Poznań University of Physical Education. Efficient document workflow at a fast-growing university.
The Challenge
Poznań University of Physical Educationis a fast-growing university focused on sports science and education. Home to one of Poland’s most advanced sports laboratories, it supports elite athletes, Olympians, and coaches in achieving top performance.
To support its continued growth, the university needed a modern solution for managing documents and administrative processes. The goal was to organize document registration and archiving, automate key workflows such as invoice processing, leave requests, and public procurement, and ensure seamless integration with the ERP system for efficient data exchange.
The Solution
After analyzing the university’s needs and drawing on our experience with higher education institutions, we implemented and configured the ChiliWorkflow system to support both administration and everyday operations.
The solution helps administrative offices and secretariats manage documents in line with internal procedures, supports the institutional archive, integrates with goverment system: ePUAP, and connects seamlessly with the ERP system through a data bus.
We also automated several key workflows, including expense invoice processing, vacation and overtime requests, and public procurement requests, making everyday administrative tasks faster and easier to manage.
The Results
The university received a modern ChiliWorkflow platform that manages the entire document lifecycle from registration and workflow processing to archiving all within a single system.
The solution supports both central and departmental registries, streamlines incoming and outgoing correspondence through goverment system: ePUAP integration, and provides flexible tools for designing and managing workflows. Thanks to two-way ERP integration via a data bus, data remains consistent and synchronized across the university’s IT environment.
Kluczowe korzyści:
- Centralizes the entire document lifecycle, from registration and processing to archiving, in one system
- Improves efficiency of both central and departmental registries through standardized workflows
- Streamlines incoming and outgoing correspondence with ePUAP integration
- Enables flexible design and optimization of business processes without complex development work
- Ensures data consistency and real-time synchronization through seamless ERP integration
