WKD
Discover how Warszawska Kolej Dojazdowa (WKD) streamlined its processes with AMODIT's electronic document workflow, eliminating paper-based inefficiencies and accelerating daily operations. Through digitization and process automation, WKD achieved greater efficiency and improved document management.
Introduction
Warszawska Kolej Dojazdowa (WKD) is a municipal transport company that plays a vital role in the daily commutes of residents from towns surrounding Warsaw. Covering a 33-kilometer railway line with 28 stops between Grodzisk Mazowiecki and Warszawa Śródmieście, WKD serves approximately 8 million passengers annually.
Managing such an extensive infrastructure requires efficient administrative processes. The company generates a vast number of documents, including correspondence, contracts and financial records. However, it’s previous reliance on paper-based workflows created numerous challenges, driving the need for a more efficient solution. To address these issues, WKD implemented AMODIT, a powerful low-code platform that facilitates process automation and document digitization.
Challenges Faced by WKD in Document Workflow
Before implementing an electronic document management system, WKD relied on paper-based processes that led to inefficiencies, delays and limited workflow oversight.
Outdated Administrative Processes
The traditional paper-based document workflow was time-consuming, inefficient, and lacked the structure needed for optimal work organization.
Lack of Centralization
Documents were processed through multiple independent workflows, making it difficult to maintain oversight and ensure process transparency.
Complexity of Invoice Workflow
Financial documents required multi-stage approvals, making invoice processing cumbersome and time-consuming.
Diversity of Employee Roles
With both office and field workers, WKD needed a flexible document management solution, particularly for HR-related processes.
Challenges in Hybrid Work
The lack of digital document management limited the efficiency of remote work.
Limited Control Over Document Workflow
The paper-based document workflow made it difficult to track document progress.
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 affected WKD’s operational efficiency, reinforcing the need for an electronic document workflow system.
Why Did WKD Choose AMODIT?
The decision to implement AMODIT followed a tender process, which was won by Astrafox. AMODIT, built on low-code technology, provided a highly adaptable solution that could be rapidly implemented and tailored to WKD’s unique requirements.
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, WKD’s processes were carefully designed to seamlessly align with the organization’s specific workflow needs.
Application Areas of AMODIT at WKD
WKD utilizes the AMODIT system across multiple key areas, significantly enhancing workflow efficiency and automating essential processes.
Incoming, Outgoing, and Internal Correspondence
The first implemented process that streamlined the circulation of administrative documents.
Contracts
Both archived and newly created contracts are digitized and managed electronically.
Leave Requests
HR processes, including leave requests for field employees, have been digitized for improved accessibility.
Business Travel Requests
Automation of business travel requests for both office and field employees.
Invoices and Financial Workflow
Integration with the Sage Symfonia system accelerated financial process automation, while the electronic invoice workflow improved accounting efficiency.
Logistics
The requisition module, with plans for further integration with invoices.
Digital Transformation in Municipal Structures
Warszawska Kolej Dojazdowa (WKD) serves as a prime example of how well-planned digitization can transform a municipal organization. By implementing an electronic document workflow, the company streamlined administrative tasks, eliminated paper-based processes, and improved document management. This step-by-step approach to digital transformation, based on a gradual implementation of changes, proved to be the key to success.
WKD has demonstrated that effective digitization of administrative processes doesn’t have to be complex—what matters is a well-structured approach and attention to detail. By implementing AMODIT, the company not only optimized workflow organization but also unlocked new opportunities for growth, setting the stage for even greater efficiency. This serves as an inspiring model for other municipal organizations, proving that modern document management is an investment in the future.
Key Benefits of Implementing AMODIT's Electronic Document Workflow
AMODIT has enabled WKD to fully automate its processes, transforming traditional document workflows into efficient, digital solutions.
Elimination of Lost Documents
All documents are securely stored in a centralized location.
Streamlining Information Flow
Process automation ensures documents reach the right people quickly and securely.
Improved Workflow Organization
Unifying workflows from different departments into a single, cohesive system.
Enhanced Transparency
Complete visibility into document statuses and processing history.
Reduction in Operational Costs
Lower expenses for paper, printers, and maintenance.
Remote Access to Documents
Employees can efficiently complete tasks regardless of their work location.
Does WKD Recommend Collaboration with AMODIT?
WKD highly recommends AMODIT as a system that combines flexibility with advanced process digitization capabilities. The company emphasizes 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 AMODIT’s electronic document workflow at Warszawska Kolej Dojazdowa stands as a model 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.
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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.