Digitised document generation and workflows need a point of agreement – a signature, a stamp of approval - human interface is essential here but also the potential slow point to swift action and business growth.
The system of agreement is the connecting link between digital engagement with employees and customers and your company records system – the one source for customer records, inventory, and employee data. Enter DocuSign eSignature and Contract Lifecycle Management (CLM). The agreement system that connects and streamlines your business’s digital document lifecycle.
From preparing the first draft of a contract, through agreement and execution to storage and archiving, DocuSign is commended as a highly robust and cost-effective solution for enterprise-grade document lifecycle management, integrating easily with legacy systems while establishing future-proof automated processes. Rest assured that we understand the threats to data security and the need for secure, dynamic accessibility, anytime and anywhere. DocuSign’s centralised agreement creation, management, and storage are certified with ISO27001 and IRAP-certified active cybersecurity protocols.
Efficient procurement and HR teams are the essential backbone of the company. Procurement processes shouldn’t mean reinventing the wheel for every contract or transaction. Onboarding new staff shouldn’t be a drawn-out exercise that tests resilience and patience even before the new hire can start productive work. Simultaneously, the ‘silo factor’ is real – IT systems that don’t interface seamlessly; staff who only work within a small part of the bigger picture, or contractors, suppliers and employees who work remotely.
Achieving accurate, secure, and timely agreement – whether that’s a roster sign-off, a purchase decision, contract execution, or a leave application becomes a barrier to completion. Here’s two common examples of how DocuSign breaks down the barriers:
HR Onboarding
DocuSign connects, automates, and accelerates the employee agreement processes so that your time is spent on people, not paperwork.
Optimise efficiency, empower remote staff, and enable remote hiring, as you do everything digitally.
Procurement
DocuSign increases visibility into the lifecycle of vendor contracts – including pre-and post-execution contract analysis.
Centralise and streamline the agreement process to save time, control costs, and decrease risks in the supply chain with an end-to-end agreement process. It’s contract lifecycle management made easy.
DocuSign removes the barriers to positively impact HR and procurement services delivery, helping to build your company’s positive reputation for prompt, attentive, and professional engagement. Here’s how it works.
Here’s a helicopter view of the systems businesses work with. This diagram shows how enterprise and strategic management systems, HR management, and customer databases all use systems of agreement to execute documents.
Whether you’re managing legacy systems, or in the midst of digitisation projects, DocuSign offers easy integration with a wide range of existing systems. It means one less headache for your IT team, and reduced need for repetitive administration activities.
Modern systems of agreement
Prepare
Creating an agreement like:
- A letter of offer for a new employee
- Populating a purchase order with data from the procurement database
Sign
Obtaining a legally valid signature:
- Routing via multiple approvers
- Verifying identification
- Holding a detailed record of execution
Act
Fulfilling the agreement:
- Paying an invoice
- Opening or closing an account
- Registering a new employee on various systems
Manage
After completion, storing and reporting on agreements:
- Reporting on purchasing trends and budgets
- Retaining and archiving employee data centrally or in related departments
Using a solution like DocuSign to manage approvals and signatures employs the best of today’s technology to achieve more with fewer resources. The management benefits in reduced time, cost and risks are well-documented. Free downloads with helpful guidance are available here.
The Digital Procurement Guide > DocuSign | Seven Digital Best Practices for HR professionals >
Tourism Australia – connecting across the world with DocuSign
Tourism Australia punches above its weight – a lean team operating in 16 countries with operations frequently linked to procuring promotional employment contracts. Although procurement and payment workflows had been digitised, a “very manual contract management process sat in between.” Finalising could take two weeks or more.
DocuSign broke that barrier, enabling staff and suppliers to sign anywhere, anytime and reduce contract handling from an average of eight times down to three times. With DocuSign’s gold standard cybersecurity and authentication measures, legality and identity checking were embedded seamlessly.
