Forms Automation

Objective

To incorporate the Corporate image across all internal company forms, increase access, streamline the approval process and reduce lost productivity associated with improperly completed forms.

Need Identified

The company, with over 1000 employees in several locations throughout the world, needed to standardize over 25 paper forms and find a way to streamline the approval process. This would include establishing a corporate image for all forms and defining specific internal controls and approval processes for each form. Each location had difficulty maintaining a forms inventory of paper forms and found that the employees were creating variations of these forms in Word and Excel. This created disparity between a form used in one location than that used in another. In addition, each office, and often each department, had varying requirements for approval processing and routing, therefore, making it very difficult to determine the correct requirements for each form. The Company realized that a significant amount of time was lost by employees looking for forms, creating their own version and monitoring it through the approval process.

Solution

Kolaco developed a system to reproduce the company’s very own, individualized, on-line forms. This system eliminated the need for the Company to have a paper source of forms. By creating a single directory containing all employee-related information, the approval routing for each person was automatic and not subject to interpretation or error. Additionally, the automation and standardization of the Performance Appraisal form insured each employee a fair and equal evaluation. The effect of these on-line, automated forms upon the Company did not stop there. Not only was the approval and routing process standardized, but also the Company staff realized tremendous time savings, allowing them the ability to perform other duties more effectively and efficiently.

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 $2.5 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.

Skill Level Tracking

Objective

Develop a system to enable the company to track skills of all their employees using a set of skills that are categorized in as many as 3 subgroups and can be changed as business changes.

Need Identified

The company had a need to track the skills of each of their employees to a very detailed level. The current system being used was a spreadsheet that was difficult to use, cumbersome to track, difficult to create a meaningful report and impossible for users to update on their own skills. The Company needed a system which could be categorized with three levels, allow users to update their own skills, allow company reporting on skills of all individuals and have the list of skills available for rating to be dynamic. The individual skills to be tracked were in excess of 300 and all skills needed to be tracked in a single document.

Solution

We developed a system using a series of keywords and some point and click ratings to allow users to select a category, then a subcategory, and another subcategory (if necessary), to display the skills, select the items for rating and then assign a specific rating. Users have the definitions of the company standards for rating available to assist them in determining their ratings. As administrators changed keywords (skills) available to be rated, the users would instantly have access to these additional choices. As categories were added, the system accommodates these additional categories as well.

The system also incorporated reporting capabilities that allowed managers to create reports based upon user definable search criteria or predetermined reporting criteria. Additionally, the system was set up to transfer information to an external database.

Benefits

  • Simplified system of tracking employees’ skills.
  • Easy reporting on skills of employees.
  • Single document for skills for an employee.