Managing Quality & Ingestion Reports with ServiceNow
A Hydrovac excavation leader relied on manual, inconsistent processes to manage quality assurance and project ingestion reports. CES designed and implemented custom ServiceNow applications with centralized tables, portal-based record producers, automated approval workflows, and real-time dashboards, standardizing reporting, cutting delays, and giving stakeholders clear visibility into current and historical data.
Scroll down for the whole story
The Challenge
Manual Approvals & Delays
the client
Hydrovac Excavation / Non-Destructive Excavation
Technology Stack
- ServiceNow Scoped Applications
- Custom Tables & Record Producers
- Flow Designer
- Performance Analytics Dashboards
- Data Import Configurations
- Role-Based Access Control (RBAC)
Solution Area
- ServiceNow Reporting & Quality Management Automation
the impact
50%
Faster Submissions & Approvals
Higher Data Accuracy
Centralized Reporting & Better Decisions
Scalable Reporting Framework
The shift was reporting-led. The result?
Cleaner data, faster approvals, clearer insight.
The Need
Quality assurance reports and project ingestion reports were managed through disconnected spreadsheets, email threads, and local tools. Data entry was inconsistent, approvals were slow, and there was no single system of record for current and historical reports. Leadership needed a ServiceNow-based solution that would standardize how reports are captured, streamline multi-level approvals, and provide dashboards for monitoring trends, status, and compliance across all locations.
Challenges
- Inconsistent Reporting Practices: Different teams submitted quality and ingestion reports through scattered channels, leading to inconsistent data entry and version gaps.
- Limited Visibility & Tracking: There was no unified view of report status, historical submissions, or bottlenecks, restricting operational oversight.
- Manual, Slow Approvals: Approvals depended on manual workflows, resulting in delays and limited accountability.
- No Central System of Record: There was no unified platform to hold both current and legacy reports, limiting traceability.
CES designed and implemented custom ServiceNow applications to centralize reporting, standardize data capture, and automate approvals for quality and project ingestion reports.
Centralized Reporting System
- Built dedicated custom tables for quality and project ingestion reports.
- Added portal-based Record Producers for structured data entry.
- Configured intuitive navigation modules (e.g., Create New, In Progress, Closed) for creating, tracking, and reviewing report states.
Automated, Role-Based Workflows
- Implemented multi-level approval flows using Flow Designer.
- Configured role-based notifications for submissions, approvals, and status updates.
Dashboards & Historical Insight
- Built real-time dashboards in Performance Analytics to surface key metrics, such as report volumes, turnaround times, and aging items.
- Imported historical report data into the custom tables so teams could analyze trends across both legacy and new records.
Scoped, Secure, and Scalable Design
- Delivered the solution as scoped applications to clearly separate quality and ingestion reporting while maintaining maintainable code and configurations.
- Applied role-based access control (RBAC) to protect report integrity and sensitive data.
- 50% Faster Submissions & Approvals – Automated workflows and portal-based forms cut manual intervention and reduced turnaround times for both quality and project ingestion reports.
- Improved Data Accuracy — Standardized forms and validations reduced errors and missing fields, raising overall data quality.
- Centralized Data Management— All quality and ingestion reports now live in one structured system with full traceability.
- Better Decision-Making — Dashboards and historical trends give leaders clear visibility into report status, recurring issues, and process bottlenecks.
- Scalable Reporting Framework — Scoped apps and RBAC ensure the solution can scale with future reporting needs.
strategic client partner
Take the Next Step
Looking to standardize reporting, eliminate manual approval effort, and get real insight from your operational data? Let’s design a ServiceNow reporting framework tailored to your quality and project needs. Talk to our Strategic Client Partner
connect now!