Solutions Blog

http://www.uthscsa.edu/facilities/index.html

Mission
The Department of Facilities Management of the University of Texas Health Science Center At San Antonio provides services (maintenance, repair, etc)  to support more than 2.8 million gross square feet of space in buildings with a staff of 315.

Testimonial
"We are very pleased with our decision to purchase WorkflowGen.  We knew there must be a better way to process the thousands of paper work requests that we receive each year.  We initially looked at having someone write a customized program which turned out to be well over our budget.  We then looked at some of the larger workflow software companies and found that their software was expensive and required substantial programming to implement.  Once we “discovered” WorkflowGen, we knew that we were looking at something special.  Being able to design work flow processes using PDF forms, without formal programming, was extremely important to us.   Designing processes using WorkflowGen is relatively simple for an “end user” to do with out formal programming.   We plan to extend WorkflowGen processes to other areas since it is so easy to design and implement them quickly and economically.  We are very satisfied with the product."
Gary L. Tate
UTHSCSA Facilities Management
Assistant Director for Business Services

Business Challenge
The Department of Facilities Management was looking for a solution to better serve 3,000 internal clients who are submitting 6,000 work order requests per year. The goal was to reduce the volume of paper work while optimizing the response time.  
  

WorkflowGen Solution
Functional Solution
The Department of Facilities Management designed a workflow with WorkflowGen to enable any of the 3,000 authorized clients from anywhere on the campus to submit a work request. Depending on the requester and the nature of the work the requests are automatically routed to the appropriate supervisor (signature authorities) for approval and then routed to the Department of Facilities Management. All the participants in this process can track the status of their request in real time (requesters, approvers, facilities management operators) via the workflow portal. Event-based email notifications enable the requestors to be notified of the request's progress along the workflow process. The users can attach external files to the forms. Thanks to single sign-on, no separate username and password is necessary.

Technical Solution
WorkflowGen works on an IIS web server with SQL server as a back-end database. The authentication of the participants is done automatically thanks to an LDAP connector. An integration has been developed with PeopleSoft in order to dynamically retrieve the list of approvers depending on the requester and the nature of the work. The participants use their web browser to access WorkflowGen and populate PDF forms to submit their requests.

Benefits
Immediate productivity gains
The response time has been optimized from 2 days to 15 minutes.
The workload for the operators in the Department of Facilities Management has been reduced dramatically and their ability to monitor and retrieve process data has been maximized.
The clients enjoyed both the productivity gains and the possibility to monitor their requests in real time.

Fast deployment
The Department of Facilities Management has designed the work order process with WorkflowGen in 1 month.
A pilot was first organized for a few selected participants before the solution was rolled out campus wide to 3,000 people by sending a simple email. 

Ease of use
The Department of Facilities Management was able to design the workflow without programming except for the integration with PeopleSoft and LDAP.
No training was required for the end users who where able to access a user guide if needed directly on the Department of Facilities Management web site. 

“After reviewing demos of several workflow solutions, we chose WorkflowGen because it was the best value for our needs. It is extremely flexible and easy to learn and use,” said Ben Eastlack, Systems Support Supervisor, CDSD IT Department. He added, “We needed a solution that was modular in nature and easy to customize so that we can deploy it in stages throughout all our administrative departments.”

The Central Dauphin School District is a suburban community of approximately 83,000 residents with a current student population of 11,750 located northeast of the city of Harrisburg within the County of Dauphin in south central Pennsylvania. The school district is the 13th largest school district in the Commonwealth and is the largest of the 10 school districts located in the county.

http://www.rouen-formation.fr/

Mission
Based in Rouen, RFE is a SME specialized in the education of the young
people, and in the professional training in IT, personal development and languages.

Testimonial
"Within our ISO 9002 certification project, WorkflowGen is the tool we were looking for to automate our procedures quickly. Thanks to the ease of use of WorkflowGen we were able to implement the quality procedures with a minimum of communication and training for more than a hundred of our trainers who, from now on, use the quality processes in a transparent way ".
Alexandre Martini, General Manager.
 
Business Challenge
During the ISO 9002 certification project, RFE was looking for a solution to digitize the heavy volume of paper procedures and to automate the repetitive administrative tasks.
 
WorkflowGen Solution
Functional Solution
In 2 weeks only the Quality Department was able to go live with the first processes (requests for paid-leaves, constitution of training files, teaching declaration of incident, etc). All processes being described by the certification project, it was then very easy to create the PDF forms and to implement the processes with WorkflowGen.

Technical Solution
The technical implementation was very fast because WorkflowGen had the same environment has RFE's : Intranet with IIS, ASP, SQL Server and Active Directory. 
  

Benefits
Fast and easy to use
With limited manpower and a tight deadline, RFE was able to set up WorkflowGen and it's first processes in just 2 weeks for more than 100 users. No programming and user friendly modules were the key factors of success.

Quick Return On Investment
The ROI is estimated to be reached within the first year because of the productivity gains on administrative tasks.  The implementation of WorkflowGen enables a single person to manage the quality program and procedures for the whole company.