When confronted with the challenge to reduce costs an NHS foundation trust customer took two very easy decisions. They recognised that by taking away a number of paper based processes they would enjoy a significant impact to their administrative costs. Money and time that can be recycled for better uses.

Their first decision was to deploy expenses2010 for the NHS from Software Europe, a proven solution for employees that need to submit, approve and pay expense claims. This online system ‘talks’ to ESR (Electronic Staff Record), sending approved payment information, as well as receiving updates about employees.

It soon became apparent that with the expenses2010 for the NHS system in place there was a lot more that could be automated, and during early discussions the task of applying for a parking permit was identified as one manual time consuming process that could be streamlined.

Before

In this organisation parking space is at a premium and is controlled using a permit system. Every year employees are invited to request a permit, which meant completing a form with a number of confidential items, this paper form would then make its way through the organisation, items being checked and validated along the way. Errors would mean the paper form would find its way back to the requester – ready for modification and its journey back through the system.

After

Upon deployment of expenses2010 for the NHS requests for Parking Permits will be available to employees through the online system. A simple process will guide the requestor through the application, alerting the relevant departments and managers to review and approve/decline the request. Intelligently, the system communicates with ESR to enable a number of decisions regarding the request to be made automatically, for example, a requester’s home address might be too close, or their role might mean that a Parking Permit is essential and approval can be granted based on this. The system also helps the employee by reminding them by email that their permit is due to expire, and because the system is electronic the process is significantly accelerated.

Result

The process is significantly enhanced, manual paper process is removed, and the request is concluded promptly. At a time when reducing cost in the NHS is vital this system is a ‘quick win’ and should be considered by every NHS authority.

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