Process Transformation for the Silesian Development Foundation

The Silesian Development Foundation faced time-consuming, manual processes for verifying loan applications, which delayed execution and increased the risk of errors. 

The Softwise.ai team helped the Foundation identify critical problems in these processes and proposed a solution using an AI bot to automate key verification stages.

Key Results

The collaboration with the Silesian Development Foundation focused on identifying opportunities to leverage artificial intelligence and optimize business processes to improve organizational efficiency on both strategic and operational levels.

The Softwise.ai team, working alongside stakeholders from the SDF, analyzed key challenges related to the loan application submission process. As a result, they recommended the implementation of an AI bot to significantly enhance operational efficiency and improve the quality of the form submission and verification process.

Potential Benefits of Implementing the AI Bot:

• Process Automation
  The bot enables real-time data verification in external systems and generates reports instantly.

• Time Savings
  Integration with databases such as KW (land registry), REGON, and KRS allows for automatic verification of the information provided in applications.

• Error Reduction
  Automating file naming and streamlining document archiving minimizes the risk of errors.

About the Silesian Development Foundation

The Silesian Development Foundation is a non-governmental organization established in 1992 through the initiative of the German government and the German minority in Poland. Its mission is to support the social, economic, and cultural development of regions inhabited by people of German descent.

The Foundation's key areas of activity include:

• Financial Support: Providing preferential loans for small and medium-sized enterprises.

• Consulting and Administration: Operating an accounting office and offering organizational, technical, and financial advisory services.

• Educational and Cultural Initiatives: Implementing projects that support the development of the German minority and local communities.

The Foundation collaborates with various partners, both domestic and international, to support local initiatives across multiple sectors of life. Through its activities, it strengthens local structures and fosters entrepreneurship in the region.

Key Challenges

During joint Discovery workshops, we identified the following challenges affecting the efficiency of the loan approval process at the Silesian Development Foundation:

Low Operational Efficiency

• The verification process required extensive manual work, taking several hours per application (e.g., checking data across multiple databases such as CEIDG, KW, KRS, and BIK).

• Document management processes, including file naming and archiving, were performed manually, resulting in inconsistencies and significant time consumption.

Issues with Application Forms

• Forms were overly long and complicated, discouraging users and resulting in incomplete submissions.

• Data entered during registration was not automatically transferred to the applications, requiring repeated manual input.

• The absence of email confirmation upon submission and non-intuitive draft-saving functionality caused user confusion.

Lack of Standardization and Technical Issues

• There were no unified rules for required attachments\u2014the list was unclear, and it lacked specific information on which attachments were mandatory and which were optional.

• System errors occurred, such as duplicate attachment fields and the absence of clear instructions for users.

Process

At Softwise.AI, our priority was to deliver measurable benefits to the Silesian Development Foundation as quickly as possible. A critical step was conducting a thorough analysis, which allowed us to identify opportunities to streamline processes and automate manual tasks, effectively supporting the organization’s key operations.

During project execution, we focused on:

• Understanding the main challenges to ensure the proposed solutions were accurate and practical.

• Assessing potential outcomes, including time savings, process quality improvements, and client satisfaction.

• Estimating the time and resources needed for implementation, enabling efficient project management.

Exploration and Analysis

The Discovery phase was a key stage of our collaboration with the Foundation’s stakeholders. We conducted a detailed examination of existing processes and systems to identify areas for improvement and design tailored solutions to meet the organization’s needs.

Initial Analysis

The first step involved conducting a detailed review of the documentation and existing applications used by the Foundation. This allowed us to gain a comprehensive understanding of the current processes and potential interdependencies between systems.

In-Depth Analysis

The next phase included a series of interviews, workshops, and meetings with various stakeholder groups. Our goal was to collect comprehensive insights regarding:

• Challenges in the current work environment, such as the time-consuming manual processes and lack of document standardization.

• Key issues in knowledge management that hindered the organization’s operational efficiency.

• Requirements for the new solution, including functional and non-functional expectations related to the collection and accessibility of materials.

The results of the in-depth analysis were summarized in a report containing detailed information on challenges and initial directions for action.

Target Solution Analysis

Based on the collected insights, we conducted an internal analysis to design possible solutions tailored to the Foundation's needs.

