The situation
A regional government entity with several areas (administration, logistics, human resources, IT) and offices in different provinces. Each area had its system, or its spreadsheet, and expense files travelled between offices on paper: a road intervention passed through budget, logistics, accounting and treasury before being paid, and at each office it was recorded again.
The fleet of computer equipment was inventoried once a year, and staff attendance was consolidated by hand from clocks of different brands and sites.
What was done
The entity runs on XEN with one organization per executing unit and permissions per area: each person sees their scope and approvals cross from one area to another inside the platform, with the history of who did what. The expense of an intervention is followed from the request to the payment in a single file.
The device fleet is recorded in IT Support with each device, its site, its user and its movements. Attendance from every site comes from its clocks into Human Resources, with the rules of each employment regime. And XEN Overdrive built the tendering flow to the measure of the entity's procedures.
How it was implemented
It started with one executing unit and two areas, with the expense file as the first flow, and the entity defined which actions the system executes and which wait for a signature. The sites' clocks were registered one by one, and the computer equipment was inventoried with the monitoring agent installed. The other units joined quarter by quarter, with the configuration copied and adjusted.
What the operation looks like today
A file opens and is seen whole: request, budget, order, acceptance, receipt and payment, each step with its date and its responsible person. Management consults spending per intervention and per area in Reports. IT knows where each device is and who uses it. Human Resources sees attendance from every site the same day.
Xeni answers each official with the permissions of their area, with the source next to each answer, and every action stays in a history an auditor can walk through without asking anyone for anything. The entity's data is replicated across several regions, with point in time recovery.
