Paper Form Tsunami
The Problem: When Covid-19 struck, a government agency was mandated to have every employee or visitor entering their facility to complete a self-assessment health survey. Those surveys then had to be submitted to the appropriate employee supervisors.
The User's Solution: The agency created a form with a few simple questions that required yes or now answers The forms were placed at each entrance to the facility. The forms were collected daily, then scanned as PDF documents and transmitted to the HR department. The paper forms were then boxed and moved to a storage area. This created a second problem - they were generating so many forms that the storage space would soon be overwhelmed. This paper form tsunami was about to roll over the agency in a big way.
The HUB Connect Solution: A QR Code that identified the location was created for every office suite and every restroom. These were posted on the door jamb inside each office suite and restroom. Now, if a tenant needs to initiate a service request, they simply scan the QR code with the phone, the appropriate form pops up, they enter the request information and submit it. The form is immediately delivered to the building manager and the maintenance manager. Either one can assume responsibility to fulfill the request, which the system displays in the request record. This changes the status from Received to In Progress, which makes it easy to ensure that every request is handled by someone and not ignored. When complete, the request is closed and the status is changed to Completed. The building manager receives an automatically generated report each morning of the previous day’s service requests and sends it to the building owner, and the form responses become data that can be retrieved for future reference.
What Was Saved?: The agency now saves time and money from the elimination of printed forms; users save time when completing and submitting the forms; there is no need to devote valuable storage space to a mountain of boxed forms; and time and labor is reduced when managing and reporting the data.
What Was Improved?: The reporting process has been streamlined for users; paper waste and cost has been eliminated; and data collection and reporting is now automated, which has significantly improved the agency's ability to comply with the mandate.