Centralized processes support efficiencies.
Horowhenua Council captures and shares intellectual property via one source of the truth, simplifying induction, eliminating duplication and reducing admin.
Single source of truth
Induction process is easier
Less time spent on admin
Processes captured before staff leave
Facilitates ongoing process improvement
Cross-organization process sharing
Horowhenua District Council provides a broad range of services for their community from Land Information Memorandums (LIM) reports to building and planning consents, to dog registrations, and rubbish and recycling.
There are a large number of systems and processes set up at Horowhenua District Council to keep everything running smoothly. This means a large number of systems and processes to keep up to date.
Before Nintex Promapp most of that information resided inside someone’s head or was buried in a user manual. The council’s application support analyst, Chelsea Carlyle, says the organization really needed to improve their process capture.
Horowhenua District Council is on a journey from good to great and part of that journey is encouraging staff to look for ways to improve. This was one of those opportunities. When Chelsea saw Nintex Promapp and its capabilities she liked it, and when the senior management team saw what Nintex Promapp could do for the organization they did too.
It could be implemented across the whole organization, and it was a way for the council to move to a more centralized and efficient mode of operating.
Ease of use.
One important aspect was the ability to capture knowledge before a staff member leaves. Before Nintex Promapp, Chelsea says she would set aside a whole day to record all the processes before a staff member left and, of course, sometimes things would get missed.
With Nintex Promapp the council can start building processes, and get the knowledge out of people’s heads, before they decide to move on. ‘Nintex Promapp is just easier; it’s easy for staff to use, easy for them to create processes. We wanted the whole business to use this, so they were doing it themselves, without needing someone’s help.’
A huge benefit of moving to Nintex Promapp has been the reduction in administration time. When changes are made, instead of having to update two or three documents or manuals, they just update Nintex Promapp. No duplication, no mountains of paper, just current, accurate information. Chelsea says inducting staff is easier too – all it takes is a quick navigation lesson.
They can easily find what they need and are able to go straight in and get started. And when it’s audit time, all the auditors have to do is log in to Nintex Promapp and everything they need to see is right there.
‘It’s really good from a customer’s perspective too. You can guarantee that our staff are providing correct information. It’s hard to do that when information is stored in different places - you open the staff up to not knowing what they’re doing. That has an impact on their morale.’
A good indication of Nintex Promapp’s value comes from activities the council does only once a year. ‘The things we have documented in Nintex Promapp go very smoothly. But the things that are not in Nintex Promapp yet create problems. With Nintex Promapp we can be confident it’s being done properly.’
Dealing with changes.
Chelsea says one of the best things about Nintex Promapp is its flexibility. Council staff use it to make improvements as they go. Once a team has documented an entire process, and the full visibility of that process is mapped out in one location, suddenly teams can see a lot of room to improve.
‘There are improvements being made every day where we’ve found gaps in processes, or unnecessary process steps.’
Chelsea says they have recommended Nintex Promapp to other organizations. The council works with eleven other councils. Many of them use Nintex Promapp too. This allows them to share processes, when they are relevant to other councils or organizations.
‘Recently we went to Matamata-Piako District Council and asked for one of their processes, and now we’re done – we just imported it into Nintex Promapp and added minor changes for how we work. That’s how we want to work – we want to help each other and work the same way.’