Konstanz University digitizes workshop orders with JobRouter®

• enables a lean, consistent, easy–to-use process
• can be individually adapted to public service standards
• takes chapter-title-cost center functionality into account
• reduces throughput times, paper consumption, administrative expenses
• grants parties involved in the process a central access point
• allows escalation levels and notifications
• Supports controlling through evaluation of each process step
• can be integrated seamlessly into existing, heterogeneous system landscapes
• allows evaluation reports for benefit analysis

With the old manual process, each workshop order form traveled through many stations, such as mailboxes, hands and folders until it was filled out correctly and the necessary drawings and data were attached. For years, workshop manager Romer has maintained an Access database for his eight-man mechanical workshop, in which he enters all application data. "The old form, including the material list and time sheet, created more work for the technical manager and workshop managers," says Jürgen Romer.

"For the choice of suitable software to automate this process, we relied on the local JobRouter partner," says Ludger Belke, Head of Information and Communication (ICT). "After a short time we received approval from the University Chancellor indicating that JobRouter met all of our requirements." With Romer's database as a key for the functional specifications, a JobRouter® prototype was developed quickly and after a half-day workshop, the first testing phase was started.

The results from the first test run are integrated into JobRouter® during a second four-hour workshop day and the typical university financial structure with chapter-title-cost center functionality are added. This ensure better evaluation options for incoming workshop orders. For Romer it is a blessing, because "there was often information missing in the cost center system". ICT manager Belke realized that modifications with JobRouter® "are easy to control and changes can be made independently."

According to Belke, no changes were required after the second trial run. The new workflow worked one hundred percent for all 15 processes. Looking back, Belke compares the development process with an "efficient rapid prototyping, which keeps the service costs commendably low."

This first automated digital workflow simplifies and accelerates numerous processes in the workshops of the University of Konstanz. "The query button is a major highlight. In each processing step, I have visibility,” according to Belke. By being able to run evaluations on any data field, in the future reporting and internal management "will have excellent figures."

Workshop manager Romer appreciates how the new process has made it much easier to evaluate current orders. The quality of the application has improved significantly in part because documents can now be attached to the order. CAD drawings can be easily uploaded, attached and viewed by the respective parties.

JobRouter® has been used as a new tool in the workshops of the University since the 2015/2016 winder semester. ICT manager Belke had no doubt that the 100 professors and employees would accept the electronic workshop order solution quickly. "The color scheme and the required fields used by the JobRouter® interface are self-explanatory. There is a lot more space for order descriptions and professors can easily name students as a contact persons."

Questions have been reduced to a minimum. The old ‘retired’ paper form can now be used for crafting paper airplanes, where thermals, aerodynamics and reach can be explored.