Online Forms Made Easy

This project, aligned with Auckland DHB’s Together value, enabled time savings through automated approval paths and personalised pre-populated data against user logins. It also supported Auckland DHB’s strategic themes of consistent evidence, informed decision making, intelligence, insight and emphasis on operational and financial stability.

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The Challenge

The existing paper-based HR forms were printed out and physically moved between signatories until the form was complete. On final approval, it would be filed away amongst the 25,000 paper-based employee files stored at Auckland DHB.

The risks of the existing system included:

• Creation and maintenance of physical document storage was time-consuming and inefficient
• Uncontrolled access to sensitive, physical files due to misplacement, theft or loss
• Physical files can be irreparably damaged through natural disasters or human error
• Minimal opportunity for process improvement due to space restrictions and content volumes.

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‍The Outcome

The project realised the following benefits:

• Process improvements in storage, access, and archiving
• Easy retrieval of forms by HR and staff
• Development of a governance structure for ongoing management
• Next-day integration with the HR database
• Secure access to information limited to HR
• System workflows aligned with Auckland DHB structure
• Regular updates to employee status changes
• Pre-populated forms enabling time savings and easy access to information.

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