When considering the introduction or replacement of a workflow system, you may struggle to choose between the following types.
- Cloud-based type (Service Provision type)
- On-Premises-type (In-house type)
What I focus on here is not the advantage of the workflow, but the Cloud type of workflow (paperless and digitized).
I hope my description of the Cloud type will help you to persuade your supervisor if he/she is reluctant to use it.
Advantages of Cloud-based type Workflows
Accessible anywhere (Easy support for telecommuting and remote working)
External access is possible for both the On-Premises-type and the Cloud-based type.
However, the On-Premises-type requires a proportional amount of cost, skill and time for configuring the network settings and security considerations. On the other hand, the Cloud-based type service is originally on the Internet, therefore it enables access from outside the company easily.
With external access being possible from smartphones and tablets, that enables the following operations:
– Approval by your supervisor while he/she is on a business trip.
– A salesperson can make report and work requests without returning to the office after a client visit
You can get the benefits of immediately reporting/processing/proceeding your task from anywhere before you forget.
Also, external access is possible in the Cloud-type, which means it can support the following benefits of telecommuting.
– Telecommuters who have been instructed can work flexibly from home
– People who until now have been unable to work due to distance become able to work
You can take advantage of these things to fully utilize human resources by removing restrictions on time and place.
*Some rules such as Rules of Employment may need to be reviewed to determine whether the company can adopt telecommuting.
By the way, saving time and eliminating restrictions on the workplace can contribute to the redressing of long working hours, the creation of an environment that welcomes a flexible working style, and keeping the balance of childcare and nursing.
This can be said to be one of the measures to promote “Working Style Reforms”.
*Referred link: Act on the Arrangement of Related Acts to Promote Work Style Reform: Act on the Arrangement of Related Acts to Promote Work Style Reform
Reduces the burden of system maintenance and operation
In the case of the On-Premises-type, the following things are required:
– Server hardware and OS (recently, these have increasingly moved to a virtual environment, but the infrastructure is still necessary).
– Middleware and software maintenance
– Backups / operational monitoring / fault detection
When vulnerabilities in the middleware and libraries used are discovered, a rapid version upgrade and verification are required, and the resources for information systems are suddenly taken.
On the other hand, the Cloud-type includes them in the service, so there is no need to consider these as a user (maintenance-free).
The On-premises-type also has a feature gap from the latest version if you continue to use it over the years (obsolescence by aging). For upgrading to a new version, verification is required and the burden of handling this issue isn’t so small.
On the other hand, the Cloud-type enables you to always use the latest version, so such a problem does not occur.
Low initial investment and rapid implementation
The On-Premises-type requires a large initial investment including server and software procurement costs and environmental construction costs.
However, the Cloud-type doesn’ t require procurement and environment construction and the initial license fee is also free or cheaper than the former type. Another benefit is that the implementation can be accomplished in a short period due to construction not being necessary.
Furthermore, with the Cloud-based type, it is also possible to start with a small implementation (PoC: Proof of concept, small start) through a pilot project, and expand it. The initial investment is small, so this makes it easier if you decide to switch back, and reduces the risk of implementation even if the Cloud-type service is unfit for your purposes.
※Referred link: Pricing
Use Cases of the Cloud-type Workflow
I will introduce below some use cases and benefits of the Cloud-type Workflow System, Questetra BPM Suite (referred to as “Questetra”).
Approximately 2000 people use it. Switched the Workflow part to the cloud BPM which is capable of visualizing and standardizing at the time of groupware migration. Established an environment where business improvement can be promoted even at each site. Reduced Processing Time by 40%. Work improvement is promoted also at each site.
Migrating the Notes Workflow to Cloud. Using Questetra on about 30 Workflows in General Affairs type and in Personnel type
Starting the test run in small groups of 10-20 members, approximately 800 employees utilize now.
Starting to promote online expense, request, sales supporting and various business procedures via Questetra
Integration of cloud services such as Google Sheets, kintone and Box.
Stable operational performance even in the Great East Japan Earthquake in 2011.
Integrating with G Suite to build the telecommuting environment that can handle the daily operations only by using a tablet or smartphone (iPhone/iPad).
Using it for many internal operations such as ‘Expense Report’ and ‘Other Application-Approval operations’, and even for Progress Management for the ‘Consulting Business’ which is the main operation. Implementing automatic document generation such as contracts.
Achieve labor-saving and quality improvement on AWS operation business with various “automatization” via Questetra. Questetra has been set up so that as soon as the boss approves it, the APIs of G Suite will be automatically invoked. Integrating with various Cloud services primarily such as Slack, Salesforce, G suite, Backlog.
Features of Questetra Cloud-type Workflow
I will introduce three Questetra features to demonstrate some of the benefits, in addition to being cloud-based.
Easy-to create workflows using drag and drop
- The icons of the workflow diagram can be arranged just by dragging and dropping, so the workflow can be designed graphically. It is intuitive and easy to understand!
- The workflow can be easily seen and understood not only by the person who drew it but also those who use it!
- It can handle complicated workflows and has a track record of transitioning advanced workflows created in Notes!
The visible progress of the task
- Visualize the progress of the task and processing time from various charts!
- Based on the graphical data, various improvements such as speeding up and preventing delays are possible!
Collaboration with various systems
- G Suite and Office365（Azure Active Directory）Single sign-on cooperation with G Suite, Office 365 (Azure Active Directory), and SAML 2.0 is possible
- Many experiences of collaboration with various cloud services like Salesforce, Box and Slack using REST APIs
Why not try for free?
For more information, click here. You can try it for free now!
We provide many workflow samples that can be used as they are.