Why workflow automation is the key to federal IT transformation

In their quest for digital transformation, federal government agencies need to overcome significant hurdles. From time-consuming, paper-based workflows to obsolete systems and a lack of process visibility, the challenges can strain already-thin resources.

Forrester Consulting’s Content Services Pulse Study of 405 global decision-makers shows that many are overstating their organizations’ automation capabilities. Only 56% of the respondents, according to Forrester, “have automated most routine tasks related to creating documents. And when it comes to more advanced capabilities like automating the exchange of information between individuals or systems in end-to-end processes, there’s ample room for improvement.”

Driving federal transformation is all about paving a digital path into the future. Automating processes and workflows, enhancing efficiency, providing quick and responsive public services, while seamlessly integrating core systems for better collaboration across agencies, ultimately drives that goal.

The most crucial engine that delivers successful transformation is workflow automation. More than just replacing manual paper-based processes or routing documents, the right workflow automation engine offers a modern, long-term solution to agencies.

A dynamic workflow automation tool has specific features and capabilities that agencies should look for when selecting the right solution:

1. Easily configurable

A configurable automation tool comes with a wide range of built-in rules and actions. You can easily create new automated workflows with a point-and-click tool. Automate complex processes and streamline the way information flows through your agency.

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2. Leverages a single content repository

With automation, you can efficiently capture information from paper or electronic forms and store it in a single digital content repository. Securely accessing information from any location allows you to eliminate the need for physical storage space.

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3. Integrates data from other systems

With a workflow automation tool, you only need to work on a single copy of a document. Workflow automation integrates data from other systems and automates repetitive tasks. This eliminates data entry errors and allows your staff to focus on more strategic work.

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4. Accessible from mobile devices

Automation enables your staff to review, approve and make decisions from their mobile devices via on-premises or off-site locations. This can accelerate processes, improve response times to citizen requests and increase efficiency.

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5. Delivers a cost-effective forms tool

Reduce costs by building your own electronic forms with options such as a configurable form builder, support for custom HTML forms and integration with third-party forms products. With easily configurable forms tools, even non-technical staff will be able to build solutions.

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6. Provides the back end to your website’s front end

With workflow automation, your staff should be able to work easily from the back end of your website to support the requests made by citizens on the front end. Automation tools enable your staff to create and embed e-forms and search tools using features such as required fields and data validation.

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7. Enables collaboration across departments

Automation enhances communication and collaboration across departments, agencies and citizens through tools such as interactive reporting dashboards. With instant access to information and accelerated processes, automation enhances user experiences at every level.

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A workflow automation engine provides the means to create electronic forms, automate processes, enable real-time visibility into workflows and deliver mobility to access information whenever and wherever you need it. By implementing the right workflow automation tools, government agencies can realize the following benefits:

• Faster processing times

• Greater transparency into request statuses

• Resource and process optimization

• Cost savings on paper and storage expenses

• Improved collaboration and communication

Federal agencies looking to accelerate modernization should start with workflow automation. With the right automation tool, your agency can lay a critical foundation for long-term success.