Process and forms digitization
IT projects take many shapes and sizes. Sometimes, an IT project may result in a significant business process transformation. In an increasingly digital world, Okanagan College is continuously taking steps to digitize processes and forms that previously existed through pen and paper. The IT Business Transformation team works collaboratively with groups of key stakeholders and process owners to optimize new or existing processes or forms. The goal of Process & Forms Digitization is to improve the overall customer experience by improving turnaround time and reducing inefficiencies, while making use of modern technology.
All digitized forms and processes can be accessed using the online platform where students, staff, faculty, and external users can complete, review, comment, approve, decline, and route the digital forms. Users no longer need to search for a form, print it or download it, fill it out manually, then hand it over or email it to required approvers. Processing time has been significantly reduced through a pre-determined and automated workflow within the platform. Going digital improves efficiency and security, all while eliminating printing and manual processing costs.
Interested in training for you and your team? Visit our process and forms digitization training module.
How to digitize a process or a form
Want to digitally transform a new or existing process or form?
1. Share your idea with your Direct Manager or Supervisor and your team to gather feedback.
2. Identify who should be a part of the process or form digitization.
3. Complete and submit a Process & Forms Digitization Request.
4. Your request will be reviewed and vetted by the IT Projects Team.
5. The team will be in contact with you within 3-5 business days from the date of submission.
Note: All process and forms digitization requests require approval from your Direct Supervisor or Manager and/or the process owner, a review of the current process flow including identification of core activities, and an explanation of what the transformation will achieve.
Noteworthy digital processes and forms projects
| Process or Form | Department | Audience | Status |
|---|---|---|---|
| Contract/Agreement Routing | ABS | Staff | Complete |
| Expense Claim & Mileage Log Approval | Finance | Staff | Complete |
| Payment Approval | Finance | Staff | Complete |
| Timesheet Approval | Payroll | Staff & Students | Complete |
|
Student Forms (Application for Graduation, Campus Change, Registration & Withdrawal, etc.) |
Registrar Office | Students | Complete |
| Professional Development Forms (PD, SIF, Non-Instructional) | Human Resources | Staff | Complete |
| Co-op Student Forms (Evaluations and Work Term Report) | Student Services | Students | Complete |
Contact us
Have a question about a process or form digitization? Not sure where to start?
Visit our digitization training module or email us at ITProjects@okanagan.bc.ca and we’ll be happy to assist.
Have feedback on digitization or a particular form? Share it with us!