WKD
Introduction
Warszawska Kolej Dojazdowa (WKD) is a municipal company that plays a crucial role in the daily commutes of residents from towns surrounding Warsaw. Covering a 33-kilometer line with 28 stops between Grodzisk Mazowiecki and Warszawa Śródmieście, WKD transports approximately 8 million passengers annually.
Managing such an extensive infrastructure requires efficient administrative processes. WKD generates a significant volume of documents, ranging from correspondence and contracts to financial records. The previous paper-based workflows posed numerous challenges, prompting the company to implement an electronic document workflow system. WKD chose AMODIT, an advanced low-code platform that facilitates process automation and document digitization.
Challenges Faced by WKD in Document Workflow
Before implementing the electronic document workflow system, WKD’s processes were paper-based, leading to delays and hindering work efficiency.
Outdated Administrative Processes
The traditional paper-based document workflow was time-consuming, inefficient, and failed to provide convenient conditions for organizing work.
Lack of Centralization
Documents were processed through multiple independent workflows, making oversight and control challenging.
Complexity of Invoice Workflow
Handling financial documents and requiring multi-stage approvals was complex.
Diversity of Employee Roles
The organization employs both office and field workers, requiring a flexible approach to process management, particularly in the HR domain.
Challenges in Hybrid Work
The inability to handle documents in electronic form limited the efficiency of remote work.
Limited Control Over Document Workflow
The paper-based document workflow made it difficult to track the stage of a given document.
A major issue for us was the misplacement of document folders. The administrative circulation of these documents was quite extensive. A folder needed to be delivered to a specific location, passed along by someone, reached its intended recipient, and then returned to us through a roundabout route.
Each of these challenges directly impacted the organization’s efficiency and served as a catalyst for implementing an electronic document workflow system.
Why Did WKD Choose AMODIT?
The decision to choose the AMODIT system was made after a tender process, which was won by Astrafox. The AMODIT solution, based on low-code technology, enabled rapid implementation and customization to meet WKD’s specific needs.
As implementers, you observed us during our meetings and got to know us better. The more meetings we had and the more knowledge we shared about how we wanted the system to work, the better you understood our needs, which were increasingly well-addressed. (…) We started with the simplest process that mattered to us: incoming, outgoing, and internal correspondence.
Thanks to the expertise of the AMODIT implementation team, the processes were carefully designed to align perfectly with the specific workflow of WKD.
Application Areas of AMODIT at WKD
WKD uses the AMODIT system in several key areas, which have enabled the streamlining of workflows and process automation:
Incoming, Outgoing, and Internal Correspondence
The first implemented process that streamlined the circulation of administrative documents.
Contracts
Both archived and new contracts are digitized and managed electronically.
Leave Requests
Digitization of HR processes, including leave requests for field employees.
Business Travel Requests
Requests related to business travel for both office and field employees.
Invoices and Financial Workflow
Integration with the Sage Symfonia system accelerated the automation of financial workflows, while the electronic invoice workflow streamlined accounting processes.
Logistics
The requisition module, with plans for further integration with invoices.
Digital Transformation in Municipal Structures
The example of Warszawska Kolej Dojazdowa (WKD) demonstrates how thoughtful digitization of processes can transform the operations of a municipal organization. Implementing an electronic document workflow streamlined administrative tasks, eliminated paper-based processes, and improved document management. This approach, based on the gradual implementation of changes, proved to be the key to success.
WKD has proven that effective digitization of administrative processes doesn’t have to be difficult—what matters is the right approach and attention to detail. Thanks to the implementation, the company not only improved its workflow organization but also gained new opportunities for growth, paving the way for even greater efficiency. This serves as an inspiring example for other municipal organizations, demonstrating that modern document management is an investment in the future.
Key Benefits of Implementing AMODIT's Electronic Document Workflow
AMODIT enabled WKD to fully automate processes, transforming traditional document workflows into efficient electronic processes.
Elimination of Lost Documents
Thanks to digitization, all documents are stored in one centralized location.
Streamlining Information Flow
Documents are quickly and securely delivered to the right people thanks to process automation.
Improved Workflow Organization
Streamlining processes from various departments into a single system.
Enhanced Transparency
Full visibility into the status of documents and their processing history.
Reduction in Operational Costs
Reduction in expenses for paper, printers, and their maintenance.
Remote Access to Documents
Employees can efficiently complete tasks regardless of their work location.
Does WKD Recommend Collaboration with AMODIT?
WKD wholeheartedly recommends AMODIT as a system that combines flexibility with advanced capabilities for process digitization, highlighting both the professionalism of the implementation team and the adaptability of the solution:
I have absolutely no complaints. (…) Starting with the collaboration with the sales team (…), continuing with the implementation manager (…), and finally working with the SLA department, we are also very satisfied.
The implementation of the AMODIT electronic document workflow at Warszawska Kolej Dojazdowa is an example of successful process digitization and advanced workflow deployment. Through the electronic document workflow, the company streamlined office work, minimized the risk of errors, and prepared for future challenges in digital transformation.
Learn More
Do you want to automate business processes and implement digitization in administrative areas?
Schedule a free consultation
with one of our specialists. We will guide you step-by-step on how AMODIT can effectively optimize processes in your company.
Optimise Key Areas
IN YOUR COMPANY
Human Resources
Store all employee data in one place and simplify HR tasks through automation.
Finance
Automate financial workflows and reduce errors resulting from manual tasks.
Legal
Optimize the work of your legal department – organize contracts and addenda in a single system, granting your team easy access to vital information.
Administration
Reduce delays, avoid errors, and eliminate lost documents by automating administrative workflows.
IT
Enhance project monitoring and management for your IT team with an efficient, automated system.