This article outlines the structured project workflow with zapliance. Each step is clearly defined to ensure the successful completion of the project.
Please pay attention to the provided details and references to corresponding resources for further information.
1. Kickoff
Once the contract is finalized and the onboarding phase begins, a kickoff meeting is held. The purpose of this meeting is to facilitate an introduction of all project participants and to present the project workflow, including individual steps and associated responsibilities.
2. Technical Onboarding and Installation
Technical onboarding is conducted in a separate meeting with IT and SAP administrators. The objective is to clarify any technical details and address open questions based on the provided documentation. Subsequently, the IT department assumes responsibility for the technical setup.
The selection and configuration of the technical setup may vary depending on the specific project. Further details can be found in the following Knowledge Base articles:
General Setup zapHome OnPrem AI
General Setup zapHome OnPrem AI Search
3. Agent Onboarding
The deployment of zapAgents is determined by the contractual agreement and may vary depending on the specific project. The selection and configuration of the respective agents are based on individual project requirements.
Further details can be found in the Knowledge Base articles:
Overview zapAgent Team Werner + Wilma
Overview zapAgent Wickie + Wilma
4. Power BI
After successful data processing, Power BI dashboards can be created. The following prerequisites are necessary:
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16GB RAM on the virtual machine (VM) or the auditor’s notebook
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Installation of the latest version of Power BI Desktop
Detailed setup information can be found in the article:
5. Optional: Agent Wilma in LibreChat
After completion of data processing, zapliance will schedule a meeting with the client to configure Wilma in LibreChat. Participation from the client’s IT department is required for this step. An introduction to the usage and functionality of Wilma will be provided during the meeting regarding the projects potential and audit strategy.
6. Assessment and Recovery Process
Once the Power BI dashboards have been created, the review and audit of cases proceed as follows:
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The Power BI dashboard provides a comprehensive overview of all potential cases within the project.
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A dedicated meeting is scheduled between your team and zapliance. During this session, zapliance will present the project’s potential and discuss the audit strategy, including which cases should be prioritized for initial review. The meeting also provides an introduction to the Power BI database, detailing the information available and how supporting evidence can be reviewed in SAP.
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Optional: The meeting also includes an introduction to Wilma, describing its functions and the review process in Wilma.
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Your team conducts the review of cases using both the Power BI dashboards and SAP. For documentation purposes, a SharePoint site containing an overview of the cases will be provided, where all relevant documentation can be maintained.
If LibreChat is utilized, documentation will be managed directly within the LibreChat platform. Each case is assessed and assigned a judgment and recovery status to ensure transparent and comprehensive documentation.
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Status meetings are held as required to discuss the current status of the review process and address any open questions or issues.
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After the review is completed, the recovery process is initiated for identified duplicate payments by contacting the relevant vendors. Billing for recovered amounts will only occur once the funds have been received and will be processed according to the agreed commission terms.
For the VAT analysis, missing or insufficient input VAT amounts can be corrected and refunded by the tax authorities. Once the tax assessment has been amended and the refund has been determined, the commission invoice will be issued as contractually agreed.
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Once all recoveries have been received, zapliance will issue the commission invoice according to the agreed terms. Depending on the duration of the recovery process, billing may be completed in a single invoice or through multiple partial invoices.
7. Retrospective Meeting
Upon completion of the project and finalization of the audit, a closing meeting is conducted with the client. The purpose of this meeting is to review the overall audit process, discuss key findings and outcomes, and address any challenges encountered. Additionally, client feedback regarding the project is solicited to identify strengths and areas for improvement. The meeting also serves as an opportunity to discuss potential avenues for future collaboration.
8. Subsequent project
For subsequent projects, the existing technical setup from previous engagements is already in place. Before initiating the new project, it is important to ensure that the current configuration meets all requirements for the upcoming scope. To this end, the following checks should be performed:
- Review hardware specifications to confirm they fulfill the project’s demands
- Assess whether RFC user tables require adjustment
- Verify that the software version is up to date
Additionally a kickoff meeting will be conducted to review the project details and outline the workflow for all participants.
Following data processing, if Agent Wilma is included in the project scope, the new project will be configured in LibreChat with the support of the client’s IT department.
9. Continous Controls Monitoring project
For Continuous Controls Monitoring projects, a prior one-off project has already been completed, following the workflow outlined above. Before initiating the CCM project, it is essential to verify that the existing technical setup meets the requirements for ongoing data extraction and analysis. This includes:
- Reviewing hardware specifications to ensure they are sufficient for recurring data processing
- Confirming that the software version is up to date
- Assessing whether RFC user permissions need to be supplemented
Following these checks, a renewed onboarding will be conducted to define the scope of data to be included in the audit and to determine which controls are to be monitored continuously. This process enables zapliance to provide the relevant content bundles tailored to the project requirements.
Data processing can then be performed at the frequency requested by the client, such as monthly. The processed data will be available for analysis within the Power BI dashboard.
If Agent Wilma is included in the project scope, the project must be continuously integrated into LibreChat to ensure ongoing access to relevant information.