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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!

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.

Sustainable care at Radboud University Medical Center

Sustainable care at Radboud University Medical Center

As the world increasingly turns to digital solutions to streamline operations and reduce costs, one of the most important aspects to consider is sustainability.

This article will discuss how one of the Netherlands biggest University Hospitals, RadboudUMC has implemented the e-signature into their document flow, how they have benefited from ValidSign’s sustainable e-signature solution and how it can help you improve your care operations!

As a part of the Dutch Federation of University Medical Centres, Radboud University Medical Center in Nijmegen educates yearly more than 3,000 students in medicine, nursing and biomedical sciences. Additionally, RadboudUMC has 1065 beds and more than 10,000 employees.

As a result of the corona crisis, the number of beds and staff have increased and in order to keep up with the need and demand from patients, the organization took the step to digitalize its processes and the University Medical Centre is now working more digitally than ever before!

Shortened turnaround time on contracts

After conducting a market research, RadboudUMC put out a tender to be able to choose the right e-signing platform, and the main reason for wanting to incorporate an e-signature in the organization was to shorten the turnaround time of (labor) contracts. ValidSign won this tender in January 2020 and started the roll-out process shortly after.

The signing process previously looked like follows: the contract was printed and placed on the desk of the internal signer for a signature. After signing, the document was sent by post to the external signer and then received back by post after signing. This entire process was long and very time-consuming!

Marty van Asperen, project leader at RadboudUMC: “The purchasing department signs more than 250 documents per month, and it could take several weeks for the signing process to be completed. The issue has been that when an account manager closes a deal, he or she can’t complete the process immediately, as they first need to wait for a manager’s signature before signing themselves. ValidSign allows you to select multiple signers and set a sign order so that the required signatures can be collected in a few mouse clicks.”

Great support and implementation partner

RadboudUMCplan is to ultimately implement the ValidSign’s solution organization wide. They were therefor in need of a company that prioritizes customer service and communication. “We were not only looking for an e-signing platform but also for a partner, and we found it in ValidSign. ValidSign has been incredibly involved in our roll-out process and have supported us with tailor-made consultancy and implementation,” says van Asperen.

The organization has allocated more than 6 months for the roll-out process, so that the digital signature could gradually be incorporated within the organization. The first step was to digitalize the entire hiring process and now, more than 1000 employees receive their employment contract to be signed through the ValidSign platform. This process has worked as a test for the external signers as well as for the signers within the organization. All parties are enthusiastic about the new user-friendly solution that allowed them to use it immediately after the delivery.

E-signing and the future

The organization is still in its early stages when it comes to digital signing.

Van Asperen: “At the moment, the HR department signs more than 150 contracts/documents per month digitally and the rest of the organization more than 350. This will only increase as the e-signature solution creates a well-known snowball effect where, based on the high success rate, more departments wants to start using it. Especially now that working from home has become the new normal!“

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!

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!

Building bridges with ValidSign’s digital signature

Building bridges with ValidSign’s digital signature

As one of the 21 water boards in the Netherlands, the Riversland Water Board is governed by the mission “to ensure safe dikes and a balanced water system.” Waterschap Rivierenland operates in the provinces of Zuid-Holland, Gelderland, Noord-Brabant and Utrecht, from a centrally located office located in Tiel. The organisation takes care of various tasks in the field of water management including water quality and quantity, waterway management, flood defences and calamity care. Rivierenland Water Board chose ValidSign to optimize the signing process.

 

Process optimisation

Since September of 2019 Waterschap Rivierenland has been using the digital signature of ValidSign. The reason for this was to optimise the process of signing several agreements in the department of Land Affairs. For the conclusion of agreements, the department is heavily dependent on external signatories who cannot sign at the same time and at the same location. Documents were prepared, printed out, placed in a folder, signed internally, sent to the customer by post, signed by the customer, returned, internally checked, the cover letter was added, re-signed internally and sent back again by a messenger. The lead time of this process was at least two weeks. Cindy Lelie, Land Affairs employee at Waterschap Rivierenland: ” With ValidSign, an agreement can be completed within an hour. All necessary steps are now successfully completed in a single action. There’s no longer need for a printer and the documents no longer have to be sent by post to contractors.”

