Today, the university’s travel request process is the highest volume process in the system, with more than 350 users relying on Activiti for submitting and approving as many as 4,000 travel requests each year.
Before Activiti, a travel request could take up to a week to be approved. Now, with the automated system, most travel is finalized, approved and booked within a day.
“It’s a significant timesaver from that perspective and gives us visibility into where our people are travelling, which we didn’t have when things were processed on paper forms,” said Savage.
Other processes already implemented in Activiti include accounts receivable invoicing, expense reimbursement and credit card applications totaling almost 6,000 transactions each year.
Moving forward, the university hopes to soon implement additional financial forms and processes into Activiti, making it easier to upload invoices and make payments. It also hopes to increase the system’s form-level reporting functionality to better track and manage tasks in the system.
“Once we were in the development process, the response from Hyland and Sixtree has been very positive. Lots of things are being developed in an agile kind of environment,” said Savage. “Feedback from managers has also been very positive. We want to capitalize on that and roll out additional forms and processes quickly.”
Other items on the horizon include adopting an enterprise content management system across the university and possibly expanding Activiti to students, as well as external vendors and service providers to automate and enable external collaboration.