White Papers
Abstract
This white paper addresses the need for modernization in enterprise approval workflows, where
legacy systems and manual processes lead to inefficiencies, compliance risks, and operational
delays. It introduces Rubric, a purpose-built approval management system, as a solution that
enables enterprises to automate and streamline their approval processes across departments and
industries, ensuring faster, more secure, and transparent decision-making.
1. The Current State of Approval Workflows in Enterprises
In many enterprises today, approval workflows rely on outdated systems, spreadsheets, or paper
trails that slow down decision-making and increase operational risk. From manufacturing to
financial services, approval processes are critical for compliance, internal control, and quality
assurance, yet traditional methods often create:
- Bottlenecks: Approvals stall when decision-makers are unavailable or overwhelmed.
- Manual Errors: Data entry mistakes are common in manual workflows.
- Lack of Visibility: It’s difficult to track the status of approvals in real-time, leading to
uncertainty and delays. - Compliance Risks: Regulatory audits are challenging with non-digital approval trails.
Statistics: According to a 2023 report by P@SHA (Pakistan Software Houses Association), over
65% of companies in South Asia rely on some form of manual approval process, leading to an
average 30% delay in project timelines.
2. The Case for Approval Workflow Automation
As companies adopt digital transformation, automating approval workflows offers numerous
benefits that align with operational efficiency and strategic goals. Automated approval
management allows enterprises to:
- Enhance Productivity: Automated workflows reduce the time required to complete
approvals, allowing teams to focus on higher-value tasks. - Reduce Operational Costs: By minimizing manual steps, automation cuts down on
administrative costs associated with approval routing and follow-ups. - Improve Compliance and Accountability: With digital audit trails, organizations can
easily access and track each step in the approval process, which simplifies audits and
strengthens accountability. - Boost Transparency and Collaboration: Automated systems enable real-time tracking,
notifications, and transparency, reducing follow-ups and increasing collaboration.
3. How Rubric Revolutionizes Approval Processes
Rubric is a dedicated approval management system that addresses the challenges of traditional
workflows and enables enterprises to modernize their approval processes. Key features that set
Rubric apart include:
Multi-Level Hierarchy Management
Rubric allows enterprises to create customized, multi-level approval hierarchies. This feature is
ideal for organizations with complex structures, enabling them to set up workflows that match
their organizational hierarchy. With Rubric, you can:
- Define unlimited approval levels, from initiators to reviewers and final approvers.
- Assign specific roles and responsibilities at each level to ensure proper oversight.
- Streamline approvals across departments while maintaining control over sensitive
information.
Delegation of Authority
Rubric’s delegation feature ensures continuity in approval processes, even when key personnel
are unavailable. Users can temporarily transfer approval rights within the system, preventing
bottlenecks and ensuring that approvals move forward in the absence of primary approvers. This
feature is particularly useful for:
- Multi-departmental organizations where approvals span several roles.
- Project-based approvals where flexibility is needed to meet deadlines.
Role-Based Access Control
Role-based access control (RBAC) in Rubric ensures that only authorized personnel can access
sensitive information and perform specific tasks within the approval process. This feature allows
administrators to:
- Assign view, edit, and approval permissions based on user roles.
- Protect confidential data and ensure compliance with internal and external policies.
- Reduce risk by limiting access to critical documents to relevant stakeholders only.
Real-Time Tracking and Notifications
Rubric provides real-time updates on approval status, making it easy for teams to track
documents at every stage. Key benefits include:
- Improved Accountability: Every step is logged and time-stamped, providing a clear
record of actions. - Reduced Delays: Notifications alert stakeholders immediately, enabling prompt follow-
ups. - Transparency: Real-time tracking improves transparency, as users can view the current
status of approvals without manual updates.
4. Real-World Applications and Industry Use Cases
Rubric’s versatility makes it suitable for various industries. Here’s how Rubric adds value in
specific sectors:
Manufacturing
Manufacturing companies often require approvals for vendor management, procurement, and
quality assurance. Rubric streamlines these workflows, reducing the time needed to process
approvals and ensuring that all activities comply with industry standards.
