Modernize Regulation and Policy Management for a Large Enterprise

Client

A large enterprise in the Hungarian energy sector, playing a key role in the country’s electricity supply and engaged in diverse, cross-border activities within the industry.

Challenge

As the operator of the national electricity grid, our client places special emphasis on regulatory compliance and transparency. As a state-owned organization, the precise registration, accessibility, and approval of internal policies are fundamental legal and operational requirements.

However, policies were not managed in a central, unified system, which often made it difficult for employees to find the most relevant and up-to-date versions.

Reviews and approvals took place exclusively through email discussions, which made collaboration difficult and hard to track – especially when multiple stakeholders were involved.

This not only increased turnaround times but also raised the risk that policies of critical business or national importance would not reach all stakeholders in time. As a result, organizational risks grew, making the introduction of a more structured and transparent system necessary.

Solution

In the first phase, a centralized, searchable SharePoint-based Policy Repository was established, containing both previous and current policies. Users can access documents through an intuitive interface, searching by keywords, topics, or validity.

In the second phase, policy approval and version management processes were migrated to the Docuflow platform. The system supports the creation and approval of new policies, modifications to existing ones, and the deactivation of outdated documents.

Any employee can initiate a policy process. Policies can be reviewed and approved by all relevant departments, with the option for multiple review rounds and precise tracking of changes. A final version becomes effective only with executive approval.

Docuflow ensures easy initiation, deadline tracking, full transparency, and accountability: every step is traceable, clearly documenting who approved what and when. Approved policies are published on schedule in the Policy Repository, and each new version automatically replaces the previous one.

Implementation was completed within a few weeks, and the solution was integrated as a service into the company’s internal Infranet systems. The project’s success was demonstrated by its recognition in the client’s internal innovation competition.

Results

As a result of the project, our client’s policy management process became more transparent, faster, and easier to track. Employees now access policies through a centralized, user-friendly platform, while approval processes take place in a structured, digital format. The solution supports regulatory compliance, strengthens internal control, and improves day-to-day operational efficiency.

Key achievements: