UNIform – From big paper to big data

The change of focus from paper to data should not start with reducing the paper but on how the data can be collected and used across multiple applications.  Collecting data without paper will follow naturally and make the data intelligent in that it connects to your applications and databases. This type of approach to business process is crucial and the adoption of this focus on data will make moving from paper to data a much easier transition. Remember, the easy spaper_to_datatarting point is to consider how to collect the data, the next step is how to use the data and the final process how to manage the process, not a thought about paper.

ITQ were approached by Wellington College (one of the world’s top coeducational boarding schools) with a scenario that fitted this thought process perfectly. Wellington College wanted to manage better and reduce the forms used in the school’s admission process. Previously the process involved the College sending out a pack (by courier) of 28 forms that had be completed by the parents, data was repeated on many of the forms. ITQ’s answer was UNIform a web based data and forms solution designed in partnership with the College.

Parents can now sign in to UNIform’s web portal and complete all the forms, automatically replicating data where required. Wellington College parents are located all over the world and the presentation and user experience of the admissions portal was crucial to the reputation of the College.

Data is now collected easier, the parents only enter data once and can come and go to the site as often as they need as they collect the potential students details. There are no bulky packages to send and return but the paper did not figure in the solution, it was all about the data.

But what makes UNIform unique is its flexibility in that it can be tailored to individual requirement in terms of presentation, collecting data and output options. The flexibility means UNIform can be completely customised for any business or organisation, not just educational; to create workflows, to manage data, to segment and route data to the appropriate administrator for processing. Processed data can then be analysed and exported to an existing document management system, database or electronic folder structure.

This bold example of forward thinking shows how you can move from paper to data, removing data entry, improving the customer experience and creating the ‘paper light’ office.

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