All parts of the business are touched by eForms processes. Goes to Director level – they feel that it is easy to use, no hassle and necessary to running the business. Simon Lant, Business Analyst, Scottish & Newcastle

Background

Scottish & Newcastle Pub Company is the leased pub division of Heineken UK and operates over 2000 pubs in partnership with individual business people throughout the UK. People wanting to run their own pub can go to S&N to take on a pub lease on which they pay rent and buy some or all beer from Heineken UK.

Scottish & Newcastle was acquired by Heineken in 2008 and has restructured its business in response to tough trading conditions for Public Houses.

Laborious Paper Authorisation The majority of employees at Scottish & Newcastle are field based, spending time away from Head Office visiting pubs. In order to get Authorisation for activities to be completed following a pub visit, there were manual paper processes which needed up to 5 people's involvement before authorisation could be given. These would be initiated by email, fax or post with the resulting processes being slow, unreliable and hard to audit. This was compounded by the threat of Royal Mail strikes and increased workloads on S&N staff. 360 eForms Enables Empowerment 10 paper forms were identified that ran the business and would be transformed by being implemented in 360 Systems eForms. As the business centralised the old Regional Support functions into Head Office there was a need to empower the field staff as well as the new Pub Support team. The flow of information and authorisation was really key in the first 12 months of the new business structure. The clear line of sight on Authorisation levels provided by eForms enabled empowerment and visibility of processes across the business. S&N benefited from Devolved Decision making Improved control Greater visibility Authorisation in a fraction of the time Exception reports Line of sight across multiple silos eForms integrated into core systems Approval that took 4+ days now takes 4 hours

I am a fan of eForms. I was an advocate from day one. We are able to empower our people, speed up decision making and improve control. Keith Sutherland Head of Pub Support Centre Scottish & Newcastle

Minor Capital Development eForm

The Minor Development Capital eForm has made the greatest difference. The process covers Capital expenditure under £50k and includes essential items like boiler replacement. There was anecdotal evidence of some approvals getting caught up in the system and taking up to two months to be approved.

Now they are turned around in a couple of hours. Because the eForms system is auditable, the decision making is devolved, empowering those closest to the problem to take action. The eForm drives the activity allowing policy to be enforced and ensure our Contract Partners are kept informed of what will be recharged for their pubs and when.

360 eForms is a Lotus Notes solution that takes existing paper forms, converts them into Notes forms and applies authorisation workflows.