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Tilburg University digitally signs with ValidSign from SAP SuccessFactors

Tilburg University digitally signs with ValidSign from SAP SuccessFactors

Tilburg University has taken a big step in digitizing its documents with the help of Validsign. Validsign is a cloud-based solution that makes it easy to sign documents electronically, which makes the processing and acceptance of the documents easier. Thanks to this partnership, Tilburg University students and staff can securely sign digital documents from SAP SuccessFactors. In this blog post, we will discuss how this collaboration works and what the benefits are for Tilburg University.

Serving society and making it better for citizens. That’s what drives Tilburg University. The founder of the university, Martinus Cobbenhagen, believed that anyone who wants to understand society should be actively and consciously involved. This philosophy still forms the basis for the organization.

Tilburg University is originally a Catholic university located in Tilburg. As one of the oldest universities in the Netherlands, it celebrated its 95th anniversary in 2022.

With 20,254 students in 2021 and more than 1,500 employees, a huge number of internal and external documents are signed. Since the beginning of 2019, a large number of these documents have been provided with a digital signature by using ValidSign.

Process efficiency

Tilburg University came to ValidSign through DMS supplier HuRis. Because of its partnership with ValidSign, HuRis offers the signing solution integrated into SAP SuccessFactors to its customers. In this way, Tilburg University digitizes the entire process from generation of a document, the digital signing of this document to storage in the HR portal.

The reason for switching to the digital signature was to increase the efficiency of certain HR processes. Maurice Driessen, Project & Information Manager at Tilburg University: “Previously, signing an employment contract or parental leave letter could take days. Almost all HR documents must be legally signed by our directors and/or (future) employees. These signatories are often not present in the same place at the same time. For this reason, the documents were often moved from signatory to signatory by post or courier. With ValidSign, you sign independently of place and time, so this is now arranged within minutes.”

Security

GDPR technically, the digital signature also offers a solution. With ValidSign, the security surrounding the signing and the confidentiality of the handling of personal data is perfectly guaranteed. Driessen says: “By adding multi-factor authentication to the signing request, the identity of the signer is additionally checked and we know for sure who is signing. The full audit trail can also be seen in the evidence document, which is made available in ValidSign immediately after the signing is completed.”

Currently, all HR documents that require a legally valid signature are digitally signed with ValidSign’s solution. This is about 7,000 documents on an annual basis.

Overview

“ValidSign also ensures better control of document flows. In the platform’s dashboard, all outstanding signing requests, including their status, can be found. As a result, we have fewer actions to check where the document to be signed is located. If someone forgets to sign, a reminder is sent out after a few days with another request to sign the document,” says Driessen.

User-friendly

Digital signing is indispensable for the future within Tilburg University. End users are very satisfied with validsign’s solution. According to Driessen, “colleagues experience the platform as user-friendly. The integration with SAP SuccessFactors ensures a completely streamlined process, from document generation to (multiple) signing and automated storage in the file.”

 

Want to know more about implementing digital signing with ValidSign in your organization?

Request a free demo here!

Housing corporation Stadgenoot implements e-signature organization wide

Housing corporation Stadgenoot implements e-signature organization wide

Stadgenoot, one of the largest housing corporations in the Netherlands, has implemented the e-signature from ValidSign to streamline the signing process within its organization. This is a major step forward for Stadgenoot in terms of digital transformation and promises to deliver substantial improvements in efficiency and customer experience. In this article, we take a look at the benefits of this new technology and how it is being implemented across the organization.

Stadgenoot is a housing corporation in Amsterdam and rents out more than thirty thousand social rental properties, that has an average rent of 500 euros per month. The housing corporation was formed in July 2008 through a merger between two Amsterdam housing corporations, the General Housing Association (AWV, founded in 1910) and Het Oosten (from 1911).

With more than 300 employees, spread over the four business units, Stadgenoot is an organization of size. Two business units provide financial and public housing management: Finance & Operations and Strategy & Portfolio. The customer-oriented work is housed in the Customer & Home business unit. The real estate-oriented projects are at Real Estate & Development.

Safe signing

Since the beginning of 2020, a large part of the organization has been digitally signing with ValidSign’s cloud based platform. The desire to make the switch over to an e-signature was fueled by the possibility to guarantee the security around the signing process and personal data seamlessly, as the manual signature wasn’t able to offer this guarantee at all times.

