Optimizing Digital Approvals: Transforming Manual Processes for Enhanced Efficiency in E-Management and E-Business

This study addresses the inefficiencies of manual document approval processes at MRAS Corporation, where approval workflows between departments span distances up to 14 kilometers, resulting in significant delays, resource waste, and reduced productivity. Despite the global trend toward digitization and automation, MRAS Corporation continues to rely on traditional, paper-based methods. The research aims to design and implement an automated e-approval system using Microsoft SharePoint, Power Automate, and Adobe Acrobat. This solution intends to streamline approvals, minimize physical follow-ups, and enhance resource efficiency, aligning with Lean Six Sigma principles for process optimization. The research methodology follows the DMAIC framework. The Define phase uses a SIPOC diagram to identify process stakeholders and key deliverables. The Measure phase employs Value Stream Mapping (VSM) to analyze current lead times, showing a cumulative cycle time of 611 minutes. In the Analyze phase, a Fishbone Diagram highlights root causes of inefficiencies, including poor communication, manual workflows, and a lack of automation. The Improve phase proposes a digitized workflow, reducing cycle time by 92% to 60 minutes, eliminating travel-related delays. Finally, the Control phase integrates automated reminders and centralized data storage to sustain process improvements. Expected outcomes include a 70% reduction in document approval lead times, significant cost savings in diesel, paper, and ink consumption, and improved employee productivity. This study demonstrates how digital transformation can drive operational efficiency, resource optimization, and a culture of continuous improvement to the Organization.