VPlex software solutions · Solutions portfolio
AI & business automation
Solutions for better business processes
Redesign the work. Connect the systems. Put AI and automation into everyday service delivery.
Business value
The work we help improve
Start with a visible business problem and a result the process owner can assess.
Repeated manual work
Reduce re-entry and routine checking across applications.
Slow or unclear approvals
Give requests an owner, a route and a visible status.
Information that is hard to use
Turn documents and approved knowledge into usable answers and records.
Service teams under pressure
Handle selected enquiries and transactions, with a clear route to staff.
Agree a baseline for effort, cycle time, quality or service completion before implementation.
Our solutions
A connected solutions portfolio
Select one service or combine capabilities around a complete business process.
Process and automation
Business Process Reengineering (BPR)
Find the causes of delay and redesign how work reaches completion.
BPM and Appian applications
Connect requests, approvals and case work in a process people can follow.
RPA and work automation
Automate recurring transfers, checks and reconciliations with visible exception handling.
Knowledge and intelligence
Enterprise knowledge assistants
Give employees a clear answer from the information they are allowed to use.
AI agents for business tasks
Complete defined tasks across systems with approvals and a verified outcome.
Document intelligence
Turn incoming documents into validated information and the next business action.
Service experiences
Customer and employee chatbots
Help people find information, submit requests and follow progress through conversation.
Voice bots for service operations
Handle selected calls and appointment tasks with clear confirmation and staff transfer.
Business applications and portals
Give customers, employees and suppliers a clear way to request and follow a service.
System integration, quality evaluation and operating support connect the portfolio.
Business process reengineering
Redesign how work reaches completion
Find the causes of delay before choosing technology. BPR is available as a standalone consulting engagement; implementation follows the agreed scope.
BPR, BPM and RPA
Different services address different decisions in the same business process.
| Service | Business question | Main output |
|---|---|---|
| BPR | How should the process work? | Approved process design, roles, procedures and a change roadmap. |
| BPM / Appian | How do we run the agreed process? | Forms, cases, approvals, task queues and monitoring. |
| RPA | Which repeatable system tasks can we automate? | Automated tasks with exception handling and recovery. |
BPR is available as a standalone consulting engagement. Implementation follows the agreed scope.
Process diagnosis and the AS-IS map
Use evidence to locate delay, repeated work and unclear responsibility.
Define the scope
Agree the process boundaries, business variants and accountable owner.
Follow actual cases
Trace representative requests through people, systems, decisions and exceptions.
Find root causes
Use timestamps, work samples and interviews to investigate waiting, repeated entry, rework and duplicate checks.
Establish the baseline
Record workload, cycle time, handling effort, errors and returned requests.
Agree the diagnosis with the people who perform and own the process before designing changes.
TO-BE process design and control
Build a simpler operating process with clear decisions and measurable targets.
Remove waste
Remove avoidable handoffs, repeated checks and redundant approvals where policy permits.
Redesign the flow
Simplify the route and parallelise independent work where appropriate.
Assign ownership
Define the process owner, decision authority and exception responsibility.
Set controls and targets
Retain required checks and agree performance targets against the baseline.
Prepare adoption
Plan process validation, procedure updates and training for the affected teams.
Review the TO-BE process with its owner and test normal work, exceptions and role changes. Targets are agreed against the baseline and checked after implementation.
Your process reengineering deliverables
Receive an operating design and a practical plan for putting it into use.
| Deliverable | What the client receives |
|---|---|
| AS-IS assessment | Process map, case evidence, bottlenecks and root-cause findings. |
| TO-BE operating design | Future flow, approval rules, exception paths and ownership. |
| SOPs and RACI | Work instructions and a responsibility matrix for each role. |
| KPI scorecard | Metric definitions, measured baseline, agreed targets and review owners. |
| Change roadmap | Pilot, training, priorities, dependencies and selected automation opportunities. |
The process owner approves the design, targets and roadmap before implementation.
A purchase-request process, redesigned
Illustrative case: repeated checks and unclear handoffs delay an approved request.
| Process step | Current pattern | Redesigned process |
|---|---|---|
| Submit | Email requests arrive with missing information. | One intake standard identifies required details before review. |
| Check | Two teams repeat the same completeness check. | One completeness check. Required budget and purchasing controls remain. |
| Approve | Every request follows the same approval chain. | Routing follows the approved type, value and authority rules. |
| Record | Staff re-enter approved information in another system. | Define the transfer step and assess suitable integration or RPA. |
| Follow up | Staff chase status and restart unclear exceptions. | A named owner tracks status, corrections and outstanding decisions. |
Illustrative redesign. Compare cycle time, handling effort, return rate and approval stages against the baseline.
Service design
Scope matched to the task
The required outcome determines the information, connections and controls.
Information assistant
- Typical experience
- Explain policies, requirements or service information.
- Delivery focus
- Approved content, references and answer evaluation.
Connected service assistant
- Typical experience
- Check a case, create a request or update a booking.
- Delivery focus
- Identity checks, integrations, confirmation and handover.
Coordinated task agent
- Typical experience
- Complete a defined task across systems and approvals.
