CASE STUDY [LOCAL GOVERNMENT] Horowhenua District Council

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1 CASE STUDY [LOCAL GOVERNMENT]

2 Horowhenua District Council provides a broad range of services for their community from Land Information Memorandums (LIM) reports to building and planning consents, to dog registrations, and rubbish and recycling. Business Benefits Single source of truth Induction process is easier Less time spent on admin No duplication Processes captured before staff leave Facilitates ongoing process improvement Cross-organization process sharing There are a large number of systems and processes set up at to keep everything running smoothly. This means a large number of systems and processes to keep up to date. Before Promapp most of that information resided inside someone s head or was buried in a user manual. The council s application support analyst, Chelsea Carlyle, says the organization really needed to improve their process capture. is on a journey from good to great and part of that journey is encouraging staff to look for ways to improve. This was one of those opportunities. When Chelsea saw Promapp and its capabilities she liked it, and when the senior management team saw what Promapp could do for the organization they did too. Within Promapp, staff could easily create the processes they needed to use every day, for themselves. It could be implemented across the whole organization, and it was a way for the council to move to a more centralized and efficient mode of operating. Copyright Promapp Limited

3 Ease of use. One important aspect was the ability to capture knowledge before a staff member leaves. Before Promapp, Chelsea says she would set aside a whole day to record all the processes before a staff member left and, of course, sometimes things would get missed. Promapp is just easier; it s easy for staff to use, easy for them to create processes. With Promapp the council can start building processes, and get the knowledge out of people s heads, before they decide to move on. Promapp is just easier; it s easy for staff to use, easy for them to create processes. We wanted the whole business to use this, so they were doing it themselves, without needing someone s help. CHELSEA CARLYLE Application Support Analyst Copyright Promapp Limited

4 Tangible benefits. A huge benefit of moving to Promapp has been the reduction in administration time. When changes are made, instead of having to update two or three documents or manuals, they just update Promapp. No duplication, no mountains of paper, just current, accurate information. Chelsea says inducting staff is easier too all it takes is a quick navigation lesson. They can easily find what they need and are able to go straight in and get started. And when it s audit time, all the auditors have to do is log in to Promapp and everything they need to see is right there. It s really good from a customer s perspective too. You can guarantee that our staff are providing correct information. It s hard to do that when information is stored in different places - you open the staff up to not knowing what they re doing. That has an impact on their morale. The things we have documented in Promapp go very smoothly. With Promapp we can be confident it s being done properly. A good indication of Promapp s value comes from activities the council does only once a year. The things we have documented in Promapp go very smoothly. But the things that are not in Promapp yet create problems. With Promapp we can be confident it s being done properly. CHELSEA CARLYLE Application Support Analyst Copyright Promapp Limited

5 Dealing with changes. Chelsea says one of the best things about Promapp is its flexibility. Council staff use it to make improvements as they go. Once a team has documented an entire process, and the full visibility of that process is mapped out in one location, suddenly teams can see a lot of room to improve. There are improvements being made every day where we ve found gaps in processes, or unnecessary process steps. CHELSEA CARLYLE Application Support Analyst There are improvements being made every day where we ve found gaps in processes, or unnecessary process steps. Working together. Chelsea says they have recommended Promapp to other organizations. The council works with eleven other councils. Many of them use Promapp too. This allows them to share processes, when they are relevant to other councils or organizations. Recently we went to Matamata-Piako District Council and asked for one of their processes, and now we re done we just imported it into Promapp and added minor changes for how we work. That s how we want to work we want to help each other and work the same way.

6 About Promapp At Promapp, we believe that expressing and managing process knowledge simply is crucial to sustaining an ongoing culture of process improvement. With Promapp s intuitive cloud-based BPM software, used by hundreds of organizations worldwide, anyone can create, navigate and change business processes. Sign up for a 30-day free trial or join an intro webinar to see Promapp in action. Connect with us. promapp.com AUCKLAND SYDNEY MELBOURNE Eden 3, 16 Normanby Road Mt Eden Auckland 1024 New Zealand T 0800 PROMAPP T Martin Place, Level 14 Sydney NSW 2000 Australia T T Bourke Street, Level 2 Melbourne VIC 3000 Australia T AUSTIN SAN FRANCISCO LONDON Domain Blvd 3rd Floor Austin TX United States T T + 1 (512) Embarcadero Center 8th Floor San Francisco CA, United States T T +1 (415) Waterhouse Square 138 Holborn London EC1N 2SW United Kingdom T T +44 (2)