate Paperwork

Capture requests, approve and track within the app, eliminate paperwork

✔ Easy Reporting

Track & report on key metrics, monitor progress for quality control

Don’t forget to explore Kianda template store when you sign up and check out all other templates designed to help you to get started.

 

 

 

Want to see what Kianda can do for you?

Request your live demo today!

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Make your holiday request form an easy to manage digital process

Per Diem Approval Workflow

Purchase Order Process

Pruchase Order Management

You can use a Purchase Order Process to better control purchasing of products and services from external suppliers.

Every business has a goal to cut costs and increase profitability. But, using the wrong tools and systems to carry out business process actually do the complete opposite. Put clearly, insufficient systems spike costs and shrink profits. 

Manual purchase order processes require a significant amount of time. If the necessary time is not dedicated, then you are prone to encounter risks and other issues that affect both the process and the business overall. 

Everyday organisation’s continue to switch to  more efficient methods to carry out their Purchase Order Process. Using out-dated methods like paper-documents and spreadsheets ultimately put a cap on businesses capabilities. On the other hand, using digital methods such as a purchasing software helps company’s reach their optimum potential levels.

Optimising your inefficient PO process using purchasing software will maintain greater purchase control over the entire process. Additionally, transforming your purchase order process into a digital system will consequently open several opportunities for you to introduce efficiency.

For instance, digitalising your purchasing process will help you mitigate risk. As well, it will reduce costs and enable you to improve decision making allowing you carry out the process, rapidly and efficiently.


Using spreadsheets for PO management can cause errors

When you or your team rely on manual  tasks like email and spreadsheets, it increases the risk of lack of visibility and error-prone results. As a result, compliance and efficiency will suffer.

Without a transparent overview of your purchase order process, it is difficult for managers to make clear decisions when planning purchases. As a result, it is quite easy to make mistakes and overspend.

Lack of structure in your PO process will inevitably incur additional expenses. Because of this, budget is automatically affected followed by company financial forecasts.

In order to align with strategic goals, it is essential to implement the correct system to carry out purchasing management. Gaining better control over purchase order processes will help your business avoid unexpected costs while succeeding in reaching end year goals.


Digital Purchase Order Benefits

Manual purchasing management is expensive, time-consuming and overall, difficult to efficiently maintain. Using purchase order software will not only save you time, but also help you structure the purchasing process. With the help of a process automation platform like Kianda, you can transform your cumbersome PO process into a time and cost-effective process.

Key benefits of using a digital purchase order workflow:workflow software productivity

    1. Improved compliance 
    2. Easy to track and match invoices / PO Number
    3. Clear insights to approvals and bottlenecks 
    4. Better decision making
    5. Eliminate paper
    6. Better control over spending reduces costs
    7. Improved relationship between vendor and buyer

Multi-step Approvals Based on Limits

You can include multiple layers of approvals based on a threshold so that high volume purchasing can be approved by multiple managers. Purchase order process starts with a requester providing a vendor information, prices and descriptions with a couple of clicks and submitting for approval.

Automated Reminders Keep Approvals Flowing

automated reminderIn short, PO Approvers simply receive a notification and approve or deny based on the criteria provided.

With a digital PO process like the other approval processes Kianda offers, stakeholders can receive automatic, scheduled reminders. With this useful feature, purchase order requests don’t go unnoticed, allowing you to keep on track with all purchase order requests.

Scheduled reminders notify approvers of when they need to approve or reject automatically. Above all they can do this from anywhere using an intuitive interface.

In addition, this process includes supplier’s an invoice step to allow matching PO number with invoices received. When you approve a purchase request, the supplier can be notified automatically if you choose to.

As well, you can easily keep PO PDF and any related documents centrally available from a process.

PO documents can be stored in multiple systems like SharePoint, Dropbox, file shares and more. Because files are stored centrally within the process it makes it easy to find them when needed.

Your supplier will be able to upload their invoice and any other documents linked with the PO process. Your team will then have available a single view of a supplier. As a result, you can view expenditure by account easily.

Once approval is complete your finance team receives notifications and reminders proceed with the payment.

Automated Purchase Order PDF Generation

This process focuses on the approval and PO PDF generation. Vendors and internal users are guaranteed to always receive a PO PDF that looks consistent and matches company branding.

With Kianda, you can fully customise the look of the PO PDF at any time, allowing you to suit the need of vendors. 

A unique PO number is generated per request and is customisable. This can follow advanced rules for generating  PO numbers. The Purchase Order Process we describe here covers all the aspects linked directly with the PO PDF.

