Five Departments, Five Sanctioned Tools, One Job: Standardizing Down to One
Five departments each got IT's blessing to buy a scheduling tool at different times, and now the university pays for five licenses, trains staff five different ways, and has no shared reporting across any of them. Kissflow inventories the overlap, builds the case for a standard, and manages adoption.
Trusted by energy operators worldwide
Five sanctioned tools doing the same job, standardized deliberately, not by accident
Nothing about any one department's tool choice was wrong; each was approved through the normal process, each solved a real problem at the time it was bought, and the overlap only becomes visible when someone finally adds up five separate license renewals for what turns out to be the same job. Unlike a shadow tool IT never knew about, every one of these was sanctioned; the gap is that sanctioning happened department by department, with nobody looking across departments until the renewal invoices land in the same budget cycle. Kissflow inventories where that overlap actually exists, builds a documented case for standardizing on one tool with input gathered from every affected department, routes the decision through a governance reviewer, and sequences the adoption roadmap so no department is forced to move before it's genuinely ready to. It starts from tools already sanctioned and fragmented, not from tools IT is discovering for the first time.
Without a standardization process, overlap is found in a budget review, not managed on purpose
Overlap is found by accident
Nobody notices five departments are paying for the same job until a budget review adds up the licenses.
The case for change is informal
There's no documented business case, so it's easy for the status quo to win by default.
Stakeholder input is skipped
A standard gets decided top-down, without input from the departments actually using the tools being replaced.
Adoption is unsequenced
Every department is expected to move at once, with no plan for who goes first.
Built to run the whole process, not just record it
Every capability this app needs, in one place.
Overlap inventory
Inventories sanctioned tools doing the same job across different departments, surfacing the overlap.
Standardization business case
Builds the cost and adoption case for consolidating every overlapping use onto one chosen standard tool.
Stakeholder input
Collects structured input from every department currently using a tool the standard decision would affect.
Standard decision approval
A governance reviewer approves the chosen standard before adoption planning actually gets underway for real.
Adoption roadmap
Sequences which department moves to the chosen standard, and on what timeline, department by department.
Consolidation savings tracking
Tracks the license and support cost savings that are actually realized once consolidation fully completes.
From request to system of record in four steps
Submit
Sanctioned tools doing the same job across departments are inventoried and compared, and a business case for one standard is built with input from every affected department.
Review
The proposed standard and its full adoption roadmap are put to a governance reviewer.
Approve
The governance reviewer approves the chosen standard and its adoption roadmap.
Record
Each department's move to the standard is tracked, along with the savings realized, on the record.
What changes when this runs on Kissflow
| Process | Before Kissflow | On Kissflow |
|---|---|---|
| Overlap | Found by accident in a budget review | Inventoried deliberately |
| Case for change | Informal, easy to ignore | A documented business case |
| Stakeholder input | Skipped, decided top-down | Collected from every affected department |
| Decision | Made without a clear owner | Approved by a governance reviewer |
| Adoption | Unsequenced, chaotic | A roadmap sequencing department by department |
| Savings | Assumed, never verified | Tracked after consolidation completes |
Connects to procurement records to help quantify current spend across overlapping tools
.svg){kind=logo}
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
Built to standardize on purpose, not react to a budget surprise
Overlap found deliberately, not by accident
The inventory step runs before it becomes a budget problem.
A real business case, not a hunch
Cost and adoption impact are documented before a decision is made.
Every affected department has input
Standardization isn't decided without hearing from who it affects.
A sequenced adoption roadmap
No department is forced to move before it's ready.
Savings verified, not assumed
The business case gets checked against what actually happened.
Managed in Kissflow, not a separate PM tool
No separate project management platform required.
Related apps
Shadow IT Consolidation & Platform Rationalization
For unsanctioned tools IT doesn't yet know about, as distinct from this app's known, fragmented sanctioned tools.
Platform Consolidation & Migration Workflow
The execution workflow for the actual migration once a standard is approved here.
Digital Investment ROI Tracking
Where consolidation savings roll up alongside every other digital investment's return.
We help IT turn five sanctioned tools doing the same job into one standard
.gif)
“If a company cannot enable everybody to use AI, they will never get the true benefit of AI. Platforms like Kissflow allow us to put that capability in the hands of our users in a safe way.”
Vagesh Dave
GVP & CIO at McDermott International, Ltd
See The Full Story
“Advanced automation of all processes is easy to set up. I cannot imagine how to manage workflows without this software.”
Tanay Tiwary
Global Head - Digitalization & Business Improvement
See the Full Story
“Kissflow supports rapid application development by building a working application prototype in the shortest amount of time.”
Maria Theresa Cabigon
CIO, SN Aboitiz Power Group
See The Full Story
See what Kissflow can do for you
Talk to usGot questions? We're here to help.
Get SupportThis app starts from tools IT already knows about and has already sanctioned, just fragmented across departments. Shadow IT Consolidation starts from tools IT doesn't yet know exist.
No. The adoption roadmap sequences the move department by department, based on readiness.
That input is part of the stakeholder collection step and can result in a documented exception, not a forced migration.
A governance reviewer, after the business case and stakeholder input have been collected.
Yes. Process owners configure the intake, rules, and approval routing in the visual builder, and the AI Builder can generate a working app from a plain-language description.
Through APIs and integration connectors, under single sign-on and role-based access, with every action written to an audit log.
Configuration and AI generation move delivery from weeks to days, without a multi-year platform program or an engineering backlog.
Kissflow is certified to SOC 1, SOC 2, SOC 3, ISO/IEC 27001, HIPAA, GDPR, and CCPA, hosted on Google Cloud with data residency in the US, EU, APAC, and Oceania.
