Q. What type of operations do you use Questetra for?
At SMART VALUE, we are proposing a wide range of cloud services for the solution of social issues.
More specifically, we deal products and services such as “Public Web services”, “Sale of vehicle information systems”, “Data Center and Server operation”, “Sale of mobile terminals”.
We have introduced Questetra to visualize purchasing operations. Many of our purchasing operations are required ‘multiple approvals in advance’. We use Questetra for the Business flow from approval to ordering. In the approval flow, approval route will be decided automatically depending on the scale of the purchase.
Q. How had you been handling the operations before Questetra?
We had been operating procurement by handling purchasing information in paper documents before.
However, purchasing operations are in highly difficult in practice because they are complicated. For example, in some cases ‘the person in charge him/herself’ places an order and in others ‘the Management Department’ places them collectively, or when the delivery location varies. Also, in some cases, it is required prior stock confirmation or internal approval. I guess there were only a few employees who understand the flow of the business perfectly at that time.
If you ask me whether the Workflow system of Questetra has accelerated the business operations, I would say ‘not that much.’
However, the business rule (flow of the business) has been clarified, so it is effective for the internal control to eliminate rework or unify the different ways people handled it (Individualism in Processing). In addition, I think it was quite a big improvement that I can grasp the number of the purchases and how much we paid for them.
Q. Please tell me about the difficulties you have been through.
We have conducted a drastic overhaul of internal rule along with the introduction of Questetra.
I think we had designed the Business very smoothly because we designed work procedures from scratch. Even though we were anxious about how to draw a Workflow diagram (BPM Notations) in the beginning, we could get used to it very soon. It was very helpful for me as the person in charge of the introduction, because I did not need any programming skills, therefore, the time used from making a flow to testing it was short.
One thing I struggled with was the configuration of the allocation rules for each operation. We have so many ‘sections’ and ‘Roles’, so we must set a lot of Swimlanes (person in charge). It would be very useful if Questetra had functions that could make these points easier, smoother and simpler.
Q. Are you considering expanding the use of Questetra to other operations?
We already have used it for handling Travel requests and business trip expense settlements. About 270 employees make requests for temporary advance money and settlement online, and their supervisors or the management department handles them online as well. Now, about 30 different operations are handled online (Workflow).
Moreover, recently, we expanded its use for the operational flow of ‘SSL server certificate update’, besides the request handling. Even though we should say it still in the trial phase, it provides us with a detailed work record which was not previously available. I think from now on, I would like to recommend using it also in each division.