- Delivery focus
- Permitted tools, workflow state, recovery and verified results.
Each scope can use chat or voice where suitable. The proposal defines channels, languages, workload, operating coverage and acceptance criteria.
These are scope options, not fixed packages or guaranteed capability levels.
Practical AI work patterns
Choose a business task with useful information and a reviewer who can judge the output.
Deliver a usable review output connected to the next step in the process.
Case summaries
Bring the history, supporting documents and outstanding actions into a referenced brief for the case owner.
Request triage
Identify the request type, missing information and suggested team, with the reason for the proposed route.
Feedback analysis
Group comments into themes, show supporting examples and prepare priorities for management review.
Operational insight for management
Connect service measures with the cases behind them: locate overdue work, inspect repeated delays and show the owners and next steps.
Connected solutions
System integration and connected records
Link the workflow to the systems your organisation already uses.
ERP and finance
Purchase orders, invoices, reconciliation and approved postings.
CRM and service
Customer context, enquiries, cases and follow-up.
HR and employee systems
Employee records, requests and onboarding tasks.
Operational applications
Work orders, documents, notifications and service status.
Receive interface definitions, field mappings, access rules, failure handling, monitoring and reconciliation checks.
Select APIs, connectors or suitable RPA according to available interfaces and the agreed system ownership.
Connected use cases
Invoice processing and approvals
Combine document intelligence, workflow and system updates around one business outcome.
Receive
Capture the invoice and retain its source reference.
Validate
Extract fields and check required details against available purchasing records.
Review
Assign uncertain values and mismatches to the responsible person.
Approve
Apply the approved policy and record the authorised decision.
Update
Create the permitted system record, verify it and return the status.
Measure processing effort, exception rates, approval time and verified completion.
Illustrative solution journey. Purchasing checks, interfaces and financial authority are defined for the engagement.
Employee onboarding and HR services
Coordinate the employee journey across HR, IT, facilities and the relevant systems.
Collect
Receive employee details and required documents through a clear intake route.
Check
Review completeness and resolve missing information before dependent tasks begin.
Coordinate
Assign approved actions to HR, IT and facilities, with owners and due dates.
Support
Answer permitted policy questions and route employee service requests.
Complete
Show outstanding tasks, verify readiness and record the handover.
Measure readiness, task completion, missing information and repeated follow-up.
Illustrative journey. Employee information and account actions follow the agreed access and approval rules.
How the capabilities connect
Coordinate channels, information and execution around the business process.
User channels
Portals, applications, chat, voice and email capture the request and show progress.
Process coordination
Cases, rules, plans, approvals and exceptions maintain the state of the work.
Knowledge and AI
Permitted records, documents and selected models support interpretation and answers.
Execution
APIs, connectors and RPA carry out authorised actions and verify outcomes.
Systems and data
ERP, CRM, HR and operational systems retain their agreed record ownership.
Identity, permissions, information handling, action history, evaluation, monitoring and recovery apply across the service.
Application areas
Examples across business sectors
Use a familiar process to identify a focused starting point.
Banking, finance and insurance
Customer onboarding, document review, claims intake and reconciliation.
Public sector and education
Applications, correspondence, student services and departmental approvals.
Healthcare and telecommunications
Appointments, administrative enquiries, identity checks and service requests.
Retail, commerce and logistics
Order or shipment enquiries, returns, supplier documents and exceptions.
Industry, energy, property and facilities
Work orders, maintenance requests, contractor tasks and completion records.
Illustrative applications, not a list of delivered client projects. The process, data and decision boundaries are selected for each engagement.
Delivery
Delivery with clear review points
Each stage produces a result that business and technical owners can inspect.
Discover and redesign
Map the process, baseline, users and improvement priorities.
Define the solution
Agree scope, rules, integrations, responsibilities and acceptance criteria.
Build and demonstrate
Deliver working increments and review representative business journeys.
Validate and release
Test normal work, exceptions, access and recovery before the release decision.
Handover and improve
Train owners, transfer the agreed assets and review measured operating results.
The delivery plan sets dates after scope, environments, access and reviewers are confirmed.
Engagement team and responsibilities
A delivery team connects business understanding with technical execution.
Solution Architect
Defines architecture, integrations, data flows and the operating design.
Business Analyst
Maps processes, clarifies rules and defines representative acceptance cases.
Project Manager
Coordinates scope, dependencies, stakeholders and delivery decisions.
Team Leader
Coordinates developers, reviews implementation quality and resolves blockers.
Developers
Build, configure, integrate and test the solution, then support handover.
Allocation is defined per engagement. Client process, technical and operating owners retain their approval responsibilities.
Deployment that fits the environment
Choose the operating model around information, integration and support requirements.
On-premises or local components
Assess local infrastructure, model capacity, licences and available support.
Private cloud
Define the dedicated environment, information location, connectivity and operating ownership.
Approved hosted services
Select permitted external services with clear information flows, usage costs and continuity arrangements.
Confirm deployment support for each selected product and component. Offline operation is a separate design and validation requirement.
Human review and service continuity
Keep work moving when a question, document or action needs a person.
