A Sheriff’s Office in Monmouth County New Jersey is using ProForma and Jira Service Desk to digitize processes. One example is how they manage print shop requests. Staff can request business cards, manuals, training materials, etc. from their internal printshop.
Paper Requests Forms
Before converting to Jira Service Desk, the process for requesting something from the print shop has long been paper-based, with employees filling out a form, getting their supervisors sign off, and then delivering the form and a hard copy of the item they wanted reproduced to the print shop.
Such a system came with a lot of bottlenecks:
With ProForma and Jira Service Desk
Moving the process into Jira Service Desk has addressed these challenges. The team was able to easily create the form they need in ProForma, starting with a template from the ProForma form library. No coding was necessary and there was no need for extra custom fields or complex configurations.
Now, employees submit their print requests via the JSD portal. This has multiple advantages for both employees and the print shop team:
Do you have paper-based processes that are ready for a refresh? See how ProForma can make it easy to bring any business process into Jira Service Desk.
Smoothing the Way for Change
The transition from paper to JSD and ProForma has been highly successful. What used to take two weeks now takes as little as one day. And every step in the process is trackable.
This is just one of several processes that Systems Analyst, Kevin Decker is bringing into Jira Service Desk. He’s learned a few tricks to reduce friction and increase uptake of new systems. They linked the JSD portal to the intranet site where employees are already used to going. To reduce login difficulties, agents and approvers use their company login as their Jira login.
Simplifying rollout is important because in going from paper files stacked on a desk to easily accessible digital records, from difficult to track/audit to end-to-end traceability at the touch of a button, and from maybe or maybe not up to date information to real-time data, people have thought of a lot more processes – both internal and external – that they want to bring into Jira.