After Stadgenoot had made the decision to implement the e-signature, they were referred to ValidSign through their ERP system supplier Aareon. They scheduled a demo with ValidSign to have a tour of the signing platform and to discuss the possibilities for implementing it in their workflow. Ibrahim Hassan, functional administrator at Stadgenoot mentions, “Finding a digital signature supplier is quite easy, but you rarely find a supplier who also identifies as a partner and always thinks along with the customer. We found this in ValidSign.”

Except from two departments, ValidSign’s e-signature has now been rolled out across the organization. These two departments are currently using an e-signature platform from another supplier, but will soon make the transition over to ValidSign.

By using an e-signature, each department provides the highest level of security for the signing of their documents, and at the same time they have full insight into the signing process through the platform’s dashboard. The organization has chosen to identify signers through a second-factor authentication, this SMS authentication feature ensures that in addition to the regular email verification, the signer’s phone number is also verified to make sure it’s the correct person signing.

Then the iDIN authentication is being used by tenants for when signing the leases etc.

Most of the departments uses the platform for signing forms, assignments and/or contracts by external parties, while the finance department signs internal payment orders.

Sign anywhere and at any time

Because of the COVID pandemic, and the new way of working, there is an increased need for the digital way of signing. Ibrahim says: “Like the rest of the Netherlands, in the beginning of 2020 everything changed abruptly when we were only allowed to work from home. Getting an a signature from your manager or director was then a tricky task, and we were forced to rethink the processes. For example, the signatories were not present on location or did not have their own printer at home. ValidSign now allows us to sign, whenever, wherever!”.

Increased efficiency

In addition to the fact that the e-signing solution guarantees a high level of document security, the process has also become more efficient. “The time it takes to receive a signed document has been significantly reduced because a number of actions no longer need to be carried out. The volume of paperwork has also been drastically and employees have more time to spend on other important tasks. The users within Stadgenoot are satisfied with the new way of signing, and they were able to get started working with the platform after an initial introduction, which was nicely organized by ValidSign.

About the future

Within now and a few weeks, we expect the two departments that aren’t currently using the ValidSign platform to make the transition and then even more documents will be digitally signed. In addition, ValidSign and Aereon are developing the integration between the ERP system Tobias AX and ValidSign so that Stadgenoot and other companies can start signing from the trusted ERP system.

Once the integration has been implemented, several departments will be using it. Ibrahim says: “The e-signature is an indispensable part in our processes, and the use of it will only increase in the coming years. That is also why we like to work with ValidSign and Aareon to make the integration even more future-proof. We like to invest time and effort in this, because we believe that we will get a lot in return”.

Want to know more about how ValidSign’s e-signing solution can be implemented in your organization’s workflow?

Contact our sales department on: sales@validsign.eu/ +31(0)85303 3676 or request a free demo HERE!

Accon avm digitally signs approximately 12 thousand documents per year with ValidSign

Accon avm digitally signs approximately 12 thousand documents per year with ValidSign

“Both our employees and customers are very enthusiastic about the digital signature. Every year, more than 12,000 documents are digitally signed with ValidSign within Accon avm”.

Accon avm is originally an agricultural cooperative. The accountancy firm was founded in 1917 by the parent company from Leeuwarden and quickly grew into a national, full-service consultancy and accountancy organization for SMEs. In 2017 Accon avm celebrated its 100th anniversary.

With approximately 1000 employees and more than 40 branches, Accon AVM is an accountancy firm of size. The organization has a large knowledge network in which location-independent working is central. This means that advisors are close anytime, anywhere. They like to come to the entrepreneur, digitally but certainly also on location.

Durability

Sustainability and innovation are of paramount importance and determine the success of Accon avm and its customers. Partly because of this, the organization chose ValidSign’s digital signature in 2016, as the first accounting firm. Documents no longer need to be printed and transported by post or courier. By greatly reducing printing, paper consumption fell by about 20% every year until 2020.

Easy and fast

ValidSign was broadly deployed within the organization immediately after its extradition to digitally accelerate various signing processes. Accon avm started digitally signing documents that need to be signed by the customer, because mainly these processes took a lot of time. Anita van Gelder, Director ict and facility at Accon avm says: “Several parties regularly have to sign, for example a partnership where there are several shareholders who are not all present at the same location at the same time. It could take weeks for documents such as declarations, agreements and financial statements to be signed. With validsign’s user-friendly solution, the document is completed within 15 minutes as a way of”.

