Rentokil Initial

The Client

Rentokil Initial is one of the largest business services companies in the world, employing more than 66,000 people providing a wide range of services in 56 countries. Its Initial Textiles & Hygiene services division is specialist in textile, hygiene and medical services, operating in 16 European countries.

The Challenge

Initial has historically operated a decentralised model with each country managing local processes for capital expenditure approval, mainly on paper forms. At Divisional level there was a desire for greater visibility, smarter approval process and forecast to be spent.

The Solution

A Process Director system, hosted in the cloud, was built to present users with bespoke portlets, showing their assigned tasks and knowledge views. Users can initiate a CapEx request, which contain detailed budget, approved request and monthly cash flow data and applies logic rules to assist the users in completing the forms correctly.

Once submitted, the forms are routed through the relevant workflow, based upon asset category, business unit, budgets and authorisation limits, often requiring approval from as many as six or more people. eMail notifications are sent, containing hyperlinks directly to the forms or if staff are away from their desk, they can simply send one word approve/reject replies with notes, directly from their smart phones.

• Process Director Cloud Edition
• User and group configurable web desktops with portal access to data and processes
• Admin portals with greater visibility and warning screens
• User/Business Unit membership with hierarchy granting permissions to lower levels
• End user management of back-end database through Excel data extraction
• Powerful web CapEx request form offering:
  • Automatic multi-lingual translation of forms
  • All figures automatically shown in local currency and GBP
  • Business unit and category current position report including:
    • Budgets
    • Approved
    • Monthly cashflow forecast
    • Available budget and cashflow
  • Entry for business unit, category, currency etc
  • Entry of request amount and expected cashflow, over up to six years
  • Inter dependant CapEx request linking
  • Rich-text request descriptions with spell check
  • Attachments of any format (XLS, JPG, DOC etc)
  • Comment log, for any participant to add time stamped notes to request
  • Predicted authorisation path shown prior to submit
  • Full audit trail including usernames and dates of all events
  • Integrated sanity checks and rules for entered data
• Automated routing of completed forms through bespoke authorisation paths
• Rejection and Clarification workflow processes
• eMail prompts and timed reminders
• PDF rendition of request forms for notifications and archival
• Automatic processing of eMail responses based on keyword extraction
• Dynamic portal based reporting on live and historic requests
• Excel based reporting via dynamic data merges
• Ability to modify cashflow of approved CapEx requests
• Ability to modify request amount of approved CapExs, forcing re-approval if over certain thresholds

Initial Case Study