Recognise
Identify missing evidence, ambiguous requests, approval needs or failed actions.
Prepare
Preserve the conversation, checked details, supporting sources and work already completed.
Route
Assign the case to the responsible team with its priority and required decision.
Continue
Show the user the current status and resume the approved next step when ready.
Measured by handover completeness, correct ownership, waiting time and completion after resumption.
AI quality and ongoing improvement
Evaluate real business work before release and after meaningful changes.
Define the test set
Use representative questions, documents, conversations, roles and exceptions. Include required Arabic and English scenarios.
Agree acceptance
Set service-specific measures for correctness, permissions, completion, response time and human review.
Inspect the result
Record observed behaviour, source evidence, failed cases and the release decision.
Maintain the service
Assign content owners, monitor unresolved work and review changes to models, prompts, integrations or business rules.
A pilot establishes results for its tested scope. Production readiness also covers operating capacity, recovery and support.
What your team receives
A usable solution includes the assets and knowledge needed for operation and future change.
Process and design
Process maps, business rules, architecture, data flows and permissions.
Working solution
Agreed applications, automations, integrations and deployment materials.
Acceptance evidence
Test results, business acceptance, remaining issues and release decisions.
Operating package
Runbooks, monitoring, exception handling, recovery and support contacts.
Training and ownership
Exercises for users, administrators and maintainers, with named operating owners.
The proposal defines source/configuration rights, component terms, training scope and continuing support.
Support after launch
Define how the service stays useful as workloads, content and systems change.
Monitor the service
Track availability, failures, unresolved queues and agreed business measures.
Resolve and recover
Triage incidents, assign an owner and restore interrupted work using the agreed recovery plan.
Maintain quality
Review content, rules, integrations and AI behaviour after relevant changes.
Plan improvements
Prioritise changes using user feedback and observed operating results.
Coverage hours, severity levels, response targets, exclusions and responsibilities are agreed in the support scope.
Ways to engage
Engagement options
Match the engagement to the decision and evidence the organisation needs.
BPR assessment and redesign
- What you receive
- AS-IS evidence, TO-BE design, roles, procedures and a change roadmap.
- Decision it supports
- Which change should we make first?
Focused pilot
- What you receive
- Working test, observed results and clear limits.
- Decision it supports
- Can the approach handle our cases?
Implement
- What you receive
- Connected solution, acceptance evidence and handover.
- Decision it supports
- Is the service ready for release?
Support and improve
- What you receive
- Agreed monitoring, incident support and improvement review.
- Decision it supports
- How do we keep the service reliable and useful?
Scope, fees, licences, hosting, dates and service commitments are defined in the individual proposal.
What defines scope and investment
Complexity depends on the service journey and its operating requirements.
- Process and users
- Journeys, variants, roles, approvals, exceptions and change requirements.
- Systems and information
- Integrations, document types, data quality, permissions and migration.
- Channels and language
- Web, chat, telephony, Arabic/English scenarios and selected dialects.
- Workload and deployment
- Volumes, concurrency, response targets, hosting and infrastructure.
- Operation and ownership
- Monitoring, support hours, training, licences and asset rights.
The commercial proposal separates implementation from licences, hosting, model/telephony usage and ongoing support.
An illustrative business value case
Measure the work that changes and the effort that remains.
200
Current monthly hours
90
Remaining monthly hours
110
Potential hours released
Illustrative baseline: 1,200 cases per month at 10 staff minutes each.
| Remaining work | Assumption | Hours |
|---|---|---|
| Routine handling | 1,200 cases at 3 minutes | 60 |
| Exception review | 10% of cases at 10 extra minutes | 20 |
| Operating follow-up | Monitoring and recurring staff tasks | 10 |
Hypothetical calculation, not a project result. Capacity released is not automatic cash savings. Include all delivery and operating costs.
About us
About VPlex
VPlex is an IT software company specialising in ERP (Enterprise Resource Planning), IoT (Internet of Things) and Low-Code development, committed to helping businesses improve their operations and overall efficiency. Alongside its UniPlex products, VPlex offers services that include AI and custom solutions.
Our mission
To be a catalyst for business transformation: simplifying complex processes, fostering connectivity and propelling growth through tailored software solutions.
Why VPlex
Innovation: Staying at the forefront of technology, so clients benefit from the latest in ERP, IoT and Low-Code development.
Customization: Every business is different, so solutions are tailored to its specific requirements.
Expert team: Professionals with extensive experience in IT, focused on the quality of service and delivery.
Client-centric approach: Working closely with clients to understand their goals and challenges, and delivering solutions that drive tangible results.
Next step
Start with one business process
Use a focused discussion to define the first useful scope.
Understand the work
Identify the process owner, users, volume, delays and common exceptions.
Review the environment
Map the systems, information, available interfaces and operating constraints.
Agree the opportunity
Select the outcome, success measures and the most suitable first engagement.
The next deliverable is a defined assessment, pilot or implementation proposal.
Tell us about the processContact
Tell us about the process
Describe the process you want to improve. We will get back to you to agree the first useful scope.