NU12 #10, New Processes at Work - Alvin Bilolo

NU12 #10, New Processes at Work - Alvin Bilolo

We are very particular with process improvements in our company. This is part of our performance evaluation at the end of every year. We need to identify those processes that we can improve and as much as possible implement those that will bring greater benefit for all. For this year, as part of my process improvements, I will do my best to push the following new processes at work:

·        An electronic filing of employee clearance. I am one of the signatory for the clearance of a resigning employee. Our usual process would be to photocopy the clearance form of the employee after our sign off. We file the photocopied form in a specific folder and this will serve as our copy for future references. I noticed that whenever we have to retrieve employee's clearance, it is hard to look for the papers one-by-one. We are doing it manually. With my proposal of electronic filing of employee's clearance, all we have to do is to scan the clearance and save the PDF file in a specific folder in our systems database. The filename would be the name of the employee. In this case, whenever we have to look for the clearance form, all we need to do is to search for the name and we have it in an instant! 3

·        Automatic Enrollment in our Travel and Expense Accounting System. Our current process is to grant employee's access to this tool upon request of the employee. The thing is, almost all employee use this tool to reimburse business related expenses. I am now proposing to have an automatic enrollment of employees in our Travel and expense accounting system. Upon admission to the company, employee's supervisor will fill up a form and state whether the employee needs the tool. If they stated 'Yes' in the specific portion, our team will automatically grant the access to the new employee. This will prevent rush in providing access and will eliminate the possibility that employees will not get their business related reimbursements because the activation of this tool takes around 2-3 business days and we have a cut off for the processing of reimbursements every month. 4

·        Sending an automatic email notification. This process is not new for most of the employees in different company. But to make this unique for me, the automatic email notification will comprise of those frequently ask questions regarding our processes. There can be links in this notification where the customer can use in case they have questions that are frequently asked by other customers as well.