Post on 14-May-2015
description
transcript
Laserfiche Forms:The Customer Perspective
Melissa Henley
Director of Marketing Communications
Laserfiche
Mark Williams
Chief Financial Officer
The Prosecuting Attorneys’ Council of Georgia
Today’s Agenda
‣ A Little About Laserfiche Forms
‣ Laserfiche Forms: The Customer Perspective
‣ Learning More About Laserfiche Forms
‣ Q&A
A Little About Laserfiche Forms
About Laserfiche Forms
‣ Customizable Web forms‣ Can be placed onto—or
linked from—your Website, Intranet or public portal
‣ User-defined approval processes and task lists
Poll
‣ What use of Forms interests you most?A. Public forms (FOIA requests, permit
requests)
B. HR processes (employee hiring and onboarding, travel requests, employee evaluations, party RSVPs)
C. AP processes (purchase orders, expense reports, supply orders)
D. Customer processes (new customer onboarding, account requests)
Laserfiche Forms at Laserfiche
‣ Travel Requests and Associated Expenses
‣ Expense Reports‣ Marketing, Presales,
Infrastructure Requests
‣ Party RSVPs‣ Run Smarter Award
Submissions‣ BYOD Requests
The PAR
Welcome to MARS
Find It on the Solution Exchange
What’s Coming in Forms 9.1
‣ An improved look and feel
‣ New reporting capabilities
‣ Expanded functionality
Timer Events
Improved Task Lists
Basic Reporting
Email Approval
Laserfiche Forms:The Customer Perspective
Please Welcome Our Speaker
‣ Mark Williams, Chief Financial Officer
‣ Prosecuting Attorneys’ Council of Georgia
Prosecuting Attorneys’ Council
Who we are?
• State Agency• Administrative
support to 49 District Attorneys in the Judicial Circuits
• More than 800 employees
Prosecuting Attorneys’ Council
Administrative Support to 49 Judicial Circuits
Administrative Support
‣ Training Division‣ IT Support‣ State Prosecution Support Division ‣ General Counsel‣ Fiscal and HR Services
Prosecuting Attorneys’ Council
Human Resources Profile
Three (3) staff members provide HR services for 800+ employees at 50 different locations:‣ Onboarding and Terminations‣ Personnel Action Changes‣ Coordinate Benefits‣ Maintain Employee records‣ Leave Management
Prosecuting Attorneys’ Council
Fiscal Services Profile
Seven (7) staff members manage $83 million in state, federal and other funds:‣ Payroll‣ Accounting‣ Accounts Payable‣ Asset Management‣ Budgeting
Prosecuting Attorneys’ Council
Historic Operational Challenges
‣ Paper volume‣ Inefficient – email, fax,
US mail and walk-ins; missed documents and duplicate transactions
‣ Lack of central files accessible to all
‣ No mobility; productivity tied to office.
Prosecuting Attorneys’ Council
Our Laserfiche Environment
‣ 15 Full-user Licenses‣ 50 authenticated forms users‣ Import Agent‣ Quickfields‣ Web Link‣ Laserfiche Mobile‣ Public Portal‣ Web Forms
Laserfiche Avante
Prosecuting Attorneys’ Council
Laserfiche Implementation
• Fiscal Services Started with Accounts Payable (Dedicated email
address receives documents directly into Laserfiche)
Purchase Request and Travel Reimbursement forms are web-based.
• Human Resources All HR files scanned and indexed (metadata) Personnel Action Forms, Hiring Exemption Request
and Leave Adjustment Forms are web-based.
Prosecuting Attorneys’ Council
Web Forms: Personnel Action Forms
‣ Required for any change in personnel (hiring/terminations), payroll or position changes.
‣ Initiated by filed offices around the state
‣ “Back office” processing involves HR validation, budget certification and/or payroll processing.
‣ Update Personnel File
Prosecuting Attorneys’ Council
Web Forms: Personnel Action Forms
Prosecuting Attorneys’ Council
Web Forms: Personnel Action Forms
Prosecuting Attorneys’ Council
Web Forms: Personnel Action Forms
Entering the Employee ID automatically populates form with employee, name, position, etc.
Prosecuting Attorneys’ Council
Web Forms: Personnel Action Forms
Prosecuting Attorneys’ Council
Web Forms: Personnel Action Forms
Prosecuting Attorneys’ Council
Web Forms: Personnel Action Forms
Prosecuting Attorneys’ Council
Web Forms: Personnel Action Forms
• Secure centralized location to receive, process and maintain HR files.
• Audit trail – “I sent that already on…”• Significantly reduced processing time (no need to walk
documents from one station to the next)• Improved Customer Service (and the “Audit
Experience”) – quickly find what we are looking for.• Expanded the Office – Office documents accessible
anywhere there is an internet connection.• Metrics
Results
Prosecuting Attorneys’ Council
What’s next?
• Designing workflows to route documents between HR and Fiscal
• Working to setup the public portal to share circuit specific document to each circuit through the web
• Looking for ways to integrate other systems with LF – Peoplesoft Financials (travel/AP); HCM (auto table updates); Conference Registration System.
• Reviewing implementation in Legal Services and Training Division.
Prosecuting Attorneys’ Council
Web Forms: Personnel Action Forms
• Patience – start slow and let process evolve organically.
• Encourage (and listen to) feedback from “end-users” and customers.
• Table look-ups prevent user from having to provide information we already have
• Make certain fields mandatory (Ensures form is complete ready to be processed)
• Integrate forms with workflows• Email notifications keep everyone informed,
automatically• Reporting reduces likelihood of “blind spots”
Tips and Tricks
Learning More AboutLaserfiche Forms
Quicker Better Safer: Laserfiche Forms
‣ Learn how to set up and configure Laserfiche Forms for five daily business processes, including: • Purchase orders • Travel requests • Employee hiring and
onboarding • Employee evaluations • New customer onboarding
The Certified Professional Program
‣ Coming soon! BPM II: Laserfiche Forms• Business Process
Analysis• Business Process
Modeler• Forms Builder
New Classes at Empower 2014
‣ BPM105: Introduction to Laserfiche Forms
‣ BPM106: What’s New in Laserfiche Forms
‣ CC108: Hands-On Lab: Designing Forms in Laserfiche Forms
‣ BPM151: Hands-On Lab: Building Processes in Laserfiche Forms
‣ BPM201: Intermediate Laserfiche Forms
‣ BPM251: Advanced Laserfiche Forms
‣ ACT207: Configuring and Troubleshooting Laserfiche Forms
Don’t Forget: Customer Success Stories
‣ EDM 106: From Traditional to Transformational with Laserfiche
‣ EDM 107: Going Paperless Enterprise-Wide with Laserfiche
‣ EDM 108: Business Automation in 18 Months
‣ CD 125: Optimizing Mobile Strategy with Laserfiche and Forms
Want to Learn More About Forms?
laserfiche.com/demo
Q&A
Prosecuting Attorneys’ Council
Web Forms: Customer Perspective
Questions?