Interview Participant:
Mr. Takanobu Hara, IT Control Group, IT System Department, EXING Corporation

High degree of freedom in designing application screens without the need for manuals

-What kind of work are you in charge of in your group?

The group to which I belong promotes information security in cooperation with the company and group companies, and operates and maintains systems for employees, including AAE.

-What are the functions and features that you have found useful in your actual use of the system?

The point is the high degree of freedom in designing the application screen. One of the most frequently used functions is the URL link function, which allows application manuals and application-related materials to be displayed on the application screen. Secondly, there is a function that allows users to set restrictions on date items, such as desired completion date, on a business day basis; AAE allows users to switch between displaying or hiding input items, and between mandatory or optional, depending on their choices. By controlling input items and document attachment fields in this way, it is possible to suppress omissions and errors in entry of items required for the application, and the amount of time and effort required to coordinate with applicants individually by e-mail or telephone has been greatly reduced.
In addition, some applications require not only the approval of the organization's top management, but also requests for approval and the sharing of application details with other departments and persons involved in the application. However, AAE places user selection controls on the application screen, allowing the applicant to freely select related parties and incorporate them into the approval route as he or she fills in the application details.

-Do you have any manuals available?

Basically, by placing controls on the selection items on the application screen, we are conscious of making the system easy to use even without a manual. Even so, there are still some applications that require additional information, so we do include various attachments on the application screen. We have also devised the AAE portal to create a screen that lists all the items that need to be applied for in the workflow. For applications that require not only electronic but also paper-based applications, we have separated the tabs so that users can find the necessary application.

Speedy computerization of applications allows telecommuting without confusion

-How has the introduction of AAE contributed to your company's business efficiency?

Compared to the past when paper-based applications were the main method, the paperless system has greatly reduced the amount of paper used. Before the introduction of the system, it was difficult to take immediate action when the person making the decision was not available, but now, the approval process can be done from anywhere by opening a PC or tablet, which has really sped up the decision-making process.
From a management standpoint, it is also easier to create a workflow for an application because it is possible to duplicate an application screen that is already in the workflow.

-How do you feel about the changes in the environment? Please tell us about any examples of positive impact.

The most recent example of this is when we needed to accommodate new work styles, such as telecommuting, due to the Corona disaster. Since I became in charge, we had been promoting the computerization of applications using AAE's workflow, so I think we were able to start the telecommuting system without too much confusion when the new work style was required.

At the time, paper applications were still being used for some operations, but by using AAE's custom application and workflow functions in combination, we were able to quickly begin using the new system.

AAE's custom apps and workflows allow for a high degree of freedom in the placement and configuration of screen items, and can also be customized using scripts. The existing paper application items familiar to employees were digitized accordingly without major changes. In addition, since nearly 100 workflows already exist, we tried to make them as easy to understand as possible by adapting the screen to the operations that employees are familiar with, so that applications can be completed simply by entering the information from the top in order.

Two environments and access statistics functions strengthen the operation system.

-What do you pay attention to in the operation of the system?

It has been more than 10 years since our company introduced AAE, and we are continuously making improvements to the use of AAE within the company. For example, we have been operating in both production and test environments since the introduction of AAE, and by reflecting the revisions made by internal system members in the test environment, we have established a system that enables the staff of the requesting department to speedily confirm the revisions and prepare for the operation of the system. This allows the person in charge of the requesting department to quickly confirm the modifications and proceed with operational preparations.
In addition, since AAE can obtain access statistics for each application placed on the screen for a specified period of time, it is possible to check the usage status and refer to it in reviewing the screen layout and information dissemination.

-What are your expectations for AAE in the future?

This is an improvement in convenience when accessing the site via smartphones. The design allows for a large amount of information to be displayed on a single screen when viewed on a PC or tablet, making it easy to check information, but it looks a little different on a smartphone, so I think it would be better if the design were a little closer to that of a PC or tablet. I think it would be good if it were a little closer to PCs and tablets.

-Finally, do you have a message for companies that are considering implementing AAE?

We are promoting the digitization of applications by taking advantage of the high degree of freedom that only AAE offers in custom apps and workflows by having our systems department take charge of the development process.

However, the custom apps and workflows require a certain level of familiarity, but they can be used in much the same way as paper or Excel applications, and they can easily accommodate rules that are difficult to change due to regulations, operations, departmental circumstances, etc.

*This article is current as of January 2024