Buckinghamshire Success Story
Challenges
- Eliminate inefficiency from staff forms processing
- Reduce costs of processing paper forms
- Allow auditing and monitoring of forms in the system
Solution
- ‘SAP Interactive Forms by Adobe’, implemented with Forms Lifecycle Manager (FLM) by Arch
- Form processes such as routing can easily be designed and managed
- Adobe Forms provide a familiar paper-like front-end for users
- FLM administration tools allow easy monitoring of form catalogue
- Real-time integration with SAP
Results
- Optimised processing of staff payroll
- Audits of form processes are easily created
- More prompt staff payment
- Reduced time and cost spent processing forms
- Long-term manageable form strategy implemented
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Amey Success Story
Challenges
- Amey needed to replace a whole host of processes capturing data for SAP that were built using Excel. One particular process was for Time and Plant Hire capture on an Amey Motorway maintenance project. The Excel spreadsheet was unwieldy and relatively hard for the site foremen to use.
Solution
- The forms process was rebuilt using FLM and SIFbA by Amey themselves without significant assistance from Arch or an FLM partner. The new form exploits integration with KABA timeclocks to capture time. Operatives Clocks In / Out with an Electronic Tag using Kaba Benzing Clocks. Scheduled Upload of Time Bookings Kaba → SAP using Standard RFC Connection. From here the supervisor Opens New Form & Selects a date. Supervisor’s work force / plant automatically loaded and clock times are automatically loaded into the form.
- Supervisor allocates ops time /plant to jobs & submits for approval.
- Manager receives email to authorise, reviews. (Approve / Reject).
- Approved form posted and SAP auto calculates pay. Plant costs auto calculated.
Results
- A much smoother process, fully integrated with SAP has dramatically reduced errors and improved data quality. As importantly perhaps Amey have built the skills and confidence to continue on to further forms processes notably time capture.
Southwark Success Story
- Phase one implementation covers absence and additional payments. The issue for LBS to use Adobe forms as a front end to SAP Payroll so there could be no duplication of effort but equally no direct access to SAP: get rid of the “returns”. The SAP Interactive forms were targeted at areas where ESS is not an option. A manager or administrator should be offered a list of the individuals in their team and to input a selection of data. The project addressed the LBS modernisation agenda: efficiency, less paper, greener.
- Designed for use by managers from the portal and to be completed weekly. As it is manager input it does not require approval but is work-flowed to Department Reps who check and release or return to the manager. If not released after 7 days is automatically posted into R/3 (this does not happen if it is returned to manager).
- Absence. 4 areas: Sickness with no return to work date, new sicknesses, absences in days, absences in hours (unauthorised absence, TOFTUD). Does not include parental leave.
- Additional payments: Same principles of drop downs and ability to pick a team. Information to be input depends on the payment to be made.
- FLM also generates reports on the forms data.
- LBS is an Arch FLM reference customer.
