Replacing Sign, Stamp and File with a Digital Approvals Process

The team ran a series of initial MoSCoW workshops and mapped out the F-FDTL's current SOPs (Standard Operating Procedures). Every logistics task moved through a chain of physical signatures and stamps, and that chain was the process: each step existed because a specific person needed to approve it. The main challenge was to maintain that approvals process digitally, making sure the right users were notified at the moment they needed to take action. There was also a requirement to keep paper-based records of each process, so the platform had to work alongside the paper trail rather than pretend it didn't exist.

As with the Personnel Management Platform, this was a workshop-led project. The SOPs were mapped with the people who performed them, and the Trello user-story board gave the whole team, from stakeholders to the remote development team, a shared reference for how every process was meant to flow.

The paper process looked like the problem, but it was really the specification. Sign, stamp and file encoded who was accountable for what, and the design work was translating that trust structure into software rather than replacing it.