LD5013 Systems and Processes in Business Context Assignment Sample

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1.0 Introduction: Understanding the Business Situation

FinCorp seeks to change the process, and because of this, most of the company staff travel regularly for a meeting, conference or training seminar. During travelling, employees tends to spend money to purchase such thing as food, lodgings and transportation. When they come back they are called to provide receipts of the amount of money they spent.

Nowadays, employees’ process expense claims by means of paper. Workers have to fill paper expense slips and turn them into their manager. The manager examines the form and then passes it to the finance group for processing. After review by the manager, the finance team checks the form, approves payment. It is a long process which frequently generates errors and delays.

That is why FinCorp is going to introduce a new method. A digital process would be useful in speeding things along, making things easy for workers, and reducing errors. It is the top priority to optimize the current system. Through optimization, it is hoped to reduce processing times, the consumption of resources, and general worker happiness. A highly elaborated process allows the organization to save money and makes employees happy.

LD5013 Systems and Processes in Business Context Assignment Sample

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1.1 Problems in the Current Process

Multiple challenges arise from FinCorp’s present procedure of processing paper expense claims. These challenges make the process go slowly and frustrate everyone involved.

1. Approval Delays

Currently, it normally takes between two and three weeks before an expense claim is approved and reimbursed. The employees get frustrated because they spend too much time waiting. Employees normally are interested to find out when their claims will be approved but are unable to trace it (Wiktorsson, 2024). Finance staff receive a constant flow of inquiries via email and phone from people asking for information about claim status owing to the delay.

2. Manual Errors

Error in the system due to manual processing occurs frequently. Another problem such as receipt being omitted or wrong number being enter also arises. They bring another delays and increase the risk of making mistakes in making payments.

3. No Tracking

Employees cannot track their claim. Once the paper form is submitted, employees’ have no knowledge of its progress. Since they cannot see what transpires with their forms, they are unsure and ask questions several times over.

4. Policy Problems

Sometimes claims are approved even if they contravene the company’s rules. For example, if a claimant asks for more than the meal allowance of the day, this must be detected (Adejumo and Ogburie, 2025). Since everything still needs to be performed in the manual mode, certain errors might be overlooked in the process of the approval. Such scenario can result in the violating of the compliance norms of the company.

2.0 Contribution to the Collaborative Project

The work on this project was cooperative. Everyone had different roles. The student tasked with this write up concentrated on the design of the SharePoint list and played a major role in developing the automation at Power Automate. This was the crucial aspect since it used SharePoint as a storage nexus for claims and Power Automate to automate and accelerate the claim handling process.

1. SharePoint List Setup

One student had to design a SharePoint list that collected all form submissions. The list had columns that included, employee , department, claim amount, reason, date and status. And with this list the entire team was now able to find and manipulate all the information in one place. In this way, the employees could look up any of their claims independently and see what stage it was at.

2. Power Automate Setup

The student also helped to set up flows in Power Automate. As soon as someone filled the Microsoft Form, it was the beginning of the process. Next, it confirmed the answers and added to SharePoint. The flow then went further to inform the right manager about it through email and provide them with an opportunity to approve or deny the claim. This method saved precious time and manual review steps were no longer required.

3. Notifications and Updates Regarding Status

One of the most important tasks was the proper provision for email alerts. When a claim was approved or denied, employees would receive an email from the system (Ahmadi, 2024). The employee would now be automatically updated regarding their claim via email, therefore, there was no need for the employee to contact the finance team around email and phone.

The application of tracking as well as streamlining the workflow were significant changes in the student’s part of the project. It also aligned with FinCorp’s goals of fostering efficiency and making employees stay informed and motivated. [Referred to appendix 1]

3.0 Evaluation of the Proposed Automation

Microsoft Forms, SharePoint, and Azure Power Automate were used to drive the proposed solution. The automated approach overtook the old paperwork system on speed and convenience. Here review is done of the way this solution panned out.

