Case Study 1 – Paper Form Tsunami

The Problem

When Covid-19 struck, a government agency was mandated to have every employee or visitor entering their facility complete a self-assessment health survey. Those surveys then had to be submitted to the appropriate employee supervisors.

The User’s Solution

The agency created a form with a few simple questions that required yes or no answers. The forms were placed at each entrance to the facility. The forms were collected daily, then scanned as PDF documents and transmitted to the HR department. The paper forms were then boxed and moved to a storage area. This created a second problem – they were generating so many forms that the storage space would soon be overwhelmed. This paper form tsunami was about to roll over the agency in a big way.

The agency approached LogicTree and asked if there was a way to minimize the labor required to comply with the mandated assessment process and storage nightmare.

The FormsTrackR Solution

LogicTree demonstrated how FormsTrackR uses digital forms that can be easily accessed through a QR code. All the agency had to do was post the QR Code at each facility entrance. As employees and visitors enter the building, they would simply scan the QR code with a smartphone’s camera or any QR code reader app. There was no need to download a proprietary app, and nothing would be installed on their phones.

With the system in place, a three-question form now pops up, which employees and visitors complete and submit. The submitted form is automatically saved. At a specified time each day, the information is automatically emailed to the supervisors in charge and to the agency’s HR Department. Because the forms are now digital data, the information can be easily retrieved for future reference.

What Was Saved?

  • The agency saves time and money by eliminating printed forms.
  • Users save time when completing and submitting the forms.
  • Valuable storage space is no longer devoted to a mountain of boxed forms.
  • Time and labor is reduced when managing and reporting the data.

What Was Improved?

  • The reporting process has been streamlined for users.
  • Paper cost and waste has been eliminated.
  • Data collection and reporting is now automated, which significantly improved the agency’s ability to comply with the mandate.

 

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