What is the computerization of approval documents and requests for approval?

An approval request refers to a procedure to obtain approval for matters that cannot be decided solely by one's own authority. A request for approval is a document that describes the details of the matter to be approved and circulates it to the authorized persons to obtain their approval.

A request for approval is a proposal made from a position of no authority, and is conducted in order to share and examine important moves for the organization as a whole and to move things forward. A major advantage of the approval process is that a decision on implementation can be made without holding a meeting. On the other hand, it has the disadvantage of being time-consuming because it involves the physical movement of documents.

To eliminate this disadvantage, the computerization of the approval process is to enable a series of approval flows to be carried out online. Application documents are converted into data and circulated online to upper management. The work flow of application and approval is performed.

The approval process can be digitized by

• Approval requests are created in Word and Excel and exchanged via email and messages
• Existing tools such as internal portal, groupware, and internal bulletin board are used for communication
• Use electronic approval and signature services
• Implement a workflow system

When data is created and exchanged via e-mail or messages, the progress of a request for approval is unclear, and there are issues such as the occurrence of oversights and the time-consuming handling of attachments. In addition, there is a concern that existing tools lack functionality since they are not designed for approval requests. Therefore, in general, workflow systems that specialize in applications and approval requests are often introduced.

*For more information on the merits and importance of digitizing approval requests and the key points of their introduction, please refer to "What will change with electronic approval requests? Please see "Explanation of the merits and key points of introducing electronic approval documents".

What is an approval workflow?

This section explains the workflow of approval requests in more detail.

Situations in which the approval flow is required

Approval workflow mainly occurs in the following cases

• Contracting with other companies

Obtaining approval for contractual costs and terms and conditions. Circulate documents describing items on the contract, such as dates and deadlines, pricing and terms and conditions, and the person in charge.

• Hiring employees

Confirm the character and employment conditions when hiring new employees such as part-time, temporary, and contract workers, new graduates, and mid-career permanent employees

• Apply for entertainment expenses

Apply for entertainment expenses when entertainment is required for business partners, cooperating companies, etc.

• Organizing an event

When organizing internal or external events, apply for approval or disapproval of the event and its expenses.

• Application for business trip

When traveling on business, apply for provisional payment of business trip expenses by summarizing the reason for the trip, destination, and other details.

• Purchase of goods

Application for the purchase of equipment necessary for business. The application covers a wide range of items, from relatively expensive items such as computers and other equipment to paper and stationery purchases.

In a company, approval requests occur in a variety of situations as described above. In each of these cases, it is necessary to obtain approval from upper management using a different format and approval route.

Flow of the approval process

The general flow of a request for approval is as follows

1. Preparation of a request for approval

2. Obtain an approval number

3. Apply for a request for approval

4. Circulate among approvers in descending order of position

5. Confirm the completion of the approval process

When preparing a request for approval, you must select the appropriate format for each case and prepare the application form according to the required items. As already mentioned, the order of circulation and the approvers differ depending on the approval contents and the request for approval. Therefore, it is often difficult to grasp how far the process has progressed while the request for approval is being circulated.

Why a workflow system is effective for streamlining the approval process

Approval requests have diverse approval routes and different formats, and it takes time to pass documents back and forth. The possibility that business operations may be delayed due to the progress of a request for approval cannot be dismissed. The following is an explanation of how to improve the efficiency of approval requests.

How to improve the efficiency of the approval process

In order to make the approval process more efficient, speedy decision-making at each stage is required. A system must be established to eliminate delays and backlogs caused by stagnation in the approval process, and to ensure that the approval flow is smooth.

A key point is the transition from paper-based documents to paperless documents. In addition, reviewing the system to ensure that the approval route is error-free and standardizing the approval documents by formulating them into a standardized format are effective measures.

Streamlining the approval process with a workflow system

The introduction of a workflow system will solve the issues that are obstacles to improving efficiency. Specifically, automation of the approval route makes it possible to circulate among approvers in the regular order. Forms can also be used to reduce incomplete documents and save labor. In addition, the status of processing can be visualized, and delays and delays in approval processing can be detected at an early stage, and since it is possible to respond even from remote locations, delays in processing due to the absence of an approver can be avoided.

*For more information on how a workflow system can improve the efficiency of the approval process, please see "If you are thinking about systemizing the approval process! Specific examples and functions" for more information on how a workflow system can improve the efficiency of approval requests.

Introduction of Ariel Access Authorization functions

We offer ArielAirOne, which facilitates the approval workflow.

Ariel allows flexible access authority settings, which are essential for corporate security. Various authorizations from individuals to organizations can be set for each approval request. Stricter access privileges prevent information leaks and unauthorized processing, contributing to the strengthening of internal controls. Detailed settings can be made for each application, document, field, and view, and an access authority function for use among group companies has also been implemented.

These features will enable both sharing of information and know-how and strengthening of internal control, which are the main objectives of introducing a workflow system.

ArielAirOne Case Study: Major educational institution

Here are some examples of how ArielAirOne has successfully improved operational efficiency.

A major educational institution with nearly 10,000 faculty members supporting students and faculty members realized the centralization of information management for the entire organization with ArielAirOne.

Prior to the introduction of ArielAirOne, various departments were using different portal systems, and there were issues with unifying information and intent. In 2011, ArielAirOne was introduced as the first groupware to be used throughout the organization, enabling unified awareness and reliable information sharing. The organization utilizes all standard groupware functions such as workflow tools, scheduler, facility management, notice posting, and task management.

The flexibility of ArielAirOne's application development allows for the use of applications that meet the needs of each business. The number of applications on ArielAirOne at the institution has increased eight-fold from about 100 in the first half of 2011 to more than 800 today. The applications that are essential to daily operations are running on ArielAirOne, and they are helping the organization to run more efficiently.

Currently, most of the decisions are made on ArielAirOne, which has greatly facilitated the paperless operation. On the other hand, due to the nature of the business as an educational institution, the flexibility of being able to print out paper-based documents as needed is also very useful.

Improvement of the approval workflow streamlines the entire organization

The approval process of circulating documents and affixing seals has played an important role in terms of certainty and examination of deliberations. However, in today's companies, where speed is required in everything, it is necessary to change from the traditional method to a more efficient one. The introduction of a workflow system will improve the efficiency of the entire organization through a new way of approving documents.

ArielAirOne" contributes greatly to the operational efficiency of the entire organization by digitizing the approval process. In addition, flexible access authority settings are an important factor in achieving both information sharing and strengthening internal control. Please take a look at the following materials for more information.

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