The Louvre Museum optimizes its validation circuits with Efalia Process

The Louvre Museum simplifies its validation circuits with Efalia Process

Faced with validation times sometimes exceeding one month for its paper initials, the Louvre Museum has implemented an electronic signature solution based on Efalia Process. This digital transformation, carried out in three pilot areas and then generalized, has made it possible to reduce processing times by four while simultaneously deploying the electronic signature. Thanks to this innovative experimental approach, the Louvre processed 286 initials in the first year with 83% of the documents validated in less than 10 days.

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Challenge

Following the health crisis and the widespread use of remote working, the Louvre Museum has identified the limits of its traditional paper-based processes. An internal audit revealed major dysfunctions in the circulation of initiators, with delays that can exceed one month and complex validation circuits involving numerous intermediaries with no obvious added value.

• Excessive validation times (sometimes more than a month)

• Visa circuits involving dozens of intermediaries

• Difficulties in tracking and traceability of documents

• Recurring blockages in case of absence of validators

• Incompatibility with the development of teleworking

• Need to modernize administrative processes

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Solution

The Louvre has chosen to capitalize on its Efalia Process platform (formerly Workey), which has already been used since 2011 to develop an electronic signature process. This approach made it possible to adapt an existing process developed by Efalia while benefiting from the ease of use of a tool already mastered by the teams.

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Efalia Process

• Dematerialization and process orchestration (BPM) platform

• Electronic signature process adapted to the needs of the Louvre

• Integration of qualified electronic signatures

• Outsourced hosting to facilitate deployment

• Web interface accessible on the go

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Results

• Drastic reduction in deadlines : 51% of initials validated in less than 72 hours compared to more than a month ago

• Improving traceability : Real-time monitoring of the progress of documents with complete history

• Flexible circuits : Possibility to create initials “on the fly” (40-45% of use cases)

• Management of additional visas : Feature that allows you to request additional opinions without blocking the process

• Exemplary adoption : Strong ownership of the tool by the teams with constant increase in use

• Empowering users : 40-45% of initialers created “on the fly” demonstrating mastery of the tool

• Successful deployment : Passage from 3 pilot directions to a generalization in 23 directions

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Key figures

• Processing times: 83% of initials processed in less than 10 days

• Volume processed: 286 initials in 2022, steady increase over the quarters

• Adoption rate : 122 issuers and 62 validators trained with very positive user feedback

• Progression of use: Steady growth from 4 to 111 initiators per quarter

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Return on investment

• Productivity gains : Considerable time savings for administrative teams

• Improving governance : Better control of deadlines and validation circuits

• Facilitating remote work : 100% dematerialized process accessible remotely

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