Simplifying and Automating Complex Workflows with Inovus Technologies and Creatio
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Overview
Inovus helped MTS, a leading tax consulting service provider, streamline their new hire intake and tax credit determination processes by implementing a customized Creatio solution. This case study explores the challenges MTS faced, the tailored solutions provided by Inovus, and the results achieved.
Client Profile
MTS is a leading provider of tax consulting services for over 600 nursing home facilities. They specialize in optimizing tax credits for hiring staff who meet certain criteria, such as veterans and other qualifying individuals.
Challenges
When businesses hire employees from targeted groups who have consistently faced barriers to employment, such as qualified veterans, SNAP recipients, and SSI recipients, they are eligible for Work Opportunity Tax Credits (WOTC). The WOTC program incentivizes employers to more seriously consider hiring qualified individuals from these disadvantaged groups, closing the employment gap for thousands each year.
However, the WOTC process is highly complex and has a tight turnaround: employers have 28 days after the new employee’s start date to apply.
In order to meet this requirement, MTS was collecting employee information manually from over 600 nursing home facilities. The employee information was then tracked, verified, and calculated through spreadsheets - another manual process susceptible to human error. Unfortunately, this process often led to incomplete or missing information, longer processing times, and facilities not receiving the eligible tax credits they’d earned.
Dedicated to providing the very best service to their clients, the leadership team at MTS looked at this process and decided that, in their words, “There must be a better way.”
Objectives
Ultimately, MTS wanted to become a leader in the WOTC space and gain a competitive business advantage over their competitors.
To achieve that goal, MTS sought a workflow automation software that could do the following:
- Reduce the time and energy spent on manual tasks, like collecting new hire data and calculating WOTC credits
- Generate IRS forms directly from the platform (DOL form 9061, DOL form 9175, IRS form 8850, IRS form 5884)
- Improve government compliance to remove barriers preventing full receipt of eligible tax credits
- Provide up-to-date reporting to their customers of current approved and pending credits for the current tax year
- Achieve greater customer loyalty and satisfaction by evolving the customer support process
- Identify hidden redundancies, where employees may be performing duplicative tasks
Solution
Working hand-in-hand with MTS leadership, Inovus leveraged the Creatio low-code automation platform to optimize operational efficiencies and achieve MTS’ goal of becoming a leader in the WOTC space.
Inovus worked with the MTS team to map out a flowchart that captured their full process, including the basics of their current process, what happens at facilities, and what the employees do to help determine what the process should look like going forward. This helped the Inovus team define a new business process management model that would better maximize and automate their current manual process.
Key components of the solution included:
- Digital forms for on-site data collection, integrated directly with Creatio, empowering MTS clients to quickly and easily collect and enter information on new hires one time.
- The custom third party form sends data to Creatio and then a Creatio automated business process directs the data to a repeatable sequence of steps and business logic. Based on these business rules and certain criteria, eligibility for WOTC benefits is determined and calculated instantaneously in the Creatio platform.
- Additional workflows were created so MTS Tax Specialists are able to identify and follow up on employee eligibility based on the data collected from clients. Automated notifications trigger upon status changes, so MTS Tax Specialists can be instantly informed by the Creatio platform.
- Custom-configured Creatio platform to track and manage employee eligibility and notify tax specialists of status changes.
Implementation
Guidance through six-step process to build their tailored solution.
Analysis & Strategy
Collaborate with stakeholders to assess, identify, and define top priorities and goals, and strategize a framework that promises success.
Discovery & Strategy
Collaborating with MTS to map out a flowchart that included their current processes, identifying inefficiencies and duplicated work. This helped Inovus Technologies define a new business process management model that would eliminate their current manual process.
Building and Testing
Inovus created an automated process improvement framework for end-to-end data collection and calculation. Each aspect of the new process was broken down into the smallest possible component, with Inovus testing each small part then adding them together to make sure they all worked in sequence from start to finish. Each component was demonstrated and tested weekly.
Training
The Inovus team developed in-depth documentation on how to use the new Creatio tools and workflows, training the MTS Tax Specialists to ensure they were proficient in utilizing the tools and workflows that had been built.
Platform
Support from Inovus doesn’t end when a new process is launched. Creatio automatically tracks and checks data submitted, which allows Inovus to quickly address any issues as soon as they occur. Another benefit of Creatio’s low-code workflow management software solution is that bugs are easy to fix as they don’t require users to look through lines of code for an error.
Results
- Working with Inovus improved organization and efficiency in managing complex projects.
- The partnership enhanced client collaboration and satisfaction through shared board views and streamlined feedback processes.
- This project created total centralization of information, documents, and processes in one platform.
With the help of Inovus, KPM was able to use monday.com to improve project organization, efficiency, and client satisfaction.
Conclusion
Inovus' innovative solutions enabled MTS to become a technology leader in the WOTC space, supporting the hiring of people from disadvantaged circumstances in over 600 nursing home facilities.
Results
MTS needed a software solution to address their time-consuming, complex, and manual data processes. Through their work with Inovus, MTS was able to accomplish their business goals of increasing productivity, automating their processes, and providing a better customer experience for the nursing home facilities they work with.
Overall, MTS customers have experienced a decrease in employee time (and operational costs) spent on manual data aggregation and analysis. They also have higher employee compliance, since it’s much easier for new hires to complete the forms necessary to determine eligibility for the WOTC.
Data is now directed to Creatio, initiating an automated data collection and analysis process removing the barrier of spreadsheets, manual data entry, repetitive tasks, and susceptibility to human error.
Ultimately, through their partnership with Inovus, MTS was able to maximize WOTC credits for their clients.
Shortly after launch, MTS showcased their new process and technology solution at a vendor event and leveraged it to gain new prospects and customers, proving they are on track to become a technology leader in the WOTC space.
Enhanced Efficiency
By implementing advanced workflows and centralized management systems, Inovus helps clients improve their project organization and streamline processes, leading to significant time and cost savings.
Improved Collaboration
Inovus’ solutions facilitate better communication and collaboration among team members and clients, ensuring that projects stay on track and stakeholders are kept informed.
Scalable Results
The benefits of partnering with Inovus extend beyond individual projects, providing clients with scalable solutions that can be applied to various aspects of their business operations.
Take Action
Are you ready to transform your project management processes and achieve unparalleled efficiency and success? Partner with Inovus Technologies and leverage our expertise to streamline your operations, enhance collaboration, and deliver exceptional results. Contact us today to learn how we can support your unique needs and help your business thrive.