1-page Solution Brief - Posted 9/26/2006
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Medical Research Institute Saves Time, Gains Efficiency with New Electronic Forms and Automated Workflow
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We were wasting valuable time processing critical documents. By centralizing processes with the 2007 Microsoft Office system, we can focus our efforts on our research mission. |
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Michael Roe
Manager, Applications & Systems Technology
The Van Andel Institute |
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Situation
Van Andel Institute (VAI) is a nonprofit research organization with a staff of approximately 230 that supports advanced research in cancer and Parkinson’s disease, K-12 Science Education, and a graduate program in molecular and cellular biology. In order to fulfill its mission, VAI needs to operate efficiently, particularly by making its scientists highly productive upon arrival at the Institute.
VAI used time-consuming, paper-based forms for lab project requests and employee expenses. Lab project requests required several manual steps before work could begin. Paper-based forms slowed employee expense processing, which requires receipts, documentation, and signatures. Finally, VAI lacked an automated employee tracking system to expedite new hires, transfers, and terminations. To improve Enterprise Content Management (ECM), VAI required electronic forms and a well-defined, automated workflow in all three areas.
Solution
Working with Microsoft® Gold Certified Partner NuSoft Solutions, VAI has implemented an ECM solution based on the 2007 Microsoft Office system.
NuSoft created an electronic lab project request form using Microsoft Office InfoPath® 2007 and an automated workflow with Microsoft Office SharePoint® Server 2007. The form can be accessed by internal and external users alike, completed online, and signed digitally. Once the form is complete, it is automatically routed to a lab employee, who is notified of the request. Built-in workflow initiates tracking, which continues through the final stages of billing and shipping. SharePoint Server 2007 also provides centralized, searchable storage—not only for the request form but for all associated data and images.
As with the Lab Project Request form, the new, electronic Employee Expense form is easily filled out online and accommodates digital signatures. An automatic workflow routes the completed form to the appropriate manager, who either approves and submits it or returns it to the employee for queries. Once the form is submitted to the Finance Department, the employee is reimbursed.
VAI’s new Employee Tracking System provides a way to monitor all the tasks involved when employees join, move within, or leave the organization. Through SharePoint Server 2007, employee-management tasks are automatically routed to relevant personnel and managers. When all tasks are complete, the Human Resources Department is notified—significantly minimizing time related to processing employees.
Benefits
• Online forms improve data tracking by expediting information gathering and enabling digital signatures.
• Centralized storage saves time and improves productivity.
• Well-defined automated workflow saves time.
• Employee tracking system ensures efficient processing of new, transferred, or terminated employees.
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