Industry: Education
Leading US University Streamlines HR and Finance with XAAS Genies Enterprise Low Code Solutions
Client Overview
A prestigious research institution and a leading University in the US is renowned for its commitment to excellence in education, research, and innovation. It has a rich history spanning over 150 years and is known for producing well-prepared graduates for successful careers and leadership roles in various fields.
Challenges Faced
Previously, this US-based University faced significant challenges in managing its HR and finance processes. Each of the University’s departments had its staff responsible for managing these complex procedures, resulting in over 120 procedures scattered across the campus.
The lack of standardization resulted in delays, errors, and difficulties in effectively tracking and managing HR and finance operations. Recognizing the pressing need for a standardized approach to streamline and enhance these processes, The University took proactive steps by creating a dedicated department called Shared Services.
The department was tasked with identifying and seeking a digital solution that could bring consistency and efficiency to these critical processes. The goal was to streamline workflows, eliminate inconsistencies, and enhance productivity.
Solution Summary
The prescribed solution looked at reducing complexity and enhancing optimization of the identified HR and Finance processes for the university. A Shared Services department was introduced at the University to make the HR and Finance process more uniform and streamlined. To achieve this, the department searched for a digital form and workflow solution that could reduce complexity and optimize the processes, resulting in faster cycle times.
After considering several options, the client selected XAAS Genie's Enterprise Solution for HR and Finance. Powered by DocuPhase's low-code platform, the solution was chosen for its competitive pricing and robust feature set, which could deliver reduced complexity and better optimization.
DocuPhase's intuitive drag-and-drop tools made it easy to create templates for complex processes without coding, resulting in faster cycle times. Non-developers found it easy to implement forms and workflows with DocuPhase's high level of configurability, further reducing complexity.
The solution seamlessly integrated with other University systems, syncing data with the ERP platform and uploading forms to SharePoint for easy access, resulting in better optimization and faster cycle times.
The creation of these centralized templates has enabled the administrative team overseeing all four departments to streamline processes, reduce complexity, and optimize the HR and Finance process, resulting in faster cycle times.
By creating centralized templates, the administrative team overseeing all four University locations has reduced complexity and optimized the universities processes, resulting in faster cycle times. This has ensured compliance and consistency, making it easier to efficiently view and manage the universities processes.
Results and Benefits
Consistency: By standardizing complex processes, template creation ensures consistency across numerous departments.
Ease-of-Use: DocuPhases's intuitive design enables non-developers to implement forms and workflows without coding expertise, thanks to XAAS Genies smart forms.
SharePoint Integration: DocuPhase automatically uploads completed forms, making them easily accessible from anywhere, as it syncs with SharePoint.
Improved Data Accuracy: Streamlined data collection and reliable records are achieved through error-free input ensured by the automated retrieval of data from the university's data warehouse.
After The University noted the time savings, accuracy improvements, and error reductions made possible by XAAS Genie-DocuPhase smart forms and workflows, it expanded its use of the solution beyond HR and finance. The university now utilizes more than 40 electronic forms and workflows campus-wide.
Implementing XAAS Genie-DocuPhase smart forms has significantly improved the processes at The University, resulting in streamlined data collection, reliable records, and time savings.