For a process that covers a wider range of areas like vendor selection and management to delivery confirmation check-out our procurement process.


Optimise your purchase order process with the use of digitalisation

Let us show you with a free customised demo what Kianda can do for you.

Request a live demo today!



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How a digital approval process can help you accelerate decision making

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Per Diem Approval Workflow

Per-Diem-Request-Dashboard

Per Diem expenses can include different forms of costs for an employee related to business activities. In short, it focuses on the cost for an employee to take a business trip.

Purpose of Per Diem 

Expense management is simply put in place so that employees don’t need to keep a paper record of their expenses. In addition, per diem processes reduce the administrative burden on financial teams.

For instance, employees don’t need to keep a track record of multiple receipts. As well, it removes the need for these expenses to be checked and reimbursed.

The most common Per Diem expenses include overnight accommodation, daily meals and other travel expenses. In general, these are the typical expenses for a business traveler.

As a result of providing daily allowances, there is better control over business finances. Due to gaining superior control, managers can predict financial costs for the business.

Using an online form to automate the per diem process will reduce the hassle of manually performing the task.

Digital forms improve the Per Diem processEmployee receipt records

Increasingly, companies are adopting digital solutions to streamline Per Diem approvals. Online forms for expense management allows the process to become completely paperless.

As a result, the entire process can be rapidly completed.

Kianda platform offers a per diem template so that users can scale up expense management at a faster pace. Traditionally, managers would manually carry out this process across paper-documents and spreadsheets.

On the other hand, managing business processes digitally reduces the amount of time a task would normally take. In addition, it saves costs and increases efficiency. Simply due to process automation.


Expense management using a digital form

Per Diem Approval workflow includes employees providing the travel plan. Following that, the manager either approves or rejects the travel expense. This is based on a simple calculation of per diem amount, multiplied by a number of days.

With this simple workflow template you can set per diem allowance rates based on the location in a standard way. When an employee starts a request form,  rates can easily be calculated. Further, they are then submitted, avoiding any errors or misunderstandings.

In this sample template, an employee has the option to request only Per Diem, Travel or both. To begin, the procedure starts with the employee initiating the process. And they do this by entering personal information and travel details.

The system automatically calculates rates based on the location and number of days. Once the employee submits the request, a manager approves or rejects. Finally, the flow continues with Travel team or Payroll team.

This template comes with with Per Diem request Dashboard for reporting. Alternatively with Kianda, a single dashboard for all their approval tasks can be configured for managers to overview.

As a result, they can easily monitor what is waiting for their approval and what has been approved. Most noteworthy, they can do so with full visibility of the progress of each request.

Streamline your organisation’s per diem management and eliminate the errors and achieve consistency.


Kianda is a NO-CODE business process automation platform. We empower business users to accelerate innovation through digital transformation.

Want to see what Kianda can do for you?

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Change Request Process

Travel Request Form

Change Request Process

Change request form template

Is your organisation managing change request processes with emails, sheets and paper forms?

Does it cause difficulties when tracking change requests, approvals, the status and storing this information online?

Digitalising this process not only will save you time and paper. But also, you will have full visibility of the process. As a result, your team can collaborate in a more efficient way.

A change request is a documented proposal for an alteration to any configuration item, product or a complete system. In project management, a change request regularly emerges. That is, when the customer has specific needs. For instance, an expansion or modification to the agreed-upon deliverables for a project.

In this change request template we gathered business rules, steps and fields. They are commonly used in organisations when managing a change request workflow.

Someone who is documenting or reporting the procedure starts the request. A user or a group who is responsible for the approval of change request gets notified. They then decide whether Change Approval Board (CAB) meeting should be scheduled. In the same workflow, schedule, review and implementation are all managed step by step. Business rules and actions allow you to have a clear definition of your change strategy and risk assessment.

IT Helpdesk collaboration

In addition, this change request template can be used together with IT Support Helpdesk. For example, a ticket raised by an end user via IT Helpdesk workflow, may require a change in a project or a system. In this case, to facilitate the flow, two processes can be connected together. Depending on the outcome of the first process, it can let one process start after another. Also, you can carry the information between processes.

Many benefits of automating Change request management process:

    1. Achieve faster deployment times and lower the risks associated with the changes.
    2. Have a standard way of handling and storing the information related to the process.
    3. Avoid unnecessary email communications and paper work.
    4. As a result, digital processes will bring productivity with faster resolution times. Also, efficiency for auditing and reporting purposes.

Start your digital transformation today!

