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EchoSign › Success Stories › Case Studies › U.C. Berkeley
Case Study: U.C. Berkeley
“EchoSign Helps Us Think Outside of the Box”
University Overview
It’s no surprise that UC Berkeley is known around the world for academic excellence — the university offers nearly 300 degree programs, academic departments that consistently rank among the top five in the country, and a faculty renowned for both teaching and scholarship. As a key department in the UC Berkeley system, the Human Resources department supports a mission to provide high quality, costeffective, integrated services; promote a productive and inclusive workplace; assist the University in managing change; and prepare the workforce for the future in support of the University’s mission.
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Workflow Challenge
Steve Garber, Business Manager, Human Resources, had a time sheet problem. The paperbased, time sheets that were submitted each month were antiquated and weren ’t capturing key information — the time sheet format had been created years ago and had not been updated to match today’s requirements. In addition, it was extremely difficult to manage the process of signing, approving, tracking, and filing the time sheets. Finally, the time sheets were easily lost and often not signed in a timely manner — it was not uncommon for it to take a week or more to complete the time sheet approval process, and in some cases it may have taken a week before there was any notification that signature approval was delayed. With an HR staff of 70-80, it was a problem that needed to be addressed sooner rather than later.
EchoSign Solution
In October 2006, Steve discovered EchoSign and realized that the application could not only help him institute an efficient process to manage staff time sheets, but on a larger scale EchoSign could work as the catalyst to help his department leverage the internet to implement efficient operations department wide. The paper-based time sheet was updated and converted to an Excel spreadsheet. Now, each staff member completes the Excel spreadsheet and uses EchoSign’s counter signature workflow to e-sign the time sheet and submit the completed sheet to the appropriate supervisor/manager for signature approval. In addition, the time sheet administrator is cc’d on all transactions and has complete visibility into every step of the process.
Results
“The main benefit of EchoSign is accuracy and tracking,” comments Steve. “In 1-2 days, the time sheet process is either complete, or I know who is holding up approval. ” With EchoSign, there is an online status report two days after the timesheets are due, and reminders are easily sent out from EchoSign to speed up the approval process. Due to EchoSign’s success with the time sheet process, the HR department has also used it to manage the signing of confidentiality agreements, and is evaluating EchoSign for employment contracts, and other HR documents that require signatures.
Every day I think of new ways to use EchoSign, and I get calls from people in my department asking if we can use EchoSign for an upcoming project. It’s helped us expand our thinking ‘outside of the box’ and has helped us make the leap across the technology divide.
— Steve Garber
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