Sutherland Shire Online forms & automatic workflow

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  • Our team sits in the Executive group under Corporate Development, with HR and Strategic Planning The unit was established in 2009 in order to develop a staff intranet and focus on moving council business online. We look after our Council websites, staff Intranet and Administrators of 3 corporate systems. One key factor of any successes the team has had has been the support of senior management.
  • Old intranet was html pages with forms and policies not together, and forms listed on word (html) pages under the unit that “owned” them. New intranet, first in a content management system, saw all the policies, forms and procedures brought together and grouped by subject. The new website was launched in the same CMS which meant we only had one version of the form linked to both the staff intranet and the external website. Seamless is a .net platform
  • At the moment, we are still offering PDF and Online form on most of the forms, until the outdoor staff are completely competent on Compass.
  • Intranet automatically comes up when staff log in. New intranet, first in a content management system, saw all the policies, forms and procedures brought together and grouped by subject. The new website was launched in the same CMS which meant we only had one version of the form linked to both the staff intranet and the external website. Seamless is a .net platform
  • Sutherland Shire Online forms & automatic workflow

    1. 1. Online Forms & Automatic Workflow Adele Ezzy Manager, Online & Business Development
    2. 2. Where we are… Sutherland Shire • 1,934 staff • 1,472 indoor (admin, childcare, libraries etc) • 462 outdoor (waste, beaches etc)
    3. 3. Who are the Online team? General Manager Senior Manager Corporate Development Manager Manager Manager Online & Business Personnel Strategic Planning Development Responsibilities * Web/Intranet/ Councillors Extranet * Systems Admin * Business Development * E Business and Innovation * Social Media Strategy
    4. 4. Timeline Launched NEW Intranet Launched Online Forms “Compass” WITH AUTOMATIC WORKFLOW New Website (Seamless) New CMS(Seamless) • 200 PDF forms • 40 online with workflowApr 2009 Aug 2009 Dec 2010 Nov 2011
    5. 5. “Compass” Automatic on login Where staff launch all applications, email from home, mobile CRMS and most importantly their PAY!
    6. 6. Where do staff find the forms? • “Online Forms” have quick access • All subject based • IT, HR etc forms
    7. 7. Where do staff find the forms? • Still offering PDF and Online form on most of the forms, until the outdoor staff are completely competent on Compass
    8. 8. The way we did it… Pay Basic Forms CMS System(Aurion) (Seamless) + functionality in the CMS ability to take the „real time‟ staff list and look at: then developed… people report to • who • who their manager/director is • know if someone is „acting‟ • know if someone is on leave • comments during workflow • where the form is up to
    9. 9. The process… • Once submitted, looks at who submitted the form and identifies who they report to. • Each form has different workflow and destination: eg, Supervisor Manager Director GM HR.
    10. 10. The process…
    11. 11. The process…
    12. 12. The process…
    13. 13. Challenges• Used real forms in testing right up to GM level.• Organisational structure not uniform – Most reporting steps are staff – supervisor – manager – director – GM. – Senior Manager at Director level – Group Manager (with managers reporting to her) who reports to a Director• A pay system that won’t import very easily.• Outdoor staff do not have work email.
    14. 14. Who creates the form?At this stage just the Online team• Keep consistency• To review each form and question each field to see if it’s still necessary – Do we still need the form? – Can it be simplified?
    15. 15. What’s next?• Move more forms online, currently … 20% Online forms with workflow 25% Forms are now Online 60% Forms still in PDF (word)• Working on ability to stop, save and edit later – WHS forms on mobile devices, start out on the field, edited back at the office – Job application forms – external and internal applicants.
    16. 16. Thank youAdele EzzyManager, Online & Business Development Unitaezzy@ssc.nsw.gov.au

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