North Kansas City Hospital is committed to improving efficiency, speeding processes and
cutting costs through technology. In keeping with this forward-thinking mind-set, hospital
leaders identified an opportunity to improve forms processing for human resources and
financials. Previously, these departments relied on paper-based forms, which required
time and effort to manage, process and track, as well as incurring high printing, storage
and disposal costs.
NKCH decided that moving to web-based forms was the best way forward and recognized
the need to integrate such a system with its Infor Lawson Human Capital Management
and Perceptive Content (formerly ImageNow) solutions. After evaluating several vendors,
NKCH chose Access.
“We were looking for a product that would allow us to develop web forms without needing
HTML knowledge, easily integrate into our imaging system, and help us avoided wasting
printed forms that quickly were outdated as soon as a modification was needed,” said
Margo Holden, Applications Systems Analyst at NKCH. “We also needed the ability to
route forms electronically based on workflow rules. Access fits all these requirements."
To help ensure seamless integration between its e-forms, ERP and process and
content management systems, NKCH worked with RPI Consulting, which has proven
success in integrating applications from Infor Lawson and Perceptive Software.
At NKCH, RPI ensured that once an e-form is complete, it is archived in Perceptive
Content and the appropriate discreet forms data is sent to the Infor Lawson HCM or
Financials module — eliminating manual effort and potential data-entry errors.
“With Access, the e-forms look the same as paper versions that people are used to so there’s little need for user training,” said Richard Stout, Senior Technical Consultant with RPI Consultants. “The seamless integration between the Access system and Infor Lawson ensures that once the forms process is complete, the transaction that takes place is the same transaction that shows up in Infor Lawson. This automation provides another layer of data integrity and greater control than when data entry is involved.”
Human resources was the first department at NKCH to transition from preprinted paper
forms to web-based versions. Change-of-position and change-of-information were the
first e-forms to go live, with the onboarding packet and other documents soon following.
When relying on paper forms, NKCH employees had to fill in their name, address,
social security number and the rest of their demographic information before completing
form-specific fields and signing the document. They then sent the hard copy to the HR
department if it was just an employee information change on a government-mandated
form like a W2.
In other instances, such as for a leave-of-absence or paid-time-off request, one copy
went to HR and a duplicate to a supervisor for review. The employee and other parties
were then notified as needed. Once the process was complete, a staff member scanned
the form into Perceptive Content and manually entered data into Infor Lawson.
With the Access solution, NKCH has removed the paper and manual steps from HR forms
processing. Now an employee retrieves the e-form they need using a web browser on
any device, in any location. Once they enter their user name and password, the Access
system retrieves their full name, address and other information from one of NKCH’s
databases, eliminating the need for the employee to enter it as they would on paper.
They quickly complete the rest of the form and then apply a secure digital signature, prompting the Access system to route the document and any attachments to the relevant
reviewers. The employee and other people in the electronic workflow receive notifications
each time action is taken, removing the need to call HR to find out the status.
And every time there’s a new version (such as when a supervisor approves and
digitally signs a PTO request), it’s automatically archived in the employee’s
folder in Perceptive Content. Simultaneously, relevant data is sent to
Infor Lawson HCM.
Prior to using Access for employee onboarding, NKCH’s HR team printed out all new-hire
documentation. Employees came into the office and completed all the appropriate forms,
which took at least an hour. HR then manually entered all the information into multiple
systems and scanned and indexed the forms into Perceptive Content.
Now with Access, each new employee comes into HR, sits at a kiosk, and completes
e-forms in less than 20 minutes. All forms are routed to appropriate employee files
in Perceptive Content, various departments are notified via e-mail when forms are
complete, and all new employee information is integrated directly into Infor Lawson.
“We also use the Access system for all employee personnel transactions, such as transfers, promotions, demographic information,” Holden said. “All web forms are routed
directly to necessary approval levels via email, the information is integrated directly into Lawson, and a copy is integrated directly into Perceptive Content. What a time-saver!”
Once the Access web-based forms system proved itself in HR, NKCH extended the
solution to other departments. Now the hospital manages financial forms such as
budget information, check requests and nursing agency invoices in the secure, online
forms repository. NKCH also has transitioned several administrative forms to electronic
versions, such as employee-of-the-month recommendations, fitness center enrollment
and requests for displays within the hospital.
“After workflow discovery, the transition to e-forms is easy because they’re the same
documents, people, approvals and transactions as before, but without the paper,” Stout
said. “As the Access system is flexible, it can be applied to any forms process in any
department, not just HR.”
With hospitals facing increased costs and competition, they need to be able to do more with less. This was one of the driving factors behind the switch to web-based forms, which Holden and her colleagues hoped would reduce the financial, environmental and productivity costs of processing paperwork. This has indeed been the case, according to the recent ROI study conducted by NKCH. The study revealed that the Access system increases productivity, reduces paper-related tasks and delivers significant cost savings.
“We're saving 13,889 work hours each year with the efficiencies created by Access's web-based form system" Holden said. "This amounts to $318,890 annual cost savings, and a three month ROI."
“We’re saving 13,889 work hours each year with the efficiencies created by Access’s web-based forms system. This amounts to a $318,890 annual cost savings, and a three-month ROI.”
Location: Kansas City, MO
Integration: Lexmark Perceptive Content, Infor Lawson HCM and Financials
Focus: Administrative processes
Departments: Human resources, financials, administration
Access solutions: Intelligent eForms and Enterprise Integration
NKCH dramatically reduced the financial, environmental and productivity costs of paper.
Web-based eForms from Access annually save NKCH 13,889 work hours or $318,890.
Data is sent to Lawson and Perceptive Content automatically, cutting steps and errors.
eforms are updated easily, eliminating wasted stock and ensuring forms are current.