Case Study

Transforming Manual Accounting with
Digital Workflow Automation

The Customer

And Their Challenge

Service Employees International Union (SEIU) is the fastest-growing union in North America, uniting workers across hospital systems, long-term care, property services, and public services. As part of its mission, SEIU supports allied political organizations through grassroots campaigns and targeted donations. To manage these efforts, SEIU relies on a streamlined financial process to issue and track check requests and donations efficiently.

However, the organization’s Political Check Request process was highly manual and inefficient. The process involved multiple stages where accounting staff physically walked checks to various approvers, causing delays and increasing the likelihood of human errors. Compounding the issue, all supporting documents, invoices, and approvals were stored in large physical cabinets, making it difficult and time-consuming for staff to search for backup documentation. SEIU recognized the need for a paperless solution that could automate approvals, eliminate errors, and provide centralized digital storage for all documents.

The Solution

i3solutions developed a robust, automated workflow and archival system tailored to SEIU’s needs using SharePoint and Microsoft InfoPath. At the heart of the solution is a web-based Check Request Form, designed using InfoPath and accessible through SEIU’s SharePoint portal. This form allows users to submit check requests electronically, eliminating the need for physical forms. Once submitted, the system automatically routes the request through each stage of the approval process, gathering necessary approvals or rejections along the way. Upon final approval, the system alerts the accounting department to generate the check.

To address SEIU’s document management needs, i3solutions created a series of document libraries within SharePoint to serve as a centralized digital repository. The libraries store electronic copies of check requests, transmittal letters, and backup documentation, making all records easily searchable and retrievable. The indexing functionality within SharePoint ensures that accounting personnel can access the information they need quickly, reducing the time spent searching for documents and improving overall productivity. By eliminating the manual handling of paperwork and ensuring data accuracy, the solution effectively modernizes SEIU’s accounting operations.

Technologies

Used in the Solution

SharePoint serves as the central platform for SEIU’s automated workflow and document management system, providing a centralized repository for storing, indexing, and retrieving check requests, transmittal letters, and supporting documentation.

InfoPath powers the web-based Check Request Form, enabling users to electronically submit, route, and track approvals while integrating seamlessly with the SharePoint-based workflow to automate and streamline the entire approval process.

Measurable Benefits
and Business Impact

Automated and streamlined
check request process

Replaced the manual, paper-based check request system with a fully automated electronic process, allowing faster approvals and check generation.

Centralized and searchable
document repository

Replaced physical filing cabinets with a consolidated digital library that enables accounting personnel to quickly search, access, and retrieve supporting documents.