Reduce time and increase productivity with workflow software. Automate your change request process with Kianda platform.

Kianda is a NO-CODE platform that empowers business users to accelerate digital innovation. For more info, visit Kianda.com or our blog for the latest news and articles.


Let us show you with a free customised demo what Kianda can do for you.

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More IT Service Desk Solutions

Cyber Security Incident Response

Cyber Security Incident Response

Security-incident-management-dashboard

Cyber security incident can come with high costs and damages to an organisation who is not prepared for them.

In their simplest way, they can cause downtime and impact business productivity. Moreover, they can damage the employee or customer experience. Security is only as effective as the response it generates.  Therefore, not responding to an incident in a timely manner can expose your organisation to many issues.

Security Incident Reporting
Cyber Security Incident Response

When organisations implement right strategies to cope with these incidents, they achieve better outcomes. For instance, faster detection and investigation process. With a well-structured incident management process, organisations can achieve better results while minimizing possible damages. That is, even in critical and emergency situations.

A structured and formalised process must be put in place to respond to internal and external information security incidents. As a result, this will demonstrate that you take corporate and legal responsibilities seriously.

Furthermore, this positive security position ensures that your organisation can deal with security incidents. And that it can be dealt with quickly, efficiently and effectively.

5 Benefits of having a structured cyber security incident response plan:

  •  1) The rapid and accurate assessment of security incidents and the most appropriate response
  • 2)  Shortened recovery times to incidents
  • 3)  Minimised business disruption
  • 4)  Ensures that your organisation complies with local legal, regulatory and industry requirements
  • 5)  Accurate reporting and statistics to continuously improve the security of the information

Automating this process helps you to manage, record and analyse cyber security incidents or warnings. In addition, it gives you a clear view of issues and how they are resolved.

The notification or identification that a cyber security incident is occurring can happen in many different ways. For example, two main of these are:

1) Automatically from specific devices such as an alert from a firewall. Automatic review of system or security log files on network. These systems can then notify a mailbox. For instance, Kianda platform scans the mailbox. After there is an alert, platform starts the workflow automatically. And this notifies required people and takes certain actions.

2) Staff noticing unusual or suspicious activity on the computer system and raising a report via the Kianda platform. Simply put, this flow starts with a staff raising a security incident when there is a risk of data or security. Following this, the system immediately sends alerts to the responsible departments to act upon it. The reason of the incidents, threats or violations, can be distinguished by staff providing required details.

Reporting dashboard provided with this application, gives you visibility of detailed analytics to aid tracking of the current issues in the system.


Automate this process today with Kianda platform

You can easily tailor this cyber security incident response workflow application to meet your specific requirements.  Kianda provides a NO-CODE development interface, meaning you don’t need to have programming skills to create spot-on apps.

See how Kianda can help you with a free customised demo.

Request a live demo

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IT Support help desk

Change Request Process

IT Support help desk

IT Support Dashboard

Get started with IT support help desk right away!

IT departments today face countless issues raised by users, daily. They can be anything from “I forgot my password”, “My computer is slow”, “Oops! I deleted my files” to “Can’t connect to printer”. With an IT support help desk, problems become less bombarding.

Dealing with these over and over again without any standard system creates frustration. Not to mention, tracking and communication difficulties for IT teams.

Technology is here to help organisations solve these challenges. However, while adopting a new technology to help, you should not be limited what off-the-shelf software solutions can offer.

Every organisation operates in its own way. With that, these operations evolve as the company grows. As a result, people move departments and requirements change. In other words, market demands play a key role in operations.

Need a solution for support?

A solution you are adopting today should be able to evolve with you tomorrow… Grow when you grow and adjust to your current and future challenges.

IT helpdesk

So, we designed this IT support help desk template to serve you as a starting point and save you time. It simplifies end-user support with an automated workflow. Automating routine tasks and providing transparency resolves help desk tickets quickly and efficiently. The reporting dashboard that comes with the template, enables IT support team to track, prioritize support tickets in a queue and solve them rapidly.

This workflow template will help, answer, track and solve problems of end-users, in a single platform. For instance, it can manage the ticket life cycle, from capturing issue details to automating tasks and sending notifications. In addition, it can retrieve and synchronize information from and to IT systems such as SharePoint, AD, 0365, Oracle and so on.

The advantages of improved support from IT service desk

An IT support help desk template will not only reduce regular queries and save time for you. Above all, it will deliver an enhanced experience for end-users.

IT departments who adopt workflow process automation can reap many benefits. For example, an ticketing software will increase efficiency, reduce workload and increase productivity which results in better service levels.

