The AP clerk who was hesitant to the changes had a table behind her desk full of folders, staplers and
invoices. Within two weeks of implementation, she had stopped using the stapler and began removing the folders to give away to other staff. She even got rid of the table behind her desk and is getting ready to get rid of her inbox since she no longer needs it.
Ming said this employee’s work area changed so drastically that other employees who were unaware of the process changes thought she was leaving the district.
The transition from paper to automation can sometimes be bumpy when a finance employee’s job is to provide supporting documentation to make sure they are covered.
“What used to take our AP clerk two hours is now complete in about 15 minutes,”
“Before, she would have to print checks and purchase orders, find and sort the documentation, staple it all together, and then file. She doesn’t have to do any of that now because Softdocs takes care of it automatically.”
The AP approval process wasn’t the only thing changed. Bentonville uses Softdocs for online paystubs, W-2s, AP file storage, human resource applications, and several additional online forms. Processing end of the year tax forms used to take Brunell days. This year W-2s were completed in 30 minutes.
When a department has the right tools to succeed, what used to cause frustration is now a relatively smooth process. “This type of effort is not commonplace in today’s world and is a testament to the character of the people responsible for it,” said Ming. He continued on to say that because of Softdocs’ ability to relate to administration and employees, the rest of the processes are running smoothly.
“Softdocs and Bentonville Public Schools’ relationship has developed into a partnership to improve education.”