Automated Staff Replacement Approval System.

A workflow automation that removed approval bottlenecks and made status progression predictable.

Context.

Replacement approvals were handled through fragmented manual channels. This created delays, duplicated follow-up work, and low visibility into where requests were blocked.

Challenge.

The process needed a consistent intake structure, clear routing logic, and transparent status tracking. It also needed to hold up under sustained request volume without introducing new manual work.

Solution.

I built a decision-ready workflow layer that standardizes request handling from intake through closure.

• Structured intake to capture complete request details at first submission.
• Routing logic aligned to real decision ownership across approval stages.
• Clear status states so requesters and approvers can see progression quickly.
• Close-out rules to prevent unfinished requests from lingering in the system.

My role.

I owned workflow design and implementation.

• Mapped actual process bottlenecks and simplified handoff loops.
• Designed status language for non-technical stakeholders.
• Implemented tracking outputs to reduce manual updates.

Impact.

• 200+ requests processed end-to-end.
• Reduced follow-up pressure through clearer visibility and transitions.
• Improved turnaround consistency by removing manual coordination overhead.

Artifacts.

• Public-safe process map available on request.
• Redacted tracker views available on request.
• Before-and-after process summary available on request.

Lessons.

• Automation value comes from predictability, not speed alone.
• Status design is product design, not administrative detail.
• Closing loops is essential to prevent hidden manual rework.