Automating the Rebate Process for Clean Energy Vehicles
A Case Study in Driving Efficiency
In 2011, the British Columbia provincial government launched the Clean Energy Vehicle (CEV) Program, a visionary initiative aimed at fostering the widespread adoption of electric vehicles (EVs) and other zero-emission vehicles (ZEVs) offering significant environmental and economic advantages. The resulting CleanBC Program was instituted to administer provincial incentives at the point of sale.
As the program grew rapidly, the escalating complexities of rebate processing led our client to partner with Elantis Solutions Inc. for an ingenious solution.
Over 1000 Hours Saved in processing & tracking rebates
ROI Achieved in less than 1 Year
60% faster application development with low-code/no-code solutions
The Challenge
With a meteoric surge in rebate reimbursement claims from a manageable 100 per month to a staggering 5,000 per month, the pre-existing process became unwieldy. Our client, in search of a streamlined approach, envisioned a more efficient process for claim application reviews and approvals. The imperative was clear: establish a single source of truth for claims, eradicate duplicate data entries, and institute a centralized communication system with automotive dealers province-wide. The ultimate goal was to reduce follow-up and turnaround times dramatically.
The Solution
Elantis, with its proven track record in the successful implementation of business process automation for many clients, took charge of the challenge. In a meticulously planned two-phased approach, Elantis rolled out an automation solution to fortify the foundation without overwhelming the workforce and introduced checkpoints to enhance efficiency and viability.
Phase 1: Power Automate and Nintex Transform the Landscape
Elantis developed an automation workflow leveraging Power Apps and Nintex to securely receive claims, eliminate duplicate data entries, and ensure a singular source of truth for claims. Upon claim submission by the car dealership, an email is sent to the program coordinator and support team containing a link to the claim form. Reviewers can change the claim status to “Cancel” or “Require Follow-up,” requiring a note for the reason. If updates are needed, the status is set to “Require External Follow-up,” triggering an email to the dealership with a link for changes. Setting the status to “Require Internal Follow-Up” during the second review prompts the client to update necessary information based on provided notes. If the claim is deemed invalid, the status is set to “Cancel,” notifying the dealership to reapply if necessary.
To approve a claim, each reviewer sets their sections to “Approved.” Upon approval, the claim form is moved from the SharePoint list “Applications” to “Completed Applications” for archiving. The actual review/approval process is done within the Nintex Automation Cloud (NAC) platform.
Elantis also integrated the claims submission information to create a dynamic dashboard for real-time status tracking. This enhanced workflow facilitates easy claims processing, data capture, and integration of disparate systems, and provides a more functional interface for internal and external users.
The Results:
- Established a singular source of truth for claims.
- Eliminated duplicate data entry.
- Created a streamlined and secure claim submission process.
- Enhanced communication with dealerships.
Phase 2: Integration for enhanced functionality
Building on the success of Phase 1, Elantis proposed a comprehensive integration of data from Microsoft Dynamics, Acro Media, and ChamberMaster in the next phase. This integration provides a holistic solution by seamlessly capturing and processing data from various sources, thereby optimizing the claim review and approval processes.
The Results:
- Developed comprehensive data integration from multiple sources.
- Enhanced functionality for internal and external users.
- Improved processing times further.
Solution Summary
- Electric Vehicle Rebate Application: A robust, customized system that accepts rebate applications through digital forms, undergoes a meticulous multi-stage review process, and archives approved claims for future reference.
- Dealer Dashboard: The central hub for dealers to monitor the status of applications and submit new claims.
- Enhanced Functionality: Empowered our client with varied tasks at different times through the claims’ portal, including user management for dealerships. The integration of multiple platforms creates a single source of truth, improves the user experience, and tracks budget and payments of incentives.
Technologies Used
Microsoft Power Automate
Microsoft SharePoint Online
Nintex Automation Cloud
Nintex Analytics
Quick Bites: Your 30 Second Summary
Our comprehensive automation solution featured:
Customized system for Electric Vehicle Rebate Application
Dealer Dashboard for application monitoring and submissions
Integrated platform for enhanced functionality
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