Results
6 months from project start to go-live
100% digital check request process
Seamless Workday integration
Real-time validation and elimination of duplicate data entry
Applications
THE CLIENT
A hub of innovation seeking greater efficiency
The client is a private research institution based in Los Angeles, serving tens of thousands of undergraduate and graduate students. Its information technology services division acts as the central IT organization, supporting a federated network of IT services across dozens of the institution’s schools and departments. A long-time ServiceNow customer, the client has prioritized continuous improvement in service delivery — particularly in the HR space. This particular engagement was led by the client’s office of the provost, which partnered with Cask NX to modernize and digitize the on-demand check request (ODCR) process for HR-related financial transactions outside of standard payroll cycles.
“Cask was a great partner to work with. We would definitely work with them in the future and would recommend them to others.”
—Client Representative
THE CHALLENGE
Manual check requests hindered accuracy and scalability
The client’s office of the provost faced a persistent challenge in managing ODCR. This critical HR process — used to issue checks outside standard payroll cycles — was heavily manual, time-consuming, and vulnerable to errors. With high volumes and strict compliance needs, the paper-based approach created bottlenecks and inconsistencies that were costly and frustrating for both staff and approvers.
In its legacy state, the ODCR process involved the following:
- Static forms that lacked built-in guidance
- Frequent manual data re-entry, leading to inconsistencies
- Tedious approval workflows without real-time visibility
- Delayed processing that impacted employee satisfaction
As an institution deeply committed to operational excellence and innovation, the client knew this was a prime area for improvement. Its internal teams were aligned on the vision for digitization and automation, but they needed a partner with the technical expertise and strategic understanding to deliver it within an HR context.
Having collaborated with Cask NX previously on IT service management projects, the office of the provost looked to Cask NX again to serve as a trusted guide on this journey.
THE SOLUTION
Automating HR to drive accuracy and speed
Working closely with stakeholders, Cask NX began by understanding the full lifecycle of the ODCR process. By combining deep ServiceNow platform knowledge with a focus on HR-specific use cases, Cask NX helped the client modernize ODCR with a tailored digital solution that seamlessly integrated with Workday and improved end-user experience from start to finish.
Key improvements included the following:
- Digital form experience: The ODCR process was transformed from a static form into a guided, web-based workflow. Required fields, inline instructions, and real-time validations ensured that submissions were complete and accurate from the outset.
- Automated approval workflow: Instead of relying on email threads and manual routing, the new ODCR system included a defined, auditable approval chain within ServiceNow, cutting down delays and giving stakeholders real-time visibility.
- Workday integration: The system automatically generated Workday-compatible EIB (Enterprise Interface Builder) files for processing, eliminating manual data transfers and ensuring seamless synchronization between systems.
- Custom-built flexibility: Recognizing that different departments had varying needs, Cask’s solution was adaptable to different roles and permissions, while still enforcing institution-wide standards for compliance and oversight.
The result was a system that significantly reduced administrative friction, improved data accuracy, and empowered HR teams with greater control and insight.
Understood our business requirements?
Communicated clearly throughout the project?
Positioned us to achieve our desired business outcomes?
Provided a high level of expertise in implementing our solution(s)?
Overall, how would you rate your experience on this project?
THE PARTNER EXPERIENCE
A collaborative, mission-aligned relationship
The client valued the partnership with Cask NX not just for the technical delivery but also for the relationship built along the way. Cask’s project team took the time to understand internal dynamics, coordinated closely with the institution’s Workday and HR teams, and demonstrated flexibility when timelines shifted or additional requirements surfaced.
Throughout the engagement, Cask’s transparency, responsiveness, and commitment to the client’s success stood out. As one team member shared, “Cask felt like working with family.” Following the successful implementation of this solution, the client is exploring opportunities to extend automation and digital workflows to other HR processes, further strengthening efficiency and continuity in its human resource service delivery.
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