To support caregivers in providing Christian health care, Adventist Health System’s IT department maintains clinical and business systems that provide a secure, effective and integrated patient care delivery system in its many hospital campuses. With more than 78,000 employees in 44 facilities across 10 states, serving 4.7 million patients annually, making sure new staff have the necessary computer hardware and software and business cards is no small task.
Jon Barrett, then manager of End User Computing, realized his team was spending too much time fielding a mix of paper form requests, verbal requests and a flurry of follow-up emails. Frankly, he needed something that could automate this process so his team could focus on other important tasks. He partnered with Web Team manager Vinni Sharma to find a solution.
Before the adoption of Nintex, staff made verbal requests or used paper-based forms emailed as PDFs that sometimes resulted in inaccuracies and schedule delays. Computer equipment was not always delivered on time, and business cards were not always as accurate as they could be. With so many orders to keep track of, managing these types of tasks quickly became unwieldy.
After exploring many options, Sharma chose Nintex as the best solution. Because of its seamless integration with SharePoint, non-tech users can now easily click a form on the SharePoint ribbon to get their order started.
As soon as a staff member completes the online business card request form in Nintex Forms, SharePoint sends an email and starts the approval process for the request. Within the form, a WYSIWYG display allows users to view their business card exactly as it will be printed, which makes it easy for them to correct mistakes before placing the order—reducing mistakes by 50 percent.
Also, when a manager completes an online form for a new hire or an existing employee, the workflow triggers IT staff to reallocate or order the requested computer hardware and software. Currently, staff can access the system from home and open pages within its web view from their native employee mobile app, but Sharma says they plan to convert the form using Nintex Mobile.
Instead of managing all the follow-up emails and details for so many orders per week, Barrett’s team and other teams at Adventist Health System now use the system to easily view and track the orders online to completion. Nintex Workflow speeds the process along without the time-consuming, overhead monitoring of the previous system.
Vinod “Vinni” Sharma
Web Team Manager
Adventist Health System
Sharma says they’re currently using over 175 workflows, with plans for more. Building the drag-and-drop workflows saves IT staff coding time. Applying workflow strategy and design requires about two-thirds of the actual workflow building time, Sharma says, but this streamlining enables refining and perfecting business processes throughout.
With Nintex Workflow and Nintex Forms, Sharma says they’re saving at least $2 per order on over 700 orders a year, plus one to two hours of staff time on new equipment and business-card orders. And all told, the Nintex technologies are saving Adventist Health System more than $100,000 per year.
With multiple facilities and staff changes, their verbal and email ordering system required time-consuming back and forth emails to confirm details for new equipment and business card requests.
By streamlining the ordering process with Nintex Workflow and Nintex Forms for Microsoft SharePoint, they reduced errors by 50% and saved one to two hours of IT staff processing time on more than 700 orders a year.
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