Reduce and streamline paper-based workflows
Prior to the deployment of K2 applications, almost all of this global business’s back-office processes were paper-based. Employees had to print out and fill in forms to initiate processes for everything from gaining a visitor permit to requesting investment.
These forms were created using Microsoft Office templates, and employees had to manually fax or post them to their line managers for approval and processing. Incredibly, the company had a library of more than 400 forms, including forms in multiple languages.
As well as being bad for the environment, ZF Lenksysteme’s reliance on paper-based processes created two other major issues.
First, the duration of processes was unnecessarily long. Employees had to manually re-enter data from forms into the company’s core enterprise SAP systems, which was very time-consuming. Inevitably, mistakes and delays occurred due to illegible handwriting or incomplete information. Sometimes forms got lost completely.
Second, managers had no clear overview of process status. Once an employee had filled in and faxed a form, it was almost impossible to find out where that form was in the approval cycle and when a request or payment might be authorized.