Success international has been producing papers they used for documents and distributed in the office, its customers, and its other business partners. Due to the expansion in the company where it increased the number of its employees thereby getting more customers, the company’s demand of paper and other supplies went up increasing the proposed 2010 budget.
This doubling in the proposed 2010 budget led the company to think of doing a research to get ways in which the company could be converted to a paperless office and at the same time serve the purpose. After a proposal was written and approved, the research team started the research which is aimed at coming up with recommendations for the company towards change.
According to the president of the company, the research on coming up with a paperless office should come up with a solution that is cost effective, environmentally friendly and one which can be easily implemented.
The proposed solutions
Making an office paperless mean reducing the use of papers in the office greatly or even eliminating its use. To achieve this, office needs to convert all paper work into digital form. There are several benefits of making a paperless office, which include saving money, space, increasing productivity, securing personal information, making information sharing easier, and making the environment friendlier.
We have proposed to use online systems to replace index cards with databases, used emails to replace paper letters and faxes, and have an internet reference book. It was also proposed to automate processes that were based on papers to be at a position to capture data that was in forms and applications (enterprise form automation).
This automation will allow data entered manually by end users to be captured and submit it to the processing systems thereby allowing for signing of the digital electronic document electronically (Richard 3-10).
It is therefore proposed to adopt form technology that will create and display documents, have enterprise form automation software where the processing system will be integrated with forms and the form data, creation of databases that will capture profile and process data in the documents, workflow platforms that will route information, have digital signature solutions where documents will be signed electronically, and finally have web servers where processes will be hosted, submitted data received, documents stored and the rights of the documents well managed.
The purpose of the progress report
The purpose of this progress report is to give the background of the project to orient the client who is the company’s manager as to what the ongoing project is all about, the objectives of the project and the status of the project lastly when it was presented to her. The progress report also discusses the achievements that it has realized from the last reporting following the progress of the activities as presented in the schedule of the proposal.
Writing the progress report also is important in discussing the problems that have arisen without only looking at the benefits of the client. This is important since it allows the opportunity to share and warn the client on the possible problems and look for solutions in a timely manner.
With the presentation of problems early enough, it is possible to change the objectives of the projects in cases where there are no solutions. So far, this project is on the right track and there are no major problems that hinder it from being continued.
So far, the project team has looked at various options for the company to go paperless in the most effective way in terms of cost and time. It has looked at the various proposed solutions and related them with their costs and benefits to the company and how achievable they are.
The team is planning to meet the objective of the project, which is to go paperless through clear evaluation of different presented options and critical decision making to come up with the most cost effective, easy to implement and environmentally friendly option. Being cost effective, the solution should not be more than $ 2,000.
It should be easy to implement in the sense that less training will be offered while all office practices and processes are continuing normally without any form of disruption. So far, the progress of the project is doing well and the team will meet the objectives in the proposed schedule and budget.
According to the proposal schedule, the first thing that was to be carried out was to research on different options available to effectively make the office paperless without necessarily affecting the work in the office. We have been able to identify various options that are available to the company. The table below shows the different group members and their roles (Richard 3-10).
|x||Leader||The work of the leader is to report on the problems encountered by the group|
|Y||Secretary||The secretary is responsible for sending the minutes|
|Z||The coordinator of the research||Keeps and stores the findings of the research and is the person to contact in case of any question.|
The nest table shows the possible solutions;
|Possible solutions||Limitations and needs the company should be aware of||Selection criteria employed|
|Form technology that will create and display documents,||most cost effective, easy to implement and environmentally friendly|
|have enterprise form automation software where the processing system will be integrated with forms and the form data,||most cost effective, easy to implement and environmentally friendly|
|creation of databases that will capture profile and process data in the documents,||most cost effective, easy to implement and environmentally friendly|
|workflow platforms that will route information,||most cost effective, easy to implement and environmentally friendly|
|have digital signature solutions where documents will be signed electronically,||Paperless automation is very difficult since it is very difficult to capture digital signatures in a manner that is fully complying and cost effective||most cost effective, easy to implement and environmentally friendly|
|And finally have web servers where processes will be hosted, submitted data received, documents stored and the rights of the documents well managed.||most cost effective, easy to implement and environmentally friendly|
After identifying different options, the only work remaining for the project to end and come up with appropriate recommendations is to critically choose the very best options after doing their cost and benefit analysis. This will require consultations from experts.
We will later prioritize what the company needs most for the ongoing daily office practices. This is estimated to take one week upon which we will come with the final recommendations for the project.
On looking at the progress of the research so far, it is very positive and we have stuck with our main objective of getting a paperless office in a more cost effective and environmentally friendly manner. So far, we believe we are on the right track, and that we will stick to the proposed project budget.
We believe that in the next two weeks we will be at a position to offer the company with the best recommendations based on our findings. Thank you.
Richard, Walker. “Achieving the Paperless Office”, Efficient Technology Inc. 2009, 3-10