How Waitomo District Council accelerated process mapping after replacing Promapp
By replacing Promapp with a platform that combines process mapping, forms, and automation, Waitomo District Council accelerated process improvement across the organisation.
processes mapped in Flowingly in two weeks
processes previously mapped in 7 months
faster process mapping
tools for the cost of what they paid for 1
Organisation
Waitomo District Council
Industry
Local Government
Region
New Zealand
Products Used
“We could do the process mapping as well as the electronic forms and the automation all in one platform, for almost the same price as Promapp.”
“In Flowingly, you can quickly grasp the idea of a process – how big it is, how small it is, or how long it will take to follow.”
The Organisation
Waitomo District Council is a local government authority responsible for providing services and infrastructure across the Waitomo district in New Zealand.
Like many councils, the organisation manages a wide range of internal processes while balancing efficiency, transparency, and accountability for the communities it serves.
We spoke with Saeed Jouzdani, Chief Information Officer, and Abin Alikunju, Business Analyst, about their experience transitioning from Promapp to Flowingly and how the council is accelerating process improvement across the organisation.
The Challenge
Before Flowingly, Waitomo District Council relied on Promapp to map and document internal processes.
However, process mapping was slow and inflexible. Promapp’s rigid structure made it difficult to capture complex workflows accurately, often resulting in simplified maps that didn’t reflect how work actually happened across the organisation.
At the same time, the council wanted to move away from manual processes and begin automating workflows. Their existing automation tool, Power Automate, required significant training and technical resources to use effectively, making it difficult to roll out automation across teams.
Maintaining separate tools for mapping, forms, and automation also added cost and operational complexity.
The council needed a more flexible and cost-effective platform that would allow them to map processes clearly while also enabling automation.
The Solution
While exploring alternatives, Waitomo District Council discovered Flowingly.
Unlike their previous setup, Flowingly brought process mapping, electronic forms, and workflow automation together in a single platform.
“We can kill three birds with one stone… for almost the same price as Promapp.”
— Saeed Jouzdani, CIO, Waitomo District Council
The platform’s visual interface made it easier for staff to understand and adopt. Because Flowingly’s layout felt similar to tools like Microsoft Visio, teams were able to start mapping processes quickly.
“The UI was way more user-friendly. It’s very close to Microsoft Visio, which we were more familiar with.”
— Abin Alikunju, Business Analyst, Waitomo District Council
Flowingly also enabled the team to model workflows more accurately using branches, conditions, and decision points. Instead of documenting processes first and improving them later, teams could now map and refine processes simultaneously.
One of the biggest improvements for the council was being able to map and improve processes at the same time.
Instead of documenting workflows first and revisiting them later, teams could refine processes while they were being mapped. This made it easier to identify inefficiencies and implement improvements immediately.
The visual clarity of Flowingly’s process maps also made workflows easier to understand across the organisation.
Results
Flowingly had an immediate impact on the speed and effectiveness of process work at Waitomo District Council.
“We mapped about 70 processes in six to seven months with Promapp. With Flowingly, we went through about 30 processes in less than two weeks.”
— Abin Alikunju, Business Analyst, Waitomo District Council
The ease of use and built-in automation capabilities quickly caught the attention of other teams across the organisation.
According to Abin, several departments began exploring automation opportunities almost immediately after seeing the results.
“The very next day, we had three or four other departments asking us about automating their processes.”
By bringing process mapping, forms, and automation together in one platform, Waitomo District Council significantly accelerated how quickly they could document, improve, and automate processes.