How to Eliminate Paper and Save Time and Money: Rethinking Paper-Based Business Processes in the Finance Office Using Low-or No-Cost Technologies.

• Author: Olsakar, Eva
• Position: COVID-19 SPECIAL SECTION: FISCAL FIRST AID

As organizations and employees shifted to remote working amid the COVID-19 pandemic, state and local governments have been forced to transition to remote business operations. As a result, COVID-19 has spurred organizations to rethink business processes that require access to the office or involve large amounts of paper.

For example, think about paperbased purchasing approvals, the approval of paper time sheets, leave requests, and paper applications for a business license or permit. Governments have an opportunity to eliminate or rethink paper-based business processes to operate effectively under current social-distancing guidelines--and to save money and improve customer service when restrictions are no longer in place.

This article identifies opportunities for governments to move away from paper-based business processes.

For each of these opportunities, options for both do-it-yourself [DIY] solutions and commercial off-the-shelf [COTS] software solutions are presented.

DIY methods are easy, basic solutions to reduce paper using low-or no-cost, commonly available technologies. Below are examples of DIY solutions, some of which we'll discuss in detail later.

* Take a photograph of a completed time sheet or create an Excel-based time sheet and email it to the approver.

* Take photographs of receipts, invoices, and other documents so they can be emailed or sent via text message for approval and then used for documentation of the work process.

* Create an Adobe-fillable form and allow people to submit the completed form electronically.

* Create a Microsoft Word accounts receivable invoice and email it to customers.

As we will discuss later, low-cost, online form builders allow organizations to collect information, applications, payments, and other information online. Many form-builder tools allow for integration with third-party payment providers [e.g., PayPal] to collect fees and other payments.

Of course, it is important to consider security with DIY solutions. Work with your IT office to make sure you are adhering to your local government's security policies.

Your IT staff may be able to help you put in place DIY solutions that meet your needs and are compatible with the security and technology policies of your government.

COTS refers to software that is purchased as is from the vendor with no customization of the underlying code. Some of the opportunities we will discuss can take advantage of software that governments already own or that can be acquired with little upfront investment.

GFOA Does Not Endorse or Recommend Software Firms or Solutions

In this article, we have provided examples of COTS software packages that could help eliminate paper. These examples are not intended to be exhaustive of all available software. Also, the reader should not interpret the mention of a particular software package or firm as an endorsement or recommendation from GFOA.

Opportunity#1

Electronic Routing and Workflow Instead of Paper Forms

Many organizations do not use electronic routing and workflow; they rely on paper forms to obtain the routing and approvals. In a remote work environment, it is not realistic to physically hand off forms for review and approval.

DIY

If a work process requires review and approval of documents, you can send an email or text to the appropriate person and he/she can reply [e.g., approve]. The email or text communication can be saved via a screenshot and then saved to a document management system, local shared drive, or other storage medium to create an audit trail and backup. With texts or emails, consider adding a copy [CC] to a generic "approvals" address to use as an audit trail and approval record.

If you use either emails or text messages for approvals, consider what to do with them after the process has been completed. For example, will you require them to be printed for backup and audit trail purposes?

COTS: Look for Opportunities Within Your Existing Software Organizations often purchase software but do not use its full capabilities. The technology you own may have routing and workflow capabilities that you don't know exist or that aren't being used. See if your technology has...