3.1 Benefits

• Faster Process: The online form takes minutes to be filled by employees and gets immediately to the manager’s inbox.
• Less Mistakes: The fact that the forms process automates the transfer of data with no need for entry reduces errors or documents left behind (Rijanto, 2021).
• Checking of Policy: The claims are scanned by the system for indicating those that are above the particular limits (Luo, 2022). In this way, the rules of the company are enforced.
• Better Communication: Employees get email updates. They have a chance of tracking their claim on the spot at SharePoint. This would prevent the need to call staff of the finance department.
• Time Saving: Employees of managers and finance do not have to waste their time on paperwork, or personal handling of form uplink.

3.2 Challenges

• Training Needed: Not all those knowing Microsoft Forms or SharePoint. Proper usage of the system usually necessitates some training for all employees.
• Errors in System: In SharePoint, or Automate of Power, the glitch in the technology can break the full flow of work (Butticè and Vismara, 2022). Constant system maintenance is necessary in avoiding problems.
• Setup Expenses: With Microsoft 365 although the tools are present, in this regard, instituting, and developing the system with the training of staff might needed extra money, and time.
• Change Resistance: Towards change, the reluctant nature is noticed in some staffer to digital systems from paper-based systems (Begum et al. 2022). They may not be comfortable with the change to the digital method.

Even with difficulties, the solution serves FinCorp well and conforms to the company’s strategy. It helps the company to grow and keep its modern presence.

4.0 Social Cultural and Ethical Considerations

It is important to understand the people-side effects when introducing a new digital system. Automation is useful, but it has its fair share of possible issues.

1. Job Worries

A small number of workers may be concerned that automation may replace their job. Finance team for instance, if they were previously doing manual checks, may be questioning hazards of their position (Natanelov et al. 2022). Employees should be assured that the system is to strengthen their roles, not eliminate them.

2. Fair Access

The new system should be easy for everybody at the company to use (Ren, 2022). The experienced staff may not effective with computers, particularly the staffs who are older. Organizations should provision the system and make it simple for the staff to use it and provide training and support to all as required.

3. Data Privacy

The system collects information from workers including their department and the expense that they show up. FinCorp must ensure that the personnel’s data is under protection and that only authorized personnel can access the data (Kowalski et al. 2021). This ensures the company remains truthful and that privacy rules get enforced.

4. Workplace Culture

The system should make it possible to achieve a trusting and open work environment. It may be uncomfortable for employees when they assume the system is watching them continuously (Zhang et al. 2023). An open communication of the functionality and goals of the system must be made by the company.

5. Sustainability

Migration to a digital system is beneficial to the environment. Eliminating paper forms has reduced paper waste by the company (Chin et al. 2024). This enables FinCorp to carry out business in a more green way and reduce its footprint on environment. Technology adoption is an important part of sustainability for businesses.

5.0 Recommendations for Future Improvements

While the new digital system performs well, there are possibilities of improvement in the next few years. These recommendations will help FinCorp grow, and a more efficient system is not far behind.

1. Add AI to Scan Receipts

One day, the system will be able to identify receipts automatically with the help of artificial intelligence (AI). Employees can just take a picture of the receipt and the system will fill out the form automatically. This strategy will save more time and less chance of errors.

2. Use a Mobile App

Since most employees would commute and frequently use the system through their mobile phones, preference lies with a mobile friendly solution. Employees can submit claims through a mobile app or mobile friendly form from anywhere.

3. More Finance System Integration

Currently, the system automatically emails the finance team. Later on, the program can automatically send data to the company’s finance systems. This would fasten up the payment procedure and reduce the manual work.

4. Feedback Tool

An easy feedback section would enable the company to find out about the employees’ experience concerning the system. Employees can speak about what they like about the system and what problems they have. That way the company can still get better.

5. Training Videos

Create simple followable video instruction manuals so that workers can learn on how to use the system. This strategy will help the employees to learn the system within the shortest time possible without burning too much fuel, especially the new players of the process.

6. Live Chat

It is also useful to have live chat or help on the system. While filling the online form, people can question some details or instructions. If there is a chat button workers will have access to aid in real-time rather than having to wait or request help through email. Employees, in turn, can experience faster results and a more comfortable interaction.

