A digitisation method for paper-based systems using critical success factors

Abstract

Companies are compelled to improve efficiency in order to remain competitive. However, companies often have paper-based systems that reduce their efficiency. Literature has proved that digital transformation can contribute towards improving paper-based systems. Digitisation frameworks do exist, although they are generic and lack the detailed requirements for implementation. Related studies were reviewed to identify the Critical Success Factors (CSF) of digitisation, although none of the existing frameworks address all CSFs. Once CSFs have been identified, a methodology can be formalised to address digitisation. Based on literature and identified shortcomings, the methodology adopts the Agile Framework that promotes stakeholder collaboration to guide project implementation through prioritisation and evaluation of quantified CSFs. CSFs are quantified by using the methods found within literature to ensure successful implementation. This method is explained by two case studies. Case Study A involves 100 engineers who produce weekly reimbursement documents. Digital transformation of the system saved an average of 33.16 minutes per employee per week. The futile time avoided resulted in estimated cost savings of R620 000 per annum. In Case Study B diesel rebate assistance is provided by means of a paper-based log system. Digital transformation resulted in an estimated diesel rebate request valued at R5 million. The availability and security of digital data proved to be extremely valuable since those involved were able to analyse various other systems affected by diesel usage according to given data. Both case studies proved that by evaluating CSFs of systems, digitisation can be successful and stakeholder priorities satisfactorily addressed. Furthermore, both case studies have shown that digital transformation promotes efficiency.