Aoyama Gakuin University has recently announced the successful implementation of the workflow system "Rakuraku WorkflowII" to streamline its administrative processes and reduce the burden of paper-based application management.
With approximately 3,200 faculty and staff now utilizing this system, the university aims to address the administrative challenges posed by its large and complex organizational structure. Spanning from kindergarten to university, Aoyama Gakuin had been devoting significant time and resources to managing traditional paper-based applications. The implementation of "Rakuraku WorkflowII" is seen as a transformative solution.
The decision to adopt this specific workflow system followed a thorough comparison with several other products. Factors such as price, usability, and functionality were pivotal during the selection process. One feature highlighted during the evaluation was the system's specialization for workflows, allowing for easy creation of application forms and approval routes.
Adding to its appeal is the "hyper full-text search" option, which enables staff to swiftly search through past applications and documents. This capability is expected to significantly reduce queries directed at the administrative office as faculty can find information independently.
Prior to the implementation, Aoyama Gakuin conducted extensive revisions of its existing approval routes. The university worked to consolidate the numerous pathways—from dozens to just what was necessary—while also ensuring flexibility within the system to allow approvers to modify their approval routes as needed. All documents initiated by staff are now aggregated by the administrative office, allowing for streamlined final configuration of approval pathways.
The university anticipates transformative benefits from this new system, projecting the digitization of approximately 4,500 paper applications annually. The administrative workload should decrease significantly due to the self-service capabilities provided by "Rakuraku WorkflowII," allowing faculty and staff to acquire necessary documentation without administrative interference.
Moving forward, Aoyama Gakuin University is also considering integrations with other technologies, such as electronic signature systems, to build upon the efficiencies gained from this implementation.
According to comments from university representatives, "The introduction of the system will result in the digitization of 4500 paper applications per year and reduce the burden of inquiry work for our staff." This optimistic outlook reflects Aoyama Gakuin's commitment to leveraging technology for improved educational administration and operational efficiency.