High-quality services

In addition to making the organization more sustainable and accelerating various business processes, the digital signature also contributes to the high-quality services that the organization provides. “Customers regularly indicate that digital signing is so much easier than on paper. The customer no longer has to walk to the mailbox or wait for the other signatories to sign. She now receives all documents in a bundled email and the documents are available for inspection and download via the same link immediately after signing,” says van Gelder.

AFAS Connector

ValidSign is used for more than 90% of the processes where signing takes place. Every year, more than 12,000 documents are digitally signed with ValidSign within Accon avm. In order to make the signing process even more streamlined, Accon avm has been working with validsign’s AFAS connector since April 2021. The link allows users to submit documents for signing in AFAS. Any process that requires signing can be monitored from A to Z in the system. Van Gelder says: “By using ValidSign from AFAS CRM, we are taking the final step in our digitization process. The fact that I can select contacts in AFAS for each signature and signed documents are archived directly in the right place in AFAS is very useful”. Only one-sided signings are occasionally done the old-fashioned way. The organization strives to digitally sign these documents in the near future and to help persuade the last colleagues to sign digitally.

Govers Accountants and Advisors streamlines their signing processes

Govers Accountants and Advisors streamlines their signing processes

Govers is a family-run accounting firm that serves small businesses in the Netherlands. The company was founded 1927 in Eidhoven and has since then been providing customers with high-quality accounting services. Over the years, the company has grown and in order to ensure continued success, Govers decided to invest in digitalization. With the help of ValidSign, Govers was able to streamline their business processes and improve customer satisfaction.

In this case study, we will discuss the various benefits that Govers Accountants and Advisors has experienced since the implementation and the future of digitalizationand the potential opportunities that lie ahead. 

The business summary

The firm, Govers Accountants and Advisors specializes in accounting, taxes and business advice, the team of 180 colleagues focuses on family run business in the construction, food and high-tech sector. The firm distinguishes itself from other accounting firms through their genuine interest in the story behind the numbers of their clients.

As part of ther international partnership with UHY, Govers works with a large number of international organisations. (UHY is a partnership of 320 independent offices in 100 countries.)

Smooth and streamlined document process

Prior to becoming a ValidSign customer in 2019, Govers was using another e-signature platform. As it didn’t offer them the full range of functionalities needed to streamline and digitalize their business processes, they decided to make the switch.

At that time, their document signing process was as follows:

The document was drawn up in Word, then printed with their letterhead and signed, or sent to signatories by mail or courier for signature. When received back, the signed document was then manually scanned and archived.

Kachung Tau, Accountant at Govers Accountants explains:

“Even with the previous signing solution, there were too many steps to obtain the needed signatures. Where the signing process used to take hours, it is now handled within in a few clicks!”

With ValidSign, all of Govers document processes are being streamlined, including contract confirmations, meeting minutes, agreements for publication and tax returns, to name a few.

“Until recently, colleagues were printing documents and having them signed with a regular signature on paper. But after introducing the easy to use ValidSign platform, the entire office prefers the digital signature and all the internal processes have become more efficient”, says Kachung.

Control and structure

In addition to having processes run more efficient and the reduction in response time, the e-signature platform provides a comprehensive overview for Govers.

Kachung says: “ValidSign ensures better control of document flows. The dashboard gives a nice overview of the number of documents sent and (not yet) signed. In addition, it is possible to add multiple documents to a transaction, which has significantly reduced the number of transactions.” 

High customer satisfaction

The digital signature contributes to the high customer service that the organisation provides. “Customers experience ValidSign’s digital signature as an additional service from Govers. The solution allows us to digitize in an simple way, so that our loyal customers also dare to sign documents digitally,” says Kachung.

Previously, documents were printed, signed, scanned, and mailed to the next signer when multiple people within an organization had to sign the same documents. ValidSign now eliminates these steps and handles them in one single transaction.

Kachung says: “The customer now receives all documents in a single email and the documents are available for review immediately after signing, where they also can be downloaded via the same link”.

Fully digitalized processes

With the right integrations, the solution can be used throughout the organization. “In addition to the auditor’s process, purchasing and HR processes can be digitilized with the e-signature, says Kachung.

In the coming year, Govers has a goal to digitilize even more processes in which the e-signature plays an important role.

Want to know more about how ValidSign’s e-signing solution can be implemented in your organization’s workflow?

Contact our sales department on: sales@validsign.eu/ +31(0)85303 3676 or request a Free Demo HERE!