Challenges faced when automating business processes (BPs) in tertiary education sector are manifold. The complexity of the BP, fluid organizational structures, changing policies, limited resources and geographically disperse campuses are a few to list. ?Courses Approval Process? is a complex BP that generally requires considerable cooperation between academics and administrators of the institute. In this paper we present challenges faced and solution provided in automating the courses approval process of University of Western Sydney- (UWS), under the OCAS (Online Course Approval System) project. OCAS was developed in-house by AeIMS research group under the guidance of the academic senate of UWS.