There was a spreadsheet template titled “Purchase Requisition Form”. It is professionally marked with controlled document number and version number. And it has a Reference Number field, which is supposed to be an incremental value, but to be manually completed.
It has a few input fields meant to capture the requester’s identity, such as Requester’s Full Name, Department and Job Title – to be manually filled in as well. Followed by other details commonly seen in a purchase requisition request, such as budget code and details about budgeting and items to be purchased.
At the end of this form, are a few boxes pre-allocated for requester’s signature, HOD’s signature, and other signatories as defined in approval matrix. The requester – Henry, printed out a completed Purchase Requisition Form, signed it with a ballpoint pen, and handed it over to his HOD for first-level approval.
Little did he realize that he had submitted the purchase requisition using an outdated document version! So, he had to re-complete and re-submit his request; and, yes, printed it out again because a hand-drawn signature is required. But it doesn’t end there..
Henry’s request requires approval from an Executive Director, who was away from his office desk for 2 weeks! The paper form sat in the Executive Director’s document tray, pending for approval that can only be done with a hand-drawn signature.
We feel you, Henry 😔
The above described scenario isn’t an uncommon scene. Even large multinational companies are having many gaps with digital operational requests. More often than not, request forms are a list of controlled versioned documents gathered in an intranet portal. Yet, most companies are realizing the need to keep up with operational speed – digital disruption is real in business.
One of the large-scale e-form workflow and request digitization implemented by Innov8tif, is a collection of 40 digital requests for a Central Bank. None of these requires a hand-drawn signature, neither is it limited to physical presence of an approver in the office premise. A truly paperless office realized with:
- online web forms
- email notifications
- auto assignment and approval matrix
- personalized task inbox
- audit trail tracking
In turn, request approval that used to take days or weeks, is now optimized to measurement in hours.