Productivity and efficiency are more than critical than ever, and SharePoint has been identified as a tool that can help HTS Group Ltd achieve this. HTS Group Ltd need to share information easily amongst the team in both Auckland and Wellington. The SharePoint solution for HTS Group Ltd must meet some critical requirements:
- It must enable management of the current purchase order/packing slip/invoice process, improving visibility of status, reducing risks of lost paperwork and increasing efficiencies, simplifying payment alerts for Finance staff.
- As well as sharing documents, HTS Group Ltd wish to streamline business processes using the web tools, and share a range of non-document information such as process manuals, discussions, company news and announcements.
- It must be secure, so that not only is access to the system restricted to only authorised users, but within it, different information is only available to appropriate users.
- Simple to maintain so that HTS Group Ltd can evolve the system themselves with minimal outside help
In partnership with Ricoh, Kinetics Group developed a Sharepoint workflow to meet the stated requirements
This workflow was designed to simplify and previously manual process of getting documentation between the branches. Ricoh had developed an application called Scannervision which integrated well with Sharepoint. This application reads scanned documents which enabled Kinetics Group to create a workflow that alerts the appropriate person that a document needs approval.
The workflow has been trialled in the Auckland branch and will be rolled out to the Wellington branch in the next few weeks.