Groupware / ArielAirOne / Development Platform / Expense Reconciliation
J.F. Oberlin School Corporation
School corporation breaks away from the paper culture that still persists and computerizes its business operations. Introduced a workflow system, groupware, and expense reimbursement system.
Oberlin Gakuen is a school corporation whose founding spirit is to "nurture international people based on a Christian spirit," and whose educational and research activities are aimed at developing human resources who can play an active role on the world stage. J. F. Oberlin University, which is operated by the same school, aims to enhance its expertise and satisfaction in education and research by promoting the establishment of bases for each academic group through the new Shinjuku Campus and Tokyo Hinatayama Campus.
Launching the "Work Style Reform" project for the next 100 years
Breaking away from the paper culture that persists in school corporations through the use of electronic approval and decision making
In order to respond to the changing times, Oberlin Gakuen is working to strengthen the management and governance of the entire educational corporation by adopting private-sector management methods, such as appointing people from private companies, in preparation for its 100th anniversary in 2021 and the next 100 years. One of the issues that was raised was the increasing complexity and workload of school operations in promoting school management at multiple campuses. Therefore, the "Work Style Reform Project" was launched with the aim of achieving efficient and functional administrative operations while controlling the expansion of personnel costs.
The Workstyle Reform Project set the goals of "speeding up decision-making," "going paperless," and "managing and controlling information." Starting with the computerization of the paper-based approval process and expense application process, the project began to consider the complete renewal of the workflow system, document management system, and faculty portal (groupware). The company began considering a complete renewal of its workflow system, document management system, and faculty portal (groupware). As a result of the system selection process, Ariel and HUE Expense were selected based on the highly evaluated business model of our products.
As part of the "Work Style Reform Project," a paperless promotion project was launched in FY2018. The project aims to reform business operations using ICT, while promoting environmental improvements such as electronic storage of paper documents, reduction of unnecessary documents, and introduction of notebook PCs and wireless LANs. The company has achieved a reduction in the amount of paperwork and improved operational efficiency by completing expense applications on HUE Expence. By linking Ariel and HUE Expense, we will be able to further promote paperless operations and simplify and standardize paperwork.
Example of Ariel and HUE Expense
Oberlin Gakuen has been experiencing a threefold input process: paper application by the applicant, input of application details by the person in charge, and journal entry by the accounting department. Ariel can be used as an information sharing portal for the entire faculty and staff of the school, enabling them to share information on the schedules and internal applications and procedures of kindergartens, junior high schools, high schools, and universities. The portal will be used as an information-sharing portal for the entire faculty and staff of the school, allowing them to check the latest information on the top page of the portal, including schedules, internal applications and procedures, and announcements. In addition, in order to strengthen measures such as the activation of information dissemination through SNS, we have also established a system that allows faculty and staff to catch up with information that is being disseminated outside of the university in a timely manner by linking SNS and Ariel.
Comment from Mr. Yukihiro Ota, Manager, Corporate Planning Section, General Planning Department, J. F. Oberlin Gakuen Educational Corporation
In preparation for its 100th anniversary in 2021, J. F. Oberlin University is undertaking a variety of reforms to improve its educational and research environment, including the establishment of new academic groups, restructuring of educational programs, and the opening of new campuses. The ongoing mid-term plan for the school indicates that the decision-making system and business execution system should be optimized (risk management, cross-functional business execution system, and functional organization) in order to build a flexible organization and cooperative system to support school operations in order to establish a management foundation. One of the most pressing issues in realizing the shift to campus bases is the increase in administrative workload and slowdown in speed due to the use of conventional paper documents, especially for the circulation of approval requests, various applications, and procedural documents that cross between campuses. In order to solve this issue, the Work Style Reform Project reviewed not only the digitization of paper-based work, but also the nature of work and business processes in order to speed up decision-making and save labor.
The goal of the project was to promote business improvement measures throughout the school to further streamline, rationalize, and optimize operations even after the system was implemented, while at the same time enabling the departments in charge of operations to review their own operations and improve them through the use of workflow and other methods. Therefore, what we were seeking was to reduce overall system costs by using a common system to realize a wide variety of business areas in anticipation of future business expansion. On top of that, the system must be able to withstand the PDCA cycle of continuous business improvement within the university. Works was determined to provide the system that would best meet these expectations. We will make maximum use of the Works system to promote work style reform as we celebrate the 100th anniversary of our founding and the next 100 years of our school.
J. F. Oberlin School Corporation Web site Workstyle Reform https://www.obirin.jp/vision/workstyle.html
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* The information in this release is current as of the date of the announcement, and is subject to change or withdrawal without notice. Please be aware that the forecasts and other forward-looking information in this release are based on uncertainties and may differ from actual results.
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