“…our country managers are no longer worrying about paperwork whilst up against campaign deadlines. They can use DocuSign to check the status of contracts and have confidence everything’s in order.” Schalk van der Westhuizen, Chief Financial Officer, Tourism Australia
Yes, it's possible to obtain signatures through many stand-alone apps. But consider the wider benefits of using DocuSign and the whole suite of products and integrations for digitally managing the end-to-end agreement process, working together with existing systems.
In our fast-moving, hyper-connected world, process solutions and improvements need to suit the way we work today, with the capacity to respond to evolving developments. DocuSign, as a global market leader, offers a range of agreement applications and integrations to existing systems that can be customised and introduced at any slow point in or between systems - and can be introduced component by component as quickly or slowly as appropriate to the end users.
Considering a solution? Look for these must-have success factors:
Provides assurance by:
- Authenticating e-signatures properly
- Generates court-admissible evidence
- World-wide recognition
- Aligns to relevant regulations automatically
Reduces:
- Possibility of fraudulent signatures
- Inadmissibility in court
- Refusal of service
DocuSign features:
Provides assurance by:
- Integrating with existing systems
- Allowing extensions for customised functionality
Reduces:
- Organisational silos
- Proliferation of independent systems
- Need to duplicate information due to system incompatibility
DocuSign features:
Provides assurance by:
- Cloud hosting to ensure maximum uptime
- Building in redundancy for disaster recovery
Reduces:
- Service downtime
- Delays in completing agreements
- Loss of data
DocuSign features:
Provides assurance by:
- Rigorously protecting data by securing it through the highest standards, like ISO 27001 and SOC 2
Reduces:
- Cybersecurity breaches
- Regulatory and audit non-compliance
DocuSign features:
- ISO27001 certified
- IRAP certified protected status
- Complete digital audit trails
- One billion users trust DocuSign with their agreements
Provides assurance by:
- Providing options for cloud-only, on-premise, or hybrid deployment
- Allowing for incremental adoption to match strategic direction
Reduces:
- Inflexible hosting options that may not be available without capital investment
- Possible resistance to change and low buy-in rates
DocuSign features:
- Local data centres
Provides assurance by:
- Using one platform to prepare, send, sign, store, analyse, and automate agreements
- Smooth, intuitive meshing with known processes
- Saving time, cost, and effort, whether preparing, managing, or signing agreements
Reduces:
- Deployment difficulties in moving staff from manual to software-based approvals
- Delays or misplaced documentation
DocuSign features:
Provides assurance by:
- Vendor ability to drive success with human expertise as well as technology
- Vendor can provide advisory and planning services alongside technical support and training
- Vendor can provide best practice strategies and guidance
Reduces:
- Possibility of project failure because of insufficient uptake
- Risks of system redundancy
- Business financial risks
- Reputational risks
DocuSign features:
- FUJIFILM Business Innovation Australia has more than 8 years’ experience with DocuSign solutions for businesses.
We understand corporate Australia
FUJIFILM Business Innovation Australia works to power all kinds of businesses around Australia, supporting management to stay on the leading edge of technological innovation, often in the face of budget constraints and workforce shortages. We know your strategic planning, linked with your technological foundations, must deliver cost and time savings so that your staff can attend to activities that require a ‘human touch’.
Our experienced teams work together with your staff at every level, from strategic planning through implementation and adoption, to adapt the technological solution that best suits the business’s unique value proposition.
Bring the team on the journey
Staff retention and employee experience go hand in hand. People who’ve had long careers in one place are invaluable in terms of their corporate knowledge but can be somewhat resistant to change. So, it’s vital to be successful when you’re introducing new processes or technology, helping the team to embrace change and benefit from modern automation.
Partnering with the team at FUJIFILM Business Innovation Australia to plan an integrated, sensible framework for scaled digitisation can make the difference. FUJIFILM Business Innovation Australia is committed to helping our corporate customers take advantage of technological advances that can assist in smooth change management and contribute to staff wellness. We partner with DocuSign to provide a suite of products that breaks down system silos and cuts out delays and slow points to deliver actionable decisions.
DocuSign offers speedy, simple solutions for HR processes and procurement fulfilment. Find out more here about how we can help you plan and implement strong, sustainable pathways to grow your business.
Questions? Let's Talk