This document discusses Sutherland Shire Council's implementation of online forms and automatic workflow. [1] It provides an overview of the council's staff size and departments. [2] It then describes the timeline and process of launching an intranet site called "Compass" in 2009, online forms in 2011, and integrating the forms with an automatic workflow system based on the organizational structure. [3] It discusses some of the challenges faced in implementing the new system and next steps to digitize more existing paper forms.

1. Online Forms & Automatic Workflow
Adele Ezzy
Manager, Online & Business Development

2. Where we are…
Sutherland Shire
• 1,934 staff
• 1,472 indoor
(admin, childcare, libraries etc)
• 462 outdoor
(waste, beaches etc)

3. Who are the Online team?
General Manager
Senior Manager
Corporate Development
Manager
Manager Manager
Online & Business
Personnel Strategic Planning
Development
Responsibilities
* Web/Intranet/ Councillors Extranet
* Systems Admin
* Business Development
* E Business and Innovation
* Social Media Strategy

4. Timeline
Launched NEW Intranet Launched Online Forms
“Compass” WITH AUTOMATIC WORKFLOW
New Website
(Seamless)
New CMS
(Seamless)
• 200 PDF forms
• 40 online with workflow
Apr 2009 Aug 2009 Dec 2010 Nov 2011

5. “Compass”
Automatic on login
Where staff launch all
applications, email from
home, mobile CRMS and
most importantly their
PAY!

6. Where do staff find the forms?
• “Online Forms”
have quick
access
• All subject
based
• IT, HR etc forms

7. Where do staff find the forms?
• Still offering PDF
and Online form
on most of the
forms, until the
outdoor staff are
completely
competent on
Compass

8. The way we did it…
Pay Basic Forms
CMS
System
(Aurion)
(Seamless) +
functionality in the CMS
ability to take the „real
time‟ staff list and look
at:
then developed… people report to
• who
• who their
manager/director is
• know if someone is
„acting‟
• know if someone is on
leave
• comments during
workflow
• where the form is up to

9. The process…
• Once submitted, looks at
who submitted the form and
identifies who they report to.
• Each form has different
workflow and destination:
eg, Supervisor Manager
Director GM HR.

10. The process…

11. The process…

12. The process…

13. Challenges
• Used real forms in testing right up to GM level.
• Organisational structure not uniform
– Most reporting steps are staff – supervisor – manager – director
– GM.
– Senior Manager at Director level
– Group Manager (with managers reporting to her) who reports to
a Director
• A pay system that won’t import very easily.
• Outdoor staff do not have work email.

14. Who creates the form?
At this stage just the Online team
• Keep consistency
• To review each form and question each field to see if it’s still necessary
– Do we still need the form?
– Can it be simplified?

15. What’s next?
• Move more forms online, currently …
20% Online forms with workflow
25% Forms are now Online
60% Forms still in PDF (word)
• Working on ability to stop, save and edit later
– WHS forms on mobile devices, start out on the field,
edited back at the office
– Job application forms – external and internal applicants.

16. Thank you
Adele Ezzy
Manager, Online & Business Development Unit
aezzy@ssc.nsw.gov.au