Kolaco Solutions: Forms Automation increased productivity & reduced operating costs
Objective
To automate over 20 forms used throughout the enterprise to simplify access, standardize the workflow process, speed up processing and reduce operating costs.
Need Identified
This international Company has offices in several countries as well as several offices throughout the United States. Since several of the offices were acquisitions of other companies, many of these offices used different forms to process the same information, ranging from purchase requisitions to expense reports and time sheets. The Company needed a way to standardize the forms that were used to process like-items and a way to define the workflow based on the individual, the subsidiary, the location, the office or a combination of these.
Solution
Kolaco developed an Intranet system to allow employees to get to any form they needed. In addition to the forms system, was a Human Resources directory. This directory allowed HR to maintain all relevant data about each of the over 1000 employees. Only HR could access the information, however the forms themselves used the information in this directory to establish the workflow for the creator (or the employee if the creator was initiating a form on behalf of someone else). Using email notification, approvals and notifications were delivered to the next person in the approval cycle to speed up the process.
Benefits- Reduced time and cost to process forms. Productivity savings across the enterprise for just the time saved searching for the correct for and monitoring the paper approval process was in excess of $1 million in the first year alone.
- Standardization of forms across multiple independently operating subsidiaries and offices.
- Validations reduced the number of errors and incorrect information submitted.
- Messaging integration reduced total approval cycle from over two weeks to a few days.
- Forms closet at Headquarters was converted into four cubicles of workspace.
- Reduced cost of photocopying of forms.
Time Frame
The Forms automation project spanned a three month period, including the initial identification of the forms to be automated, the implementation plan and workflow documentation, design and development, testing and debugging, training and implementation.
Kolaco, Inc.
88 East Main Street, Suite 300H
Mendham, NJ 07945
P 973.984.3000
sales@kolaco.com |
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