Financial Services
Financial institutions operate in a highly regulated environment where compliance is critical.
Rubric enables banks and insurance companies to track every approval digitally, making it easier
to meet audit requirements and reduce compliance risks.
FMCG (Fast-Moving Consumer Goods)
FMCG companies benefit from Rubric’s speed and scalability, especially in managing product
approvals, marketing campaigns, and distribution processes. With Rubric, approvals are handled
more efficiently, helping FMCG companies bring products to market faster.
5. Results You Can Expect with Rubric
Organizations that implement Rubric typically experience the following results:
- Time Savings: Automated workflows reduce approval times by up to 50% (Forrester,
2023). - Cost Reduction: By minimizing manual intervention, companies save on administrative
costs, leading to an estimated 30% reduction in operational expenses. - Increased Compliance: Rubric’s audit trails improve traceability, helping organizations
meet compliance requirements effortlessly. - Enhanced Productivity: Teams can redirect focus from administrative tasks to core
business activities, leading to higher productivity.
6. Case Studies from Early Adopters
Case Study 1: Lotte Akhtar PVT LTD
Lotte implemented Rubric to manage cross-departmental approvals, improving their response
times by 70%. With real-time tracking, they reduced the need for follow-ups and ensured a
smooth flow of information between departments.
7. Conclusion
Rubric is transforming approval workflows for enterprises across industries, providing a
comprehensive solution for organizations seeking to enhance efficiency, accountability, and
compliance. By replacing outdated systems with Rubric, enterprises can modernize their
approval processes, leading to faster decision-making and improved operational outcomes.
Call to Action
If you’re ready to streamline your organization’s approval workflows and unlock the potential of
automation, contact us today to schedule a Rubric demo. Discover how Rubric can transform
your business with efficient, compliant, and transparent approval management.
White Paper 1 Summary
This white paper outlines Rubric’s role in transforming traditional approval workflows in
enterprises. By emphasizing Rubric’s unique features—such as multi-level hierarchy
management, delegation of authority, and real-time tracking—this document demonstrates
Rubric’s value as a modern solution for streamlining approval processes, increasing compliance,
and enhancing operational efficiency across various industries.
Use Cases related to Industries
These use cases highlight Rubric’s adaptability across industries, showcasing its impact on
efficiency, compliance, and operational agility. Each example demonstrates how Rubric can
address specific challenges, enabling faster, transparent, and reliable approval processes tailored
to different organizational needs.
1. Financial Services – Regulatory Compliance and Audit Management
Use Case: A large commercial bank needs to ensure that all financial transactions, policy
changes, and loan approvals go through a rigorous, compliant, and auditable approval process.
Problem: The bank faces challenges in tracking approvals, maintaining an audit trail for
regulatory purposes, and ensuring compliance with local and international banking regulations.
Solution with Rubric:
- Role-Based Access Control (RBAC): Assigns permissions based on job function,
ensuring that only authorized personnel can access sensitive data. - Audit Trail and Compliance Logging: Every action is logged, creating a
comprehensive audit trail that simplifies reporting and compliance checks. - Multi-Level Hierarchy for Approval: Supports complex approval workflows for policy
changes, transactions, and high-value loans, reducing manual review times while
ensuring compliance at each level.
Outcome: The bank achieves 30% faster transaction approvals and improves regulatory
compliance, reducing the risk of fines and non-compliance penalties. Automated audit trails
simplify the preparation of compliance reports for regulators.
2. Manufacturing – Procurement and Vendor Management
Use Case: A manufacturing company needs a streamlined approval process for vendor selection,
procurement orders, and quality control checks across multiple departments and locations.
Problem: The manual procurement process is time-consuming, prone to bottlenecks, and lacks
transparency, causing delays in production schedules.
