CPN centralizes processes, eliminates silos, and achieves full traceability 

The challenge of sustaining governance in a growing operation

In the financial sector, growth and governance must advance at the same pace. Policía Nacional Cooperative (CPN) faced the challenge of sustaining a billion-dollar operation while still relying on isolated tools and decentralized workflows.

In practice, each department maintained its own controls and files. Requests were initiated by email, approved manually, and stored in local folders or shared drives. The lack of integration led to rework, made it difficult to measure performance indicators, and limited visibility into the real status of processes.

In addition, consolidating information for audits or executive meetings required manual searches and parallel validations, consuming team time and increasing the risk of inconsistencies.

The strategic decision for an integrated platform

Given this scenario, it became essential to establish an approach that would centralize and standardize the management of processes, documents, and critical requests, ensuring greater control, confidentiality, and regulatory compliance.

For David Méndez, Planning, Processes and Projects Manager, choosing SoftExpert met the need for a solution that would not only automate tasks but also structure management in an integrated way. The ability to interconnect processes, documents, and action plans on a single platform, aligned with the cooperative’s process management and continuous improvement model, was a key factor in the decision.

Digitalization of critical processes and cross-functional adoption

The implementation took place across the organization, involving different departments and hierarchical levels.

The initiative prioritized strategic and administrative processes, including:

• Audit and Board of Directors Management
• Formalization of General Management guidelines
• Centralization of the regulatory framework (policies, procedures, and instructions)
• Executive workflow automation
• Travel and expense reimbursement requests
• Employee medical records management

With SoftExpert Suite, each process now follows a predefined workflow within the platform, with clearly defined responsibilities, deadlines, and approval levels. Notifications are generated automatically, documents are linked to their respective processes, and all interactions are recorded in the system history.

Document management now operates with automatic version control, record of responsible parties for each update, and full traceability for audit purposes. This ensures that only current documents are available and that any changes can be tracked.

What daily operations look like today

Today, employees submit requests directly through the platform, attach the necessary documents, and track progress in real time. The system automatically routes the workflow to the designated approvers, sending alerts and recording deadlines.

Department managers can view consolidated dashboards with request status, volumes by department, and performance indicators. Executive leadership has immediate access to up-to-date information for decision-making, without relying on manual consolidation or long email exchanges.

What previously required multiple parallel interactions is now managed in a single, structured, and fully traceable environment.

Direct impact on efficiency and compliance

The transformation had a direct impact on CPN’s operational indicators, enabling the cooperative to sustain 15.63% growth in average assets without a proportional increase in operating costs.

Among the main results:

• 50% reduction in response times for internal requests and reimbursement and travel processes, with the elimination of email approvals and clearly defined responsibilities
• 100% traceability in Audit and Board of Directors documents
• 34% increase in administrative productivity due to the reduction of manual tasks
• Significant reduction in the use of paper and physical files

Process standardization also strengthened regulatory compliance and simplified internal and external audits.

Next steps: advancing with Artificial Intelligence

As part of its continuous digital transformation strategy, the cooperative plans to implement new features based on Artificial Intelligence to further optimize processes, incorporate predictive analytics, and strengthen support for strategic decision-making.