Centralized Workflow Portal for Government Organization of Kingdom of Saudi Arabia - Surekha Technologies
Optimizing Operational Efficiency: Centralized Workflow System for Event, Meeting, and Email Requests
Internal Automation Platform for centralizing and digitizing Case Management, Event and Travel Management, Official Communication and Meeting Management for executive office.
This is a leading sovereign wealth fund based in the Middle East, this organization plays a central role in advancing national economic transformation in alignment with a long-term strategic vision. Established in the early 1970s, the fund has evolved into a globally recognized investment entity, driving sustainable growth through diversified investments across sectors, geographies, and asset classes. Operating under high-level government oversight, it partners with top-tier global firms to build future-focused industries, unlock strategic opportunities, and maximize long-term value for national development.
Project Brief
An organization tasked with high-level planning, executive board coordination, and stakeholder communication sought to modernize its internal operations. With rising demands for efficiency, transparency, and accountability, the organization aimed to consolidate its fragmented communication and decision-making tools into a single, integrated platform. To achieve this, they needed a trusted technology partner capable of delivering a centralized solution aligned with the rigorous standards of executive oversight.
As a result, a centralized Request Management System was implemented to handle events, meetings, and email requests. This system replaced previously manual or disconnected workflows, introducing a unified platform equipped with a complete workflow engine, role-based access control, automated notifications, and a centralized dashboard for real-time tracking and oversight.
The implementation led to significant operational gains, including a 50% reduction in request approval time, enhanced coordination, improved auditability, and greater overall efficiency. With scalable workflows designed for each request type, Event (6 approval levels), Email (7 levels), and Meeting (5 levels). The solution now ensures seamless support across all organizational tiers, particularly senior leadership and the Executive Office.
Business Needs & Challenges
Organizing event, meeting and email requests were being conducted through manual actions or disconnected systems - leading to uncoordinated approaches that were only made to move forward asking recipients if their request arrived (that was if they sent a following email to get a response).
There was no single dashboard or tracking system to share a unified understanding of the status of the request with all stakeholders thus creating confusion and constraining the responsible personnel from tracking approvals.
There was no traceable workflow to follow in terms of identifying who took what action regarding any given request, reducing any sense of accountability or ability to complete a historical audit of requests.
The lack of automations within requests notifications or reminders related to requests meant there were often unnecessary delays in receiving approvals due to missed follow ups or deadlines being surpassed, or a request simply forgot about.
Technology Stack & Tools
Implementation Overview
Business Impacts
Standardized workflows and automated notifications optimized the entire request process, reducing the time for approvals for all types of requests (expectations).
A centralized tracking and role-based access now allows for transparency, as each action is tracked so there is complete visibility on who approved what, and when; this promotes better governance.
With precise roles, automated notifications, and shared workflows, there has been improved coordination between departments, such BDSP, Executive Office, and Content Team. The improved engagement and reliability support process outcomes.
The modular nature of the system allows one to easily plug in multiple future internal or external requests without costly or major changes to configurations. This aligns to the longer-term digital transformation goals.
