WWH has developed more than six separate business process automations using the K2 platform and K2 SmartForms. One particularly beneficial solution allows mobile employees to access information about historical property repairs while making site visits. Using any web-enabled mobile device, employees log in, load up a K2 form and enter their enquiry details. “K2 lets employees view all the data they need in one place without having to return to the office and go from one system to another,” Abramczyk shared.
Another mobile solution allows employees in the field to collect data about ad hoc maintenance jobs. Data is recorded in a K2 SmartForm, via mobile, and automatically sent to the relevant back office systems. Previously, employees had to return to the office and use one or more different systems, but now they can log maintenance jobs from a single form, at one time, from any place. “Employees can do in seconds what might otherwise have taken hours,” Abramczyk said.
As part of its 50th anniversary celebrations, WWH launched a program called Making A Difference to Your Future, Making A Difference to Your Environment, allowing its residents to apply for a range of innovative grants. Residents fill out a K2 SmartForm with details of their planned projects, notifications are immediately sent to the relevant teams, and collected data is transferred automatically into the decision-making process. This requires no paper at all.
“K2 allows us to pass data safely from what is essentially an insecure web to a secure intranet,” commented Abramczyk. “It creates an efficient, easy-to-follow process for tenants, while also saving administration time internally.”
Legally, WWH has to perform a series of health & safety tests at all of its 9,000 properties every year, and the information about inspection due dates had been held in mammoth spreadsheets and lists. The organization created a K2 process that sends alerts when inspections are due. It automatically raises a job order, so engineers can visit the property. Once the job is complete, the K2 process updates the central records, with no manual intervention required.
WWH anticipates that this K2-based process will remove the need for full-time administration, creating cost savings. Plus, the K2 process minimizes the likelihood of human error and facilitates the team in improving tenant safety.