Key activities during this phase included:

• Developing a report describing the approach and proposed tools.

• Presenting process optimization possibilities in three variations, differing in scope, estimated costs, and implementation timelines.

• Conducting consultations with representatives from various groups to ensure the coherence and relevance of the proposed solutions.

Approval

The final outcome of the Discovery phase was the preparation of a comprehensive report presented to all stakeholders.

The report included:

• A full analysis of the current processes and systems.

• Recommendations for tools and methods of implementation.

• Detailed budget and timeline estimates.

During the approval session, we discussed findings, answered questions, and gathered feedback from the Foundation. This enabled us to refine the final recommendations.

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Solution Concept

The solution concept designed by Softwise.ai is based on implementing a bot that automatically verifies data in loan applications using government databases.

This bot eliminates manual labor by automating the multi-step verification process across various systems and registers.

Key features and functionalities of the proposed solution include:

1. Browser-Based Operation

The bot operates within a web browser environment, enabling it to search government websites and other registers. This allows seamless data verification in locations inaccessible via APIs.

2. Integration with Multiple Systems

The solution includes integration with 15 key systems and databases, such as:

• Land and Mortgage Registers (KW)

• REGON

• National Court Register (KRS)

• BIG InfoMonitor

• rejestr.io API

These integrations allow the bot to efficiently verify required information across multiple databases, streamlining verification processes and reducing manual effort.

3. Automated Bot Behavior on Websites

The bot performs sequences of actions automatically, such as:

• Logging into systems on behalf of the user (if required).

• Navigating to appropriate sections.

• Filling fields (e.g., entering user data in input fields).

• Checking or unchecking boxes.

• Selecting options and clicking buttons, such as “Search.”

4. Screenshot Generation

During the verification process, the bot captures screenshots of selected subpages or relevant sections critical for assessing the application. These screenshots are automatically cataloged and saved in dedicated folders, simplifying later analysis.

5. Operations on Excel Files

The bot can also process Excel files containing verification results. It can open, process, and generate screenshots of these files if needed.

6. Presenting Results to Users

The collected verification results are displayed to users in a clear and intuitive manner via the user interface (UI).

This includes:

• A summary of key data.

• Visualization of verification status (e.g., confirming whether all required data has been validated).

• Access to generated screenshots.

7. Automatic Data Entry into the System

Once verification is complete, the results are automatically transferred to the Foundation’s central system, eliminating the need for manual data entry by employees.

8. Error Handling

The system concept is designed to handle potential issues, such as:

• Long response times from registers.

• Query blocks imposed by external systems.

• Data format inconsistencies.

The bot can monitor errors, log them, and attempt to resolve them automatically. For critical issues, the system notifies the administrator.

A New Look for the Application Form

During our analysis, we identified a significant issue impacting the efficiency of filling out the application form: its complex and lengthy structure, which was not user-friendly in terms of UX.

The previous form, full of unintuitive solutions, caused numerous errors and required repetitive entry of the same data. The new version proposed by the Softwise.ai team introduces a simplified structure with section divisions, a progress indicator, and automatic data filling. These improvements significantly enhanced the ease and effectiveness of the application process.

Summary

The Softwise.ai team developed a comprehensive concept for automating the loan application verification process using an AI bot. Through an in-depth analysis of existing processes and close collaboration with stakeholders, we prepared a solution proposal that has the potential to significantly improve application efficiency and enhance customer service quality.

"I would like to express our complete satisfaction with our collaboration with Softwise.ai in identifying opportunities for artificial intelligence and optimizing business processes to improve the efficiency of our organization at both strategic and operational levels.
Under the leadership of Jan Nowak, Softwise.ai demonstrated a deep understanding of our business needs, conducting thorough analysis and providing effective solution proposals. Your professionalism and dedication to meeting our requirements were critical to the project's success.
The results of your work, including the loan application process analysis and the recommended optimization directions, fully met our expectations, offering a clear path to improving our operations.
With full confidence, I recommend Softwise.ai as a reliable partner for process automation projects. Your expert knowledge and client-focused approach guarantee a high-quality collaboration."

Henryk Wróbel, President of the Silesian Development Foundation