Solution with Rubric:
- Multi-Stage Approval Workflows: Rubric enables the company to set up multi-stage
approval workflows for vendor approvals, purchase orders, and quality checks. - Real-Time Tracking and Notifications: Stakeholders are alerted in real time about the
approval status, reducing delays and improving communication across departments.
Delegation of Authority: When a key approver is unavailable, Rubric’s delegation
feature allows temporary transfer of approval rights, ensuring continuity.
Outcome: The manufacturing company reduces procurement approval time by 40%, minimizes
production delays, and ensures better alignment across procurement, quality control, and
production teams.
3. FMCG – Marketing Campaign Approvals
Use Case: A fast-moving consumer goods (FMCG) company needs an efficient system to
manage marketing campaign approvals, including budget sign-offs, content approvals, and multi-
channel distribution permissions.
Problem: Campaign approvals involve multiple departments (marketing, finance, legal) and are
often delayed due to uncoordinated workflows and lack of visibility into approval status.
Solution with Rubric:
- Centralized Campaign Workflow: Rubric allows all departments involved in the
campaign approval to work within the same approval framework, reducing
miscommunication. - Role-Based Access Control: Provides the legal department access to review content,
while the finance team can manage budget approvals. - Real-Time Notifications: Rubric sends automatic alerts to notify team members when
their review or approval is required, helping to avoid bottlenecks.
Outcome: The FMCG company experiences 50% faster campaign approval times, allowing
them to launch campaigns more quickly and remain competitive in a fast-paced market.
4. Pharmaceuticals – New Product Development and Compliance
Use Case: A pharmaceutical company needs a reliable approval management system for new
drug development, ensuring that each stage of the development, testing, and compliance process
is approved by the necessary stakeholders.
Problem: Manual approvals increase the risk of compliance errors, delays, and oversight in
crucial stages, such as clinical trials and regulatory submissions.
Solution with Rubric:
- Automated Workflow with Hierarchical Approvals: Rubric ensures that each stage in
the drug development process goes through necessary checks and approvals, from
research to compliance. - Audit Trails: Detailed logs provide a clear record of each approval action, essential for
compliance with regulatory bodies such as the Drug Regulatory Authority. - Compliance Notifications: Automatic alerts ensure that stakeholders are informed about
key compliance deadlines, reducing the risk of regulatory delays.
Outcome: The pharmaceutical company reduces the time needed for compliance approvals by
30% and enhances transparency, meeting regulatory requirements more effectively and bringing
products to market faster.
5. Energy and Utilities – Capital Expenditure (CapEx) and Project Approvals
Use Case: An energy company requires a systematic process to approve high-value capital
expenditure (CapEx) projects, including infrastructure upgrades and expansion projects.
Problem: CapEx approvals are complex and multi-tiered, involving multiple departments and
executives. Manual processes delay approvals and lack transparency.
Solution with Rubric:
- CapEx Workflow Management: Rubric allows the creation of custom workflows for
CapEx approvals, including cost justification, department reviews, and executive sign-off. - Multi-Level Approval Hierarchies: Ensures that each approval level (project manager,
finance, executive) is involved in the approval process, with clear visibility into where
approvals are pending. - Real-Time Notifications: Decision-makers receive instant notifications, ensuring that
projects do not stall due to delays in the approval chain.
Outcome: The energy company improves CapEx project approval times by 35%, enhancing
decision-making and ensuring projects are completed on schedule.
6. Retail and E-commerce – Product Listing and Pricing Approvals
Use Case: An e-commerce company requires an efficient system to manage the approval of new
product listings, including pricing, inventory checks, and marketing reviews.
Problem: Multiple departments need to approve each listing (e.g., product team, inventory
management, marketing), creating a high risk of delays and errors.
Solution with Rubric:
- Streamlined Product Approval Workflow: Rubric enables the e-commerce company to
automate product listing approvals, ensuring all necessary teams are involved without
manual coordination. - Delegation of Authority: When key approvers are unavailable, Rubric’s delegation
feature allows temporary authority transfers to prevent delays. - Tracking and Transparency: Each department can see the status of product listings in
real time, reducing the need for follow-ups.
