1. Problem Statement

The existing Capex code generation process was fully manual. Requests were sent via email, and approvals from the Manager, CEO/CFO, and Finance team were handled separately. Due to the lack of a centralized system, the process suffered from:

· Delayed approvals,

· Difficulty in tracking requests, and

· Manual data maintenance in Excel (about 30 requests per week).

This resulted in inefficiencies and limited transparency across departments.

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2. Explanation of Automation

The new automated process standardizes and digitizes the Capex approval workflow.

· A requestor submits Capex details through a Microsoft Form.

· The workflow, built in Power Automate, routes the request for sequential approvals from the Manager, then the CEO/CFO.

· Upon approval, the request automatically reaches the Finance team, which verifies details and issues a unique Capex code.

· The request data, approval status, and assigned code are stored in a SharePoint list for

· Automated email notifications are sent to all stakeholders at each stage.

This ensures end-to-end automation with full visibility and minimal manual effort.

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3. Tools Used for Automation

· Microsoft Forms: For initiating Capex requests.

· Power Automate: To design and execute the multi-level approval workflow.

· SharePoint List: Centralized storage and tracking of all requests and approvals.

· Outlook: For automated communication and notifications.

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· Automated email notifications are sent to all stakeholders at each stage.

This ensures end-to-end automation with full visibility and minimal manual effort.

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4. Conclusion

The automation of the Capex code generation process has:

· Eliminated manual follow-ups and delays,

· Reduced approval turnaround time,

· Improved accuracy and transparency, and

· Enhanced control over the Capex management process.

Overall, it provides a streamlined, efficient, and audit-ready workflow, ensuring better governance and data integrity.