Let us show you with a free customised demo what Kianda can do for you.

Request your live demo today!

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Performance Appraisal Process

Employee appraisals dashboard

Most companies carry out performance appraisals annually. Annual reviews usually are not enough. Employees need more frequent performance reviews to keep them focused.

But why do companies do performance appraisals only annually?

This is because, employee performance is not easy to track. In short, it requires time and effort putting a structure on it.

Managing performance reviews via spreadsheets and emails can easily be a nightmare. Especially for companies with a large number of employees and operations in different locations.

Managing Employee Performance Review is not a hassle any more!

Kianda workflow provides a single place for Human Resource Management. This employee review template helps to organise the performance appraisal process for all staff.

The process flows digitally and efficiently without delays. Management and employees receive automated alerts until they assess and provide feedback on employee performance. That is, including guidance to enhance tasks as required.

HR templates

With a standard workflow and a central location to monitor the progress, the whole process gets simplified. As a result, employee performance appraisals become less time-consuming.

Automated workflow starts as on scheduled basis and sends alerts to task owners. Notifications remind employees to complete their tasks. As well as that, to update the relevant departments/individuals on the completion of tasks.

Performance is easier to track and manage at a rapid pace with Process Automation

With this template not only will managers just maintain accurate records of overall employee progress. But, also they will rest assured that employees understand the content of their feedback clearly.

This way, performance evaluations will be made faster and easier for managers to complete.

If you implement a digital process to manage performance appraisals, it will go a long way toward having a standard and efficient procedure in which Human Resource Management, other managers and employees are all aware of their tasks and they all have equal visibility of progress.

Want to see what Kianda can do for you?

Request your live demo today!

Other HR Workflow Templates

Employee Onboarding Process

Make your holiday request form an easy to manage digital process

Employee Onboarding Process

Onboarding process

Get started with Employee Onboarding Process and welcome new hires PAPERLESS!

Eliminate the need for papers and emails rapidly by setting up your digital onboarding process.

With Kianda, you can digitally send a job offer to the new hire and the new hire accepting it. In addition, the template captures employee data, manager approvals and digital signatures.

Business process automation eases the onboarding process, from start to finish

This workflow will help you effectively manage the employee onboarding process. Moreover, it will allow HR team members and new hires to collaborate, all in a single place.

Also, you will be able to capture and store new hire personal data GPDR complaint. Automated workflows with Kianda is in compliance with GDPR regulations. Simply put, it reduces risks while handling sensitive data across different departments.

An employee must be aware of workplace rules, policies and procedures before or shortly after they start. If ignored or left too late, an organisation can face risks and damages to their business.

HR teams frequently repeat the same admin tasks when carrying out particular processes. For instance, managing re-employment, onboarding process and induction. When conducting these procedures, there are often repetitive, manual tasks behind the scenes.

This gets more complicated and worrisome when you don’t have an easy solution available.

New technologies can increase efficiency and productivity in your business processes. For example, managers are increasingly adopting business process automation solutions. Simply because, digital processes reduce time and money and scale up productivity.

An automated process assures the step-by-step tasks are efficiently carried out. As well, ensuring a standard way is being followed for each new hire and valuable time is not wasted.

“You don’t want to be one of those companies that is not prepared for the new hire and let them down in their first day”.


Employee onboarding template

New hire onboarding should not be time-consuming. It should be more manageable and smoother.

With Kianda onboarding process, you will be able to manage the entire workflow from beginning to end. And, all in a single platform connected to your back-end systems.

How does onboarding process work with Kianda?

Workflow starts with HR capturing candidate details and Kianda updating current IT systems with these details. Following, it continues with assigning tasks to managers for approvals and so on.

It also can be expanded to send an anonymous form to the new hire to capture their digital signature for contracts. Kianda provides easy integration to DocuSign or you can use Kianda digital signature feature.

This would allow capturing new hire information such as bank information, next of kin. Also, making sure that the new hire has read and signed critical company policies before they start.

Overall the workflow template contains forms (steps) assigned to each department or individuals involved in the process. This facilitates the communications between team members and the new hire. As a result, it allows them to interact, digitally sign and collaborate instantly.

In addition, onboarding process comes with a personalised reporting dashboard. The customised dashboard provides an overview of the progress. It includes how many requests have been completed, how many are in progress and what are the bottlenecks.

Let us show you with a free customised demo what Kianda can do for you.

Request your live demo today!


Check out more HR workflow templates:

Performance Appraisal Process

Travel Request Form

Make your holiday request form an easy to manage digital process