Digital processes in telecoms (UPC)
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UPC Czech Republic implemented a digital solution to streamline internal processes and ensure compliance by replacing paper-based workflows with electronic forms and digital signatures. The new system has saved time and costs while granting employees access to tailored applications based on their roles, with strict adherence to approval processes. Overall, the project has significantly improved efficiency and control over administrative tasks within the company.
Digital processes in telecoms (UPC)
- 1. Case study Digital processes in telecoms UPC Czech Republic is the biggest provider of high speed Internet and cable television in the Czech market. Its cable lines cover more than 1,3 million households in 370 locations. UPC is a daughter company of Liberty Global (NASDAQ: LBTYA, LBTYB) and employs about 500 people. The solution is tuned step-by-step up the point that key users agree that it is ready. Issues: • Too much time spent on paper chores INITIAL SITUATION: LACK OF COMPLIANCE Operation processes, such as planning of company cars or holiday leave approving, were covered by flow of paper forms or e-mail attachments. Employees thus had to spend too much time on administration activities with very low added value. Moreover, the company was not compliant to corporate standards requiring trusted signature on each document relevant to finances. Therefore it was decided to cover processes by electronic solution supporting digital signatures based on digital certificate. SITUATION NOW: COMPLIANT AND EFFECTIVE Employees of UPC in the Czech Republic are equipped with digital certificates issued by internal certification authority of the company to enable them to add digital signatures to documents. Critical approval processes are covered by flow of dynamic forms based applications. Strict process rules are built into the solution so that users have no chance to avoid mandatory steps. In the middle of 2010 the following smart forms based dynamic applications are used: • Audit requirement for trusted signatures on some internal documents • ˝Process creativity˝ such as avoiding mandated steps Solution: • Digital signatures • Managed flow of dynamic form based applications • Selected employee trained to use Software602’s technology for covering further processes Benefits for UPC: • Compliance ensured • Time and costs saved • Full control over current approval processes • Process acceleration
- 2. APPLICATION FOR TRANSPORT (company car) ― there are several versions of this digital application form, according to work position and number of mandatory approval steps. Because the solution is integrated with the HR system, each user can see only his/her version of the form. Software602 delivered technology tools, including application designer, trained UPC’s IT specialists and delivered intensive support during the initial phase of the project. Software602 people were great. We especially appreciated that they were always ready to go beyond the standard version of product to satisfy our needs. Jaroslav Tajbl IT project manager, UPC LEAVE PASS BONUSES PAYMENT ― according to compliance rules, there must be a document with trusted signatures of executives to each bonus paid. It is ensured through digital documents and digital signatures. INFORMATION SYSTEMS USER RIGHTS ― All requests for user right assigning are applied and approved on a digital form. There it can be easily seen who approved what requests to what systems. EMPLOYEE LEAVING FORM ― An employee leaving the company does not need to walk around all departments seeking confirmation that there are no obligations towards the company anymore. Instead, digital documents flow across departments. PROJECT HISTORY: BUILDING SOLUTION ON THEIR OWN At the very beginning, UPC decided to build smart form based solution on their own. Therefore Software602 delivered technology tools, including application designer, and trained UPC’s IT specialists and delivered intensive support during the initial phase of the project, when the first dynamic applications were created and first workflow rules settled. UPC’s specialists acquired the knowledge fast and support was contacted only rarely. For covering each process, the same sequence of steps is applied. A pilot application is created, based on legacy paper form. Then it is confirmed that there is a process description identical to the real life process and that there are no uncovered rare conditions. The solution is tuned step-by-step up the point that key users agree that it is ready. As soon as this phase is completed, dynamic smart form is the only way new application is accepted. Because the solution is integrated with the HR system, each user can see only his/her version of the form application. The solution is continually extended, based on requirement of managers who are interested in introduction of further digital processes. EVALUATION: EASY DESIGN, SMOOTH INTEGRATION IT specialist of UPC Jaroslav Tajbl said: ˝Designing dynamic applications is quite simple. We also have managed to integrate Software602’s solution with other systems and databases without significant problems. On the contrary, setting sophisticated automated calculations is pretty difficult. Software602 people were great. We especially appreciated that they were always ready to go beyond the standard version of product to satisfy our needs.˝ Software602, a.s. Hornokrcská 15, 140 00 Prague, Czech Rep. I Phone:: +420 222 011 602 I E-mail: info@software602.eu www.602.cz/en I www.SecuStamp.eu I www.FormSigner.eu