Project - Exchange Automated Forms

From time to time, business critical items would be slow to procure because information would not have been provided on the forms submitted by the person requesting the requisition. As well, item changes or time requirements would become "lost in the shuffle".  The procurement team complained that the system was not easily managed, and once purchases were entered into the system the team had reduced visibility into the details (items requisitioned, due dates, priority, etc.). As well it was difficult to ensure that employees always used the latest requisition forms. Change requests were slow and difficult to process through the system, sometimes causing the wrong item to be purchased. As well, from time to time forms could be misplaced or misfiled, causing them to fall from view.

I proposed IT digitize the process and forms.

Goals:

• Standardize the forms used by the company and ensure only the latest is available
• Ensure the appropriate information has been entered into the form prior to sending
• Ensure the priority of a request remains visible throughout processing
• Speed the processing of change requests
• Eliminate lates

I worked with the IT Team to configure our Exchange 360 server (Exchange Online) to allow the use of automated forms using the Public Folders. I then designed a crude form, using it as a training tool to train my IT Team on the creation and implementation of an Outlook form. My team continued development, tested, released the solution, and then trained the purchasing department.

All of the goals of the project were met.  The new form reduced the error count, reduced time to process, and reduced overhead communications. Security was used to ensure individuals could only see and access those tickets they had submitted. This work effort was used to promote the use of other digital forms throughout the company.