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How did we help the Tomáš Baťa University?
The pandemic has significantly accentuated the need for a comprehensive digitalisation of administration, including in the university environment. One of them was also the University of Tomáš Baťa in Zlín (UTB), which decided to introduce a new system for processing supplier invoices. The Consulting Company Novasoft, a subsidiary of the BiQ Group, with which UTB has been cooperating for more than 10 years, helped it to do so. The solution was developed on the SAP platform, which UTB has been using for a long time, especially for the economic and personnel agenda.
The university had been considering digitizing invoices for several years and this was accelerated by the pandemic that hit the university environment full force. There was room to begin a comprehensive digitisation of invoices, of which there are approximately 14,000 per year, and also to set up an approval process based on pre-defined rules that are key both to identifying specific approvers and to the overall process. CCNovasoft has developed a robust invoice management and approval solution that must reflect not only the requirements of the organisation, but also, in the case of a public institution, strict legislative requirements. In addition, the entire solution ensures that all activities related to invoice processing must only be performed by users who are actually authorized to perform the activity, and all performed actions are always traceable for internal as well as external audits.
"Digitization of key processes at the university is our long-term goal, which we are gradually achieving. The deployment of the new invoice approval tool was fundamentally accelerated by the pandemic of not being able to have invoices circulated physically. CCNovasoft gave us a helping hand in this regard and started processing our request promptly. What pleased us about the cooperation was both the approach of the experts who responded to our suggestions and the result - saved staff time, simplification and streamlining of the process and, last but not least, data storage and security. We are pleased that after a smooth deployment at one of the faculties, this project will soon be extended to the whole university and will be successfully completed," says Monika Hrabáková, Director of the Computer Technology Centre at UTB.
