Case Study: Houston Community College

Houston Community College was relying on traditional paper forms for their business tasks when they decided it was time to change. During an exhaustive audit, they found that over 200 forms were used to handle basic requests. They implemented PerfectForms to not only take paper forms out of the picture, but to eliminate redundant practices.

The paper forms were only served as a sign of broader workflow problems the college faced though. Requests that were rather routine like budget adjustments or requests to transfer equipment from one campus to another could literally take weeks to finish. Tiresome paperwork and finding the right person to sign off on a form significantly slowed down operations.

In September 2010, the college tested several web based workflow management tools in an effort to save time and money. They not only needed to automate certain processes, but needed something that was intuitive and easy to use. They also needed a solution that was versatile enough to handle a multitude of processes they needed to automate. They found their answer in PerfectForms.

Belinda Allison, Web Services Manager of Houston Community College, said that “Digitizing our paper forms forced us to examine the business processes associated with each form. PerfectForms enables us to automate our work flows, resulting in tremendous time and cost savings.”

Several technologies were tested before the college ultimately decided on PerfectForms because of the product’s extensive functionality, affordability and ease of use.

Allison was able to use PerfectForms to quickly digitize several paper forms and the processes that went along with those forms. Budget adjustment request forms used by executive management went from being a hassle to being handled quickly. Digitizing those forms significantly reduced the time required to process the requests from origination to final approval. Once that process became automated, users only had to intervene manually on rare occasions, expediting the processes and significantly decreasing time to approval.

Allison said that she plans on continuing to use PerfectForms to automate workflows across multiple campuses. By the end of the first quarter of 2011, Houston Community College had completely integrated PerfectForms with its PeopleSoft application to streamline the workflow around the hiring of part time faculty. Demographic information from the college’s HR department is already populated on hiring forms, as well as budget information from the financial application, streamlining the on-boarding process.

The ability to create forms easily has proven to be an incredible time saver for the college. Now, a select group of employees has the ability to create and modify forms without having to involve the IT department.

PerfectForms’ integration with systems already in place, like PeopleSoft, has enabled forms to be populated with information that already exists like demographic and financial information. Eliminating redundant data entry processes has saved both time and money.

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