Outcome: The e-commerce company achieves 40% faster product listing times, reducing
time-to-market and improving coordination across teams.
7. Construction and Engineering – Project Milestone Approvals
Use Case: A construction company requires approvals at key project milestones, including site
inspections, resource allocations, and budget approvals.
Problem: Managing approvals across multiple sites and stakeholders is challenging, leading to
project delays and increased operational costs.
Solution with Rubric:
- Project Milestone Workflow Management: Rubric allows project managers to set up
milestone-based workflows, ensuring each stage of the project is reviewed and approved
as required. - Multi-Device Accessibility: Stakeholders can approve or track approvals from any
device, providing flexibility for on-site managers. - Audit Trails and Documentation: Detailed logs ensure every milestone approval is
documented, which is essential for project audits and reporting.
Outcome: The construction company achieves 25% faster project completion times, enhances
accountability at each milestone, and reduces the risk of project delays.
8. Healthcare – Patient Records and Treatment Plan Approvals
Use Case: A hospital network needs a streamlined approval system for treatment plans and
access to patient records, ensuring that all documentation is reviewed and approved before
treatment.
Problem: Manual approvals delay critical treatment decisions, and lack of control over data
access increases patient privacy risks.
Solution with Rubric:
- Patient Record Access Control: Rubric’s role-based access ensures that only authorized
healthcare professionals can access sensitive patient data. - Approval Workflow for Treatment Plans: Automates the approval process for
treatment plans, allowing for faster decision-making and minimizing wait times for
patients. - Audit Trails for Compliance: Every access to patient records is logged, improving
transparency and compliance with healthcare regulations.
Outcome: The hospital reduces patient wait times by 30% and enhances compliance with
healthcare regulations on patient data privacy.
9. Telecommunications – Contract Approvals and Vendor Management
Use Case: A telecommunications company requires a system to handle contract approvals and
manage vendor agreements, ensuring that each contract goes through legal, finance, and
operations before finalization.
Problem: Multiple departments are involved in the contract process, leading to bottlenecks and
delayed sign-offs, which impact service delivery.
Solution with Rubric:
- Contract Approval Workflow: Rubric allows the telecom company to automate
contract workflows, ensuring that each stakeholder reviews and approves the contract
before signing. - Real-Time Notifications and Tracking: Stakeholders are alerted instantly when action
is needed, preventing delays and missed follow-ups. - Delegation and Role-Based Access: Controls ensure that only authorized individuals
review, approve, or make changes to contracts.
Outcome: The company achieves 40% faster contract approvals, enabling quicker vendor
onboarding and more agile service offerings.
10. Education – Policy and Budget Approvals
Use Case: A private university needs an efficient system to manage approvals for academic
policies, research funding, and departmental budgets.
Problem: Manual approval processes result in delayed funding disbursements and policy
implementation, affecting departmental operations and academic activities.
Solution with Rubric:
- Policy and Budget Approval Workflows: Rubric enables academic and administrative
departments to automate approvals for policies, budgets, and research grants. - Audit Trail for Transparency: Every approval is documented, providing accountability
for budget allocations and policy changes. - Multi-Level Hierarchies: Rubric supports workflows that involve multiple levels of
administration, from department heads to the finance committee.
Outcome: The university improves budget approval times by 45%, ensuring timely funding and
smoother academic operations.
We are not trying to curb the current ERP; we are trying to enhance its process which will in
return save time and increase the completion ratio.
ERP will become the backbone of the company and Rubric will be the agility.
Remove the inter-departmental bottlenecks so that it could save cost. Provide you with better
visibility and control of the workflow. Because the workflow is dynamically built.
Keep track of every single activity plus the system is ITGC compliance as per the demand of
PWC. This will help secure the process integrity.
It is designed for the non-technical people, it is plug N play system.