 

Dashboard Overview

In addition, ValidSign makes it possible to monitor transactions. The dashboard displays all transactions. Lely says: “I can see when and by whom the transaction was created. You can also monitor who has already signed his or her signature and who is still waiting. If a signature is delayed, the reminder functionality will be used and the signer will receive a request to sign the document.”

 

Customer satisfaction

Shortly after the implementation, the employees were already able to use ValidSign and various business processes were accelerated by using the digital signature. At the moment, the solution is used to sign the user agreements including rent, lease, maintenance and loan agreements. “We stand for reliability and professionalism and we would like to express this. ValidSign contributes to this with the user-friendly platform,the beautifully designed website and the fast support department, says Lily.” This also gives the customer the right service from the Riversland Water Board.

ValidSign Expansion

For Waterschap Rivierenland, digital signing has proved to be an inevitable step. In the future, it will not only remain with the digital signing of user agreements within the department of Land Affairs. “Purchase contracts in the Procurement department and legal documents in the Legal Department are also likely to be digitally signed in the future,” says Lelie.

Saxion University of Applied Sciences works smarter with ValidSign

Saxion University of Applied Sciences works smarter with ValidSign

Saxion facilitates higher vocational education in Apeldoorn, Deventer and Enschede. With more than 26,000 students, the university is a player of magnitude and has a major impact on an event like the corona crisis. For the organization, the pandemic quickly led to a complete (temporary) closure of all three locations. As with other (semi) government institutions, the majority of the organization’s employees and students will work from home at least until 1 September 2020.

Cost effective

Since January of this year, the organization has been signing digitally with the digital signature of ValidSign. The reason for the adjustment of the digital signature were the high costs that resulted from the manual handling of all kinds of administrative processes. Saxion has started to settle the student declarations. The declaration is submitted by students hired by the school to assist at a particular event within the organization. Thousands of student declarations are submitted and signed every year. The majority relate to declarations of amounts between 12 and 25 euro, the administrative costs of which could rise to 45 euro per declaration. Thijs Groener, Business Process Manager at Saxion says: “ValidSign would initially only be used as a pilot to reduce the administration costs of student and guest lecturer declarations. After the pilot, we wanted to roll out the solution more broadly. Due to the corona crisis, we have accelerated the solution in a few weeks within several departments of Saxion.” Currently, both procurement contracts, employment contracts, documents within the examination board as well as data statements and documents from the Executive Board and Supervisory Board are signed with ValidSign.

Process accelerating

In recent months, the entire organization has been working from home and validsign allowed the majority of the signatures to facilitate time and place independently. More than 70 employees have already made their signatures through the platform, which has allowed other business processes to continue. In addition to the cost-saving characteristic of ValidSign, the digital signature is also process accelerating. For example, the lead time for signing a student declaration has increased by 90 percent. The signing process of an employment contract and the documents of the Executive Board and Supervisory Board, which could previously take weeks, can now be completed within a few days. “The number of transactions has been greatly reduced and employees have more time for other things. In addition, they now have insight into the status of the signature and the document.”, says Groener. Documents no longer need to be printed, signed, sent and archived manually.

User-friendliness

The organization attaches great importance to the satisfaction of its people. The solution therefore serves as an additional service from Saxion for both students and employees. “Shortly after the introduction of the digital signature I received responses from enthusiastic colleagues. A colleague even indicated that she had done a dance after using the solution for the first time,” says Groener. ValidSign requests continue to arrive weekly. To control this number, the organization shared the platform’s login credentials along with concise process descriptions and work instructions on its service management platform so that employees can pick it up independently.

Expansion

In the near future, the solution will be used even more broadly within Saxion University of Applied Sciences. Groener says: “The digital signing of internship agreements might be a solution for our students and employees because this process takes a long time. It is a period that is being looked forward to for most students and it is nice that it can be arranged without paperwork. In addition, we would like to integrate ValidSign into our own software. Due to the corona crisis, this project has been paused and will probably be picked up again later this year”. Once the integrations are realised, even more departments will use the digital signature, speed up more processes and save money.