When Small Changes Can Have Big Impact: Fluenta One's Safe Change Management

Modifying corporate processes is rarely simple. In many cases, large-scale, radical changes are implemented in old, monolithic systems, triggering varying degrees of organizational resistance as they drastically alter employees' daily work. However, the Fluenta One platform takes a unique approach to make this process safe and transparent: its microprocess-based architecture enables continuous, rapid modifications in small increments.

The World of Microprocesses

Fluenta One approaches corporate processes fundamentally differently than traditional, rigid modular systems. The platform interprets every process as a network of microprocesses – breaking them down into smaller, precisely defined units serving specific business objectives. These microprocesses connect to each other in sequences that align with business logic.

For example, an enterprise source to contract (S2C) process can be broken down into55 separate microprocesses. Each microprocess operates as an independent unit with its own logic, connection points, and rule sets. It's precisely this microprocess-based logic that enables quick and flexible process modifications.

Adding New Microprocesses

Imagine that a procurement process originally consisted of 37 microprocesses and didn't include an ESG audit. However, new regulations make it mandatory to screen suppliers according to ESG principles. In this case, we simply insert an ESG evaluation microprocess – like adding a new Lego brick to the sequence – at the appropriate place determined by business logic, and the process will now consist of 38 microprocesses.

This same flexibility applies when we want to skip certain steps or automate a process element at a higher level.

Increasing Automation Levels

The degree of automation can be set separately for each microprocess. You can choose from four levels: at the manual level, the entire process requires human intervention; at the supported level, targeted tools help and accelerate human work; at the collaborative level, the process is largely automated but requires human oversight; and at the automatic level, the entire process runs independently.

One key to successfully implementing automation is gradualness. This gradualness is enabled by microprocess logic. It's advisable to elevate only one or two microprocesses to a higher automation level at a time. Let's take a concrete example: if contract creation previously worked by templates and clause libraries helping staff prepare contract drafts (supported level), then in the next step, an AI agent can be deployed that actively participates in developing the draft and makes suggestions for optimizing it (collaborative level).

A Concrete Example: Automating Invoice Verification

Let's look at a real case where a company wants to automate invoice verification but is concerned about the impact of changes.

Original Process:

1. Invoice arrives on paper or by email (manual)
2. Administrator enters it into the ERP and assigns it to the organizational unit (manual)
3. Organizational unit contact forwards it to the project manager (manual selection)
4. Project manager compares it with the order and forwards it to their direct supervisor (manual)
5. Direct supervisor approves and forwards it to the department head (manual)
6. Department head approves (manual)
7. CFO approves based on cash flow plan (manual)

The Problem: The approval path exists in each employee's head but isn't recorded in the system. At every step, someone must manually select who to send it to next.

Automated Process:

1. Email monitoring watches for incoming invoices.
2. OCR and AI agent extract data and enter it into the ERP.
3. AI agent identifies the project based on the data and finds the associated performance certificate in the database. If no performance certificate is found, it forwards to the project owner for approval.
4. If necessary, the system automatically determines the approval path based on if-then logic (project manager → direct supervisor → department head).
5. Automatically routed to the CFO for timing according to the cash flow plan.
6. Statuses update in the ERP via API at each step.

Why Is This Approach Revolutionary?

Change management in traditional enterprise systems is like steering a giant tanker – slow, unpredictable, and once it's in motion, hard to stop. Fluenta One's microprocess-based approach is more like a flotilla: each unit can maneuver independently, but they move toward the goal together.

This isn't just a technological difference, but a philosophical one. Change isn't a threat, but a tool for continuous improvement. Companies can finally be truly agile – not just in the trendy sense of the word, but in the practical sense as well.

Conclusion: Change as Competitive Advantage

Fluenta One's change management capabilities enable companies to:

• Respond quickly to new business requirements
• Introduce innovations with minimal risk
• Continuously optimize their operations
• Learn and develop their processes

In the digital age, the key to survival is adaptability. Fluenta One doesn't just enable change – it makes it safe, predictable, and efficient. Because the future belongs to those who aren't afraid to change, but know how to do it right.

Want to see how all this works with your processes? Request a personalized demo and discover the benefits of safe change management!