Sustainable care with validsign’s digital signature

Sustainable care with validsign’s digital signature

The Radboud University Medical Center is an academic hospital in Nijmegen that is part of the Dutch Federation of University Medical Centres. More than 3,000 students from Radboud University are trained in medicine, nursing and biomedical sciences here. In addition, Radboudumc had 1065 beds and more than 10,000 employees in 2019. As a result of the corona crisis, the number of beds and staff has increased this year. In order to be of the best possible service to patients, a clear digitisation has taken place within the organisation. The university medical centre in Nijmegen is now working more digitally than ever before.

 

Shortened lead time of contracts

After conducting a market research, Radboudumc tendered to choose the right platform for digital signing. ValidSign won the tender at the end of January 2020. The primary reason for digital signing was to shorten the lead time of (labor) contracts. The signing process previously looked like this: the contract was printed, placed on the desk of the internal signer for a signature, after signing, the document was sent by post to the external signer and received back by post after signing. ValidSign eliminates both printing and mail shipping.

Marty van Asperen, project leader at Radboudumc: “The purchasing department signs about 250 documents per month. It could take several weeks for the signing process to be completed. For example, when an account manager closes a deal, he or she fails to complete the agreement immediately because he or she is not fully signed and managers first have to sign it for approval. ValidSign allows you to select multiple signers and set a sign order so that the required signatures can be in a few mouse clicks.”

 

Sparring partner

Radboudumc has brought in the ValidSign’s solution to ultimately deploy it organisation-wide. Short lines and close cooperation between the two organisations is therefore crucial. “We were not only looking for a digital signing platform but also for a partner, and we found it in ValidSign. ValidSign is very involved in our roll-out process and supports us with tailor-made consultancy,” says van Asperen. The organization has allocated more than 6 months for the roll-out process so that the digital signature gradually lands within the organization. She uses the digital signature first to digitize the entire hiring process. More than 1000 employees receive their employment contract to sign through ValidSign. This action works both as a test for the end users and for the signers within the organization. both parties are enthusiastic about the user-friendly solution that allowed them to use it immediately after the delivery.

 

ValidSign in the future

The organisation is therefore still in its early stages when it comes to digital signing. Van Asperen: “At the moment, more than 350 contracts per month are signed digitally. HR employees sign just over 150 contracts every month. This will only increase as ValidSign’s digital signature solution creates the well-known snowball effect. Especially now that working from home has become the new normal. “

Govers Accountants and Advisors Streamlines Business Processes

Govers Accountants and Advisors Streamlines Business Processes

Govers Accountants en Adviseurs

Govers is the specialist in accountancy, tax and business advice in the South of The Netherlands and will be working with ValidSign’s digital signature solution from the end of 2019. Since 1927, the organisation from Eindhoven has been striving to provide high-quality services to their customers. The team of 180 colleagues focuses on family businesses and the construction, food and high-tech (Brainport) sectors. She distinguishes herself from other accounting firms because of her business approach and the genuine interest in the story behind the figures of an organization. Govers has both local and international customers. As part of the international partnership UHY, Govers works for a large number of international organisations. UHY is a partnership of 320 independent offices in 100 countries.

Vlot en gestroomlijnd proces

After its own research, the organisation joined ValidSign in December 2019. Govers indicated that he was not entirely unfamiliar with the digital signature and had used a different sign platform for some time. This offered limited possibilities, which inhibited the organization in making a digitization battle. The large number of ValidSign functionalities gave the organization the decisive step to switch. At the time, the process was as follows: a document to be signed was drawn up in Word, printed and signed with the correct stationery, or sent to signatories by mail for signature. The signed document was manually archived upon receipt. Kachung Tau, Accountant at Govers Accountants explains: “With the previous signing solution, there were still too many steps to obtain the necessary signatures. Where the signing process used to take hours, it has now been arranged in a few clicks!” At the moment, the entire Govers assembly process is already being streamlined, including the contract confirmation, minutes and declaration of agreement for publication and tax return signed with ValidSign. “Until recently, colleagues regularly printed documents and then signed with the wet signature. With ValidSign, these people too cannot get around the digital signing of documents and the digital signature is used more broadly within the organization”, says Kachung.

Overzichtelijk

In addition to accelerating different processes and reducing response time, the digital signature creates overview for Govers. Kachung says: “ValidSign ensures better control of document flows. The ValidSign 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.”

Klanttevredenheid

The digital signature contributes to the high-quality 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 accessible way, so that our loyal customers also dare to sign documents digitally,” says Kachung. Previously, the document was printed, signed, scanned, and mailed back to the next signer when multiple people within an organization had to sign the same document. ValidSign eliminates these steps and handles them in a single transaction. Kachung says: “The customer now receives all documents in a bundled mail and the documents are available for inspection immediately after signing and downloaded via the same link”.

Volledige digitalisatie

With the right integrations, the solution can be used throughout the organization. “In addition to the auditor’s process, purchasing and HR processes could be digitized with the digital signature, says Kachung. In the coming year, Govers will digitize more and more processes in which the digital signature plays an important role. See all the business processes validsign can support.

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.

