At NTG Training we wanted to make the experience for the learners and assessors as seamless as possible. To enable us to do this we use ground breaking technology in the form of an app.
Why we needed to improve processes:
We were receiving high volumes of paper work, which had either missing signatures or information. As a result of this, the assessors would then have to schedule time to revisit the learner to retrieve the information that should have been collected on the first visit. This was costing us dearly, not only in paper costs, but in fuel costs, and unproductive time lost. We came across a more serious need to switch to a paperless system when it was brought to their attention that an assessor was forging signatures on behalf of the learner, which could have been detrimental to the business. The time scale to receive up to 50 pages of information back from the assessors via post could take up to a week where nothing could be acted upon, resulting in unnecessary delay. Due to excessive paper work needing to be kept on record, we were considering moving to another office just for more storage space in the form of filing cabinets. With all this information stored using this system, there was also no way of easily analysing the data, which was an important requirement for the learner, assessor and business. All these frustrations resulted in us approaching iPEGS to find an urgent solution, as there was no further budget for future error. We are now able to communicate more effectively with the Employer, Learner and Assessor by adopting new technology into our business.
Seeking a Solution:
iPEGS advanced and replicated multiple paper based forms which can now be completed by the assessor with the learner onsite through the iPEGS app, providing a better experience and communication for both assessor and learner. iPEGS made important information required mandatory, so that there was never an option to submit the form until all was complete. There is now no need to print out excessive forms to be posted to the assessor or collected by the assessor at the office. iPEGS electronic signature feature irradiated the option for a document to contain a false signature, as now multiple signatures can be attached, which include the GPS location, time and date of signature and even face stamp, where a picture of the assessor or learner can be added to the signature. Once the form has been completed onsite with the learner, it can be submitted straight back to the office in real time and stored securely so there is no delay in efficiently acting on the information. Using iPEGS advanced reporting feature, we now have easy access to analysis of the data required. No more filing of endless forms into costly cabinets meant that we were able to stay in our current offices, saved money in moving and now have more space for essentials.
What we have gained by using this technology:
- £10,000 saved per annum in printing costs
- 415 hours saved per assessor per annum
- A greener conscience
- Improved learner interaction
- Increase in productivity and efficiency
- Analysing data is now made easy
- Advanced use of multiple signature feature
- Assessors immediately connected to the office
- Regained office space
- No risk of error, missing information or lost paperwork