Al Fujairah Free Zone Accelerates Digital Transformation with SharePoint 2019 On-Premises
Al Fujairah Free Zone is home to many international businesses. To better serve them and support the UAE’s paperless vision, FFZA planned a full-scale digital transformation. Manual processes were slowing down services and generating a lot of paperwork. FFZA wanted to simplify operations, reduce paper usage, and build a digital-first environment. Zelite Solutions helped design and implement a SharePoint 2019 On-Premises solution that transformed how FFZA works by reducing paper dependency, speeding up approvals, and improving customer service.
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Al Fujairah Free Zone Authority (FFZA), aiming to go paperless and improve its digital services, partnered with Zelite Solutions to launch a modern e-services portal using SharePoint 2019 On-Premises. The portal helped automate workflows, enhance the customer experience, and integrate with Oracle Finance for seamless financial transactions. Key features of the solution included UAE PASS authentication for secure digital approvals, multilingual support for both English and Arabic users, and real-time service tracking with automated notifications to keep users informed throughout every stage of the process.
FFZA’s key objectives included:
- Go Digital and Paperless: Eliminate manual paperwork and move all services online to support FFZA’s paperless initiative.
- Improve User Experience: Build an easy-to-use bilingual portal for internal teams and external investors.
- Automate Workflows: Digitise services like trade license renewals, customer requests, and document approvals.
- Integrate Financial Systems: Automatically generate invoices and track payments using Oracle Finance.
- Secure Authentication: Use UAE PASS for secure digital login and document approval.
- Enable Real-Time Tracking: Help users track service progress without needing manual follow-ups.
Key enhancements included:
- SharePoint Implantation (On-Premises)
- Intranet Portal
- Extranet Portal
- Integrations with Oracle ERP and Payment Getaway.
- UAE PASS authentication for secure approvals.
- Multilingual Support (English & Arabic).
- Real-time tracking.
The transformation led to reduced processing times, improved document handling, and enhanced regulatory compliance, positioning FFZA as a leading digital free zone authority.
FFZA was facing several operational challenges due to its reliance on manual processes. Tasks such as company registration, trade license renewals, and visa applications were time-consuming and inefficient. There was also a pressing need to integrate with Oracle Finance to streamline invoice generation and payment processing. The absence of automation in areas like document approvals, signing, and service tracking led to delays and reduced productivity. Additionally, FFZA required a secure system that could support UAE PASS for digital authentication and approvals. Limited tracking and reporting capabilities further impacted the efficiency and effectiveness of customer service and compliance management.
Zelite Solutions’ Tailored Approach & Implementation:
Zelite Solutions followed a structured and practical approach to help FFZA successfully achieve its digital transformation goals:
Understanding the Needs (Requirement Analysis & Consulting):
We started by engaging with FFZA stakeholders to understand their current challenges and goals. This included a deep dive into existing processes, identifying bottlenecks, and outlining what needed to change to support a fully digital and paperless environment.
Building in Phases (Agile Development & Deployment):
Instead of delivering everything at once, we used an agile approach—rolling out features in phases. A working prototype of the portal was built early on, tested with users, and improved based on real feedback. This helped ensure the final solution was reliable, user-friendly, and aligned with business needs.
Connecting Everything Seamlessly (System Integration):
We integrated SharePoint 2019 with Oracle Finance to automate invoicing and payment processes. UAE PASS was also embedded for secure, digital document approvals. Real-time tracking and reporting features were implemented to give management better visibility and control over ongoing processes.
Designing for Users (User-Centric Design & Training):
A simple, intuitive user interface was designed to make the portal easy to use for everyone—whether staff or external customers. We ensured full bilingual support in English and Arabic, and provided hands-on training and guidance to help users transition smoothly to the new digital system.
Zelite Solutions designed and implemented a comprehensive SharePoint 2019 On-Premises e-services portal tailored to FFZA’s unique needs. The solution focused on automation, secure approvals, and a seamless user experience across all departments.
1. Digital Workflow Automation- Flexible User Registration:
Users can register multiple trade licenses using the same email address, making the process simple and efficient.
- Easy Information Updates:
Department-specific services were created to allow users to update their personal or facility-related details—covering Customer Service, Licensing, Operations, Executive Office, Accounts, and Security.
- Automated Financial Transactions:
Integration with Oracle Finance ensures that invoices are automatically generated, payments are processed in real-time, and receipts are issued without any manual work—saving time and reducing errors.
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Digital Approvals, No Paper Required: UAE PASS was implemented to replace physical signatures with secure, digital authentication.
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Trackable and Compliant: All approvals—whether from PR, licensing managers, or executives—are digitally recorded. Official documents are protected with UAE PASS-linked eSeals for added security and legal compliance.
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Bilingual & User-Friendly Portal: The e-services portal was built to support both English and Arabic, making it accessible to a diverse user base.
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Simple Login Options: Users can choose to log in using either UAE PASS or their local credentials, depending on their preference.
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Real-Time Status Updates: Automated notifications and tracking are built into every step of the process, helping users stay informed and avoid unnecessary follow-ups or delays.
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Auto-Generated Documents: Key documents such as lease agreements, incorporation certificates, share certificates, and tax forms are automatically generated by the system.
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Easy Access Anytime: Clients have access to a secure document repository where they can download all their official documents whenever needed—no paper trails, no delays.
The SharePoint 2019 On-Premises portal delivered clear and measurable improvements for FFZA.
- Faster Processing Times: Trade license issuance and renewals became significantly quicker through digital workflows.
- Improved Document Management: Digital approvals and centralised storage simplified document handling across departments.
- Seamless Financial Transactions: Real-time integration with Oracle Finance enabled automatic invoicing, payments, and receipt generation with zero manual effort.
- Stronger Compliance: Built-in compliance tracking ensures regulatory processes are followed consistently.
- Greater Security and Trust: UAE PASS-based authentication and digital signatures enhanced data security and accountability.
With Zelite Solutions at the forefront of its digital journey, Al Fujairah Free Zone has successfully streamlined its operations and delivered a much better experience for its users. By embracing automation, secure digital approvals, and a paperless approach, FFZA is now recognised as one of the most forward-thinking and digitally advanced free zone authorities in the UAE. The SharePoint 2019 On-Premises solution not only supports day-to-day efficiency but also lays the foundation for future growth and innovation.
