Overview
Name
A science and technology innovation service provider
Industry
R&D & Technical Services
The service provider faced challenges with lengthy business chains, fragmented data, and compliance risks in managing digital operations for tech enterprises. By partnering with HAP provider Huyuan Technology, it built an integrated platform covering client management, contract workflows, project tracking, finance, HR, and knowledge base. The new system streamlines client onboarding, automatically syncs project and financial data, offers timely compliance alerts, and enables efficient HR and policy management. As a result, over 230 clients and 100 contracts are now managed seamlessly, with automated alerts reducing delays and powering data-driven, compliant operations.
Challenge
The company’s traditional science and technology innovation service management suffered from systemic inefficiencies: fragmented data, manual processes, and no unified digital platform for customer follow-up, qualification management, project finance, knowledge retention, or event analytics—resulting in undetected risks, high operational costs, and poor decision-making support.
Lack of End-to-End Process and Metrics Closed Loop
Lack of an end-to-end process and KPI monitoring—from lead acquisition and risk alerts to project delivery and post-payment reviews—prevents automatic exception triggers and accountability tracking. As a result, management cannot use data to optimize resource allocation or resolve process bottlenecks.
Manual Aggregation of Public Service Activity Data
Event registration, check-in, satisfaction, and outcome metrics are compiled across multiple spreadsheets, with inconsistent definitions, high error risk, and long cycles. This prevents timely dashboards for decision-making and makes it hard to showcase event impact and ROI externally.
Customer data scattered, follow-ups fully manual
Customer data is scattered across spreadsheets, chat logs, and personal devices, with no unified entry point or access controls. Sales follow-ups rely on personal experience and manual notes, causing handoff gaps, duplicate communication, and lead leakage. Management also struggles to track progress and conversion rates in real time.
No Alerts For Tech Qualifications And Policy Window
Without a systematic alert mechanism, The company risks missing critical renewal and filing windows for high-tech and “Specialized, Refined, Differential, and Innovative” certifications as they expire. The team must manually track dates and requirements from multiple sources, making it easy to overlook key deadlines, leading to lapsed qualifications, lost subsidies, and dissatisfied clients.
Contracting, Execution, and Collection Data Fragmentation
Contract signing, project execution, and payment collection are managed in separate systems or spreadsheets, with no unified milestone or reconciliation view. As a result, schedule slippage and abnormal receivables aren’t flagged in real time, undermining cash-flow forecasting and delivery quality, and preventing proactive risk mitigation.
Lack of a reusable knowledge base, slow onboarding for newcomers
Project templates, policy interpretations, application materials, and best practices are not consolidated into a structured knowledge base. New hires must repeatedly consult senior colleagues and search legacy files, resulting in long ramp-up times, slow productivity gains, and inconsistent service quality.
Solution
Leveraging Nocoly HAP, The company built an integrated management system covering clients, contracts, projects, finance, HR, and knowledge—enabling end-to-end digitalization, standardized control, automated workflows, real-time financial sync, license expiry alerts, online HR approvals, and centralized knowledge sharing.
Automated Project Creation and Standardized Execution
After contract approval, the system automatically creates the corresponding project and assigns an owner and team per predefined rules. Standard workflows and milestone gates are preloaded; assignees advance tasks by milestone. The system updates status, progress, and risks in real time, giving managers a single, consistent view across boards and reports to ensure delivery meets standards.
Deliverable-Triggered Collections and Finance Integration
When a project reaches a delivery milestone, the system automatically creates the corresponding collection record and routes it to Finance. Collection plans, payment status, and contract cash flows are presented in a unified view. Finance can reconcile across contracts, projects, and collections with linked reports, while overdue payments trigger automatic alerts—reducing cash risk and improving cash-flow visibility and turnover.
Customer–Contract Closed-Loop Management
In Nocoly HAP, The company established a closed-loop process from customer follow-up to contract execution. Once a customer agrees to proceed, Sales submits the contract for approval; upon approval, key terms are locked and archived in the contract ledger, with automatic linkage between customer and contract records to strengthen traceability and compliance. At signing, the system auto-generates the initial payment entry and pushes it to Finance tasks, reducing manual input and errors.
Digitizing HR processes and unifying records management
The HR module now supports an e-leave workflow with multi-level approvals, mobile submissions, tiered manager reviews, and automatic archiving. Core employee data—personal profiles, contracts, certifications, and attendance—are consolidated in a unified employee dossier, integrated with the access control system to ensure data security and role-based visibility.
Knowledge base consolidation and standard transmission
Build an organization-wide knowledge base to centralize policies, standard operating procedures (SOPs), and work instructions. Unify the publication and version control of project execution, finance, and HR guidelines, and provide role-based access for on-demand retrieval. This ensures consistent governance and accelerates new-hire onboarding.
End-to-End Alerts for Customer Qualification Expiration
Set validity periods and owners for customer qualifications. The system triggers automated, tiered reminders to stakeholders and owners before expiry, creating a closed-loop alert process. Key qualification milestones for tech enterprises are managed with zero omissions, with full audit trails for renewals, annual reviews, and supplemental documentation.
Core Value
Project Execution Panorama Visualization:110 active projects and 214 critical milestones visualized in real time—delays instantly detected and automatically flagged for precise project control.
Improving financial reconciliation efficiency:Automated payment records—triggered by contract and delivery synchronization—reduce manual entry and errors, accelerating reconciliation cycles.
Data-driven campaign operations closed loop:Automated tracking and feedback for 125 public service activities, reaching 296 enterprises with sustained satisfaction above 90%.
Ongoing Accumulation of Knowledge Assets:The knowledge base has consolidated 28 policy and process documents; standard operating instructions cover core scenarios, significantly accelerating new hires’ time-to-autonomy.
Zero Misses on Customer Qualification Expirations:Systematically managed 237 clients with full-coverage, auto-triggered alerts for expiring credentials—ensuring closed-loop execution and eliminating service disruptions and compliance risks caused by overdue renewals.
Standardizing HR processes:The HAP HR module fully records the entire leave approval workflow, with clear audit trails at every handoff—enhancing labor compliance and internal control simultaneously.
Progress alerts driving on-time delivery:Real-time node monitoring and automatic demurrage alerts enable early mitigation of project delays, ensuring stable and controllable delivery cadence.
End-to-end contract lifecycle online:Managed 118 contracts online; automated payment recording from signing to project delivery, with clear, traceable collection milestones—accelerating financial reconciliation.
