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Category:
Finance and Administration
Scope: Process modeling, automation, systems integration
Type of institution: Public administration, public finance sector
Technology: jBPM, Drools, Java
We worked on behalf of Sygnity S.A., one of the largest providers of IT solutions for the public sector in Poland. The final client was the Ministry of Finance, specifically the Customs Chamber, which implemented the SEAP (Single Electronic Access Point) project — a system for automation and digital document circulation between state administration units. We joined the project at an advanced stage, after the previous subcontractor gave up the continuation of the work. Our task was to take over the project, analyze the existing components and complete and develop key functionalities, including the process engine and the administration panel (process console). Despite the difficulties associated with the acquisition of the project in progress, we managed to fulfill all the requirements set by the client in a timely manner.
The Customs Chamber, as part of the Ministry of Finance, wanted to automate document flow and improve communication between internal systems. However, it did not have a single platform that would allow efficient management of administrative processes, the so-called workflow, in offices. Each operation had to be supervised manually, which slowed down the work.
At the time we took over the project, there was no mechanism for users to input data into processes. Many processes required information from employees, such as approvals, form completions or decisions. Unfortunately, the system at that time did not allow the user to interact with the process during it.
Administrators did not have the tools to monitor the stage of a given process. There was also no insight into what information had already been processed and by whom. Lack of transparency led to delays, duplications and errors in documentation.
Processes in the administration often take weeks. At that time, officials could make changes to their structure. This led to inconsistencies between older and newer versions — the workflow of the process was unstable and the data might not match.
The system operated in a distributed environment — it included multiple servers and systems of the institution. When the process ended with an error in the middle, there was no way to automatically roll back changes in all systems involved. This threatened to lose the consistency of the data and paralyzed further activities.
We designed and implemented the administration panel — the so-called process console, which allowed administrators from a single application: start, stop and monitor all active workflow processes in the organization. Thanks to this, the management of document circulation in the office has become transparent and automated. The console also allowed you to track the steps taken, their order, and review all the variables between the steps.
We have added support for so-called user tasks — moments when the process stops and waits for data from the official (e.g. acceptance, comment, completion of the form). To this end, we have extended and overwritten the standard jBPM library to enable dynamic generation of forms based on expected inputs, as required by the Ministry of Finance.
We have implemented a workflow versioning system that allows you to create a new instance of the process every time it is updated. Thanks to this, processes based on old and new definitions could run in parallel — without the risk of data loss or errors. Administrators had access to information about the version of each process and its definition, which increased the security and stability of the workflow system in the administration.
Due to the distributed IT environment of the Customs Chamber (many connected systems and servers), we have created a dedicated rollback mechanism. If any stage of the process ended with an error, the system automatically rolled back all previous operations in the reverse order. This solution allowed to maintain the consistency of data and the continuity of the systems even in the event of a failure.
The process console implemented by us has been deeply integrated with various services and databases of the Ministry of Finance within the SEAP platform. This made it possible to download and transfer data between systems without the need for manual interference. Thanks to this, the automation of processes in public institutions has gained real efficiency and reliability.
In order to protect sensitive data of the Ministry of Finance, we implemented a Single Sign-On (SSO) mechanism, which provided users with secure access to the system without the need for multiple authentication. Importantly, for security reasons — we worked directly on site, in the customer's infrastructure. Thanks to this, all operations, source code and data remained in the environment of the Ministry, without the need to transfer them outside the secured network. This approach was crucial in the context of the digital security of public institutions and compliance with internal information protection policies.
The customer has gained the ability to diagnose and solve problems faster in processes
The system's resistance to errors has been increased thanks to the automatic rollback mechanism
Workflow versioning ensured stable and predictable operation of processes in the system
As Sagiton Automation we deal with, among other things, the automation of document flows, invoicing or e-mail communication. Contact us and find out what similar automations could look like in your company!
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