Reminders can be sent by email to the company for not forgetting anything. For example, the system can remind managers using an e-mail whenever they forget to accept a claim. This will eliminate delays and the process becomes less chaotic.

Perhaps it would be of help to FinCorp to think about the availability of the system in several languages. Everyone is not as conversant with English as the rest, so other language options will make things more comfortable. This will make the system friendly to all its users and easy to use.

Company system audits periodically offer a means to spot and fix problems before they become problems. Such checks help diagnose any problems as early as possible and to solve them promptly in order to ensure system health. It helps the system to remain strong and function well hence consistently.

In addition, the company needs to factor in that the system’s capacity should be scaled up in order to cater for possible expansion. As the company expands and employs more individuals, the system needs to continue to be in a position of handling the rising numbers of claims without much effort. It can pay off in the long term to begin planning for growth immediately to provide more effective and less expensive operations.

6.0 Conclusion

The past expense claim handling at FinCorp was plagued by great problems, which included delayed approval, errors, and poor tracking. Adoption of a digital solution using Microsoft Forms, SharePoint and Power Automate will address these problems for the company. The renewed system no longer takes long to process claims and is more reliable and easier for both staff and managers to use.

The student helped putting the SharePoint list and flows into Power Automate. These changes make workflows easier and push FinCorp for improved efficiency and support for an employee.

But there are still some problems that remain such as training of employees and technical glitches. However, the benefits of this change are great. The system can become even more effective in case AI scanning and mobile access will be introduced with the further updates. In the end, this project shows the potential impact that can be made using technology wisely in a business.

Reference List

Journals

• Adejumo, A.P. and Ogburie, C., 2025. Blockchain for Fraud Prevention: Transforming Accounting and Finance. Futurity Proceedings, 2.
• Ahmadi, S., 2024. A comprehensive study on integration of big data and AI in financial industry and its effect on present and future opportunities. International Journal of Current Science Research and Review, 7(01), pp.66-74.
• Begum, A., Munira, M.S.K. and Juthi, S., 2022. SYSTEMATIC REVIEW OF BLOCKCHAIN TECHNOLOGY IN TRADE FINANCE AND BANKING SECURITY. American Journal of Scholarly Research and Innovation, 1(01), pp.25-52.
• Butticè, V. and Vismara, S., 2022. Inclusive digital finance: the industry of equity crowdfunding. The Journal of Technology Transfer, 47(4), pp.1224-1241.
• Chin, M.Y., Ong, S.L., Ooi, D.B.Y. and Puah, C.H., 2024. The impact of green finance on environmental degradation in BRI region. Environment, Development and Sustainability, 26(1), pp.303-318.
• Kowalski, M., Lee, Z.W. and Chan, T.K., 2021. Blockchain technology and trust relationships in trade finance. Technological forecasting and social change, 166, p.120641.
• Luo, S., 2022. Digital finance development and the digital transformation of enterprises: based on the perspective of financing constraint and innovation drive. Journal of Mathematics, 2022(1), p.1607020.
• Natanelov, V., Cao, S., Foth, M. and Dulleck, U., 2022. Blockchain smart contracts for supply chain finance: Mapping the innovation potential in Australia-China beef supply chains. Journal of Industrial Information Integration, 30, p.100389.
• Ren, S., 2022. Optimization of Enterprise Financial Management and Decision‐Making Systems Based on Big Data. Journal of Mathematics, 2022(1), p.1708506.
• Rijanto, A., 2021. Blockchain technology adoption in supply chain finance. Journal of Theoretical and Applied Electronic Commerce Research, 16(7), pp.3078-3098.
• Wiktorsson, M., 2024. Transforming Insurance Claims Management: A Study on Business Process Management in the Insurance Industry.
• Zhang, B., Yang, H., Zhou, T., Ali Babar, M. and Liu, X.Y., 2023, November. Enhancing financial sentiment analysis via retrieval augmented large language models. In Proceedings of the fourth ACM international conference on AI in finance (pp. 349-356).