The Client
Kyeema supports over 220 individuals and their families across the Glenelg Shire with One-on-One support 7 days a week in the community and at home, group-based activities weekdays, after hours and weekends and employment support. All with an emphasis on health, well-being, fun and getting the most out of life.
Kyeema Support Services has multiple locations and a growing team of over 100 staff across their 5 key services; day programs, in-home support, supported employment, and respite & supported accommodation.
The Process
The organisation had undertaken significant growth and wanted to find ways to become more efficient and build processes that are able to scale as the organisation grows. Kyeema engaged GBS to conduct a comprehensive business process review. This initiative aimed to identify bottlenecks and potential areas for improvement as the organisation continued its significant growth trajectory.
The Challenges
Kyeema faced challenges in its payment approval process due to stringent financial controls. The existing manual procedure led to several inefficiencies including:
- Multiple locations necessitated the physical transportation of paper documents.
- Locating invoices was time-consuming, requiring manual sorting through stacks of paper.
- Delays in approval resulted in additional time spent by the finance team to track payment deadlines.
- Over 15 hours monthly were dedicated to activities related to invoice approvals.
The Solution
To address these challenges, Kyeema implemented Therefore, a digital solution facilitating a streamlined and efficient approval process. Instead of printing every invoice, the organisation now saves incoming invoices digitally, initiating an automated digital approval workflow within the system.
- The team can now easily track all received invoices, identify approvers, and monitor status.
- The transition to a digital platform significantly decreased paper output.
- Quick and easy retrieval of invoices is enabled, saving valuable time.
- Over 8 hours per month are now freed up, allowing the team to focus on more impactful tasks.
- A full audit trail is established, providing transparency into the entire invoice lifecycle.
The implementation of Therefore has not only optimised the invoice approval process but has also contributed to a more efficient and productive work environment for Kyeema Support Services.
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