The missing link in our workflow optimization

The missing link in our workflow optimization

APELDOORN – CaseWare International, van oudsher een internationale jaarrekeningspecialist gevestigd in Toronto, is in de afgelopen tien jaar uitgegroeid tot een volledige praktijk ondersteuner in de accountancy markt. Zij ondersteunt accountants wereldwijd vanuit haar open platform CaseWare Cloud, waarmee accountants al hun opdrachten van start tot eind kunnen uitvoeren. CaseWare Nederland is met 65 medewerkers binnen vier Nederlandse vestigingen, de Nederlandse distribiteur van CaseWare International. Het platform wordt wereldwijd gedistribueerd en per distributeur toegesneden op de wensen van de accountancymarkt in het vestigingsland. “Think global act local is altijd ons uitgangspunt geweest”, aldus Richard Schiphorst, Managing Director bij CaseWare Nederland. De transitie van een desktop platform naar het samenwerkingsplatform Cloud, biedt het bedrijf de mogelijkheid om haar scala aan type oplossingen uit te breiden.

Kwaliteit en betrouwbaarheid

Sinds maart dit jaar maakt CaseWare Nederland gebruik van de online handtekening van ValidSign. De aanleiding hiervoor was dat het proces rondom de ondertekening van verwerkingsovereenkomsten sub optimaal verliep omdat documenten zowel opgesteld, uitgeprint, ondertekend, gescand, per mail verzonden en achteraf handmatig gearchiveerd moesten worden. CaseWare Nederland realiseerde zich dat het proces voor het ondertekenen wel degelijk efficiënter kon. Schiphorst: “Wij staan voor kwaliteit en betrouwbaarheid en willen dit ook uitstralen naar onze klanten. Met ValidSign kunnen wij dit waarmaken, omdat alle benodigde stappen in één enkele handeling succesvol worden afgerond en de documenten na ondertekening inzichtelijk blijven in de ValidSign portal. Daarnaast maakt de optie om een ondertekenvolgorde in te stellen het bijna onmogelijk om foutieve documenten te versturen of om onjuiste geadresseerden op te geven”.

Partnership met ValidSign

CaseWare Nederland is in eerste instantie bij ValidSign terechtgekomen door de ontvangen referenties over de oplossing vanuit haar eigen klantenbestand. In januari 2019 is dan ook de integratie met ValidSign vanuit het CRM- en documentmanagementsysteem “AuditCase” tot stand gekomen. Wat de combinatie ValidSign en AuditCase zo sterk maakt? Het gehele proces van een accountantskantoor, van het aanmaken van het document, het interne goedkeuringsproces, de statusinformatie en archivering worden in één keer afgehandeld. Zowel voor CaseWare Nederland als voor haar klanten geldt dat zij binnen één handeling klaar zijn en de rest geautomatiseerd verloopt. “De oplossing voor ondertekenen van ValidSign was de ontbrekende schakel in onze workflow optimalisatie”, zegt Schiphorst.

De integratie met AuditCase is nog maar het begin van de samenwerking tussen ValidSign en CaseWare Nederland. CaseWare biedt een totaaloplossing voor accountantskantoren, waarbij accountantskantoren zelf kunnen bepalen welke deelapps zij wel of niet willen gebruiken afhankelijk van de opdracht. Dergelijke apps zijn onder andere de PBC+ app voor het gestandaardiseerd opvragen van documenten en met de WWFT+ app de gehele Wwft-registratie voor klanten worden gerealiseerd. “Door de oplossing van ValidSign ook hiermee te integreren zou het proces volledig geoptimaliseerd kunnen worden. Ik ben ervan overtuigd dat dit in de nabije toekomst gerealiseerd zal worden,” schetst Schiphorst.

Tijdswinst

Alle uitgaande verwerkingsovereenkomsten en commerciële documenten binnen CaseWare Nederland worden momenteel digitaal ter ondertekening aangeboden via ValidSign. Omdat de oplossing naadloos integreert met AuditCase zorgde ValidSign binnen een maand na uitlevering al voor 20 tot 40 minuten tijdwinst op de afhandeling van het totale ondertekenproces per document. “Wij kozen ervoor om de uitlevering van ValidSign middels een web sessie te doen, welke direct na het tekenen van de offerte ingepland kon worden. En al vrij snel na de uitlevering van ValidSign hadden we de diverse communicatiemiddelen voorzien van onze eigen huisstijl en konden onze medewerkers ermee uit de voeten”, aldus Richard.

Meer ValidSign in de toekomst

Voor CaseWare Nederland is digitaal ondertekenen een onvermijdelijke stap gebleken. Het is dan ook niet meer weg te denken uit de processen binnen CaseWare Nederland. Als het aan Richard ligt zal de oplossing, niet alleen voor verwerkingsovereenkomsten en commerciële documenten worden ingezet maar binnenkort ook worden toegepast op de gehele HR afdeling voor onder andere de ondertekening van arbeidscontracten.

PGB Pension Fund. “Digital signing? Do it right away!”

PGB Pension Fund. “Digital signing? Do it right away!”

The value of digital signing for PGB Pension Fund

“Digital signing? Do it immediately!”, laughs Frans van Veen of PGB Pension Fund. “It saves so much time.”

About

Pension fund PGB regulates pensions for employees from different industries. In 1953, the fund was founded by employers and employees from the Grafimedia. Today, Pension Fund PGB operates in various sectors, including industry and services. Together with its executive organisation PGB Pension Services, Pension Fund PGB is working to keep pensions good and affordable.

Since 2016, Pension Fund PGB has been working with validsign’s digital signature to (have) documents signed both internally and externally. The fund has a lot to do with signing documents, in particular pension contracts and prolongations. There are hundreds of them a year. In addition, internal documents such as declarations, invoices and decision lists are now also signed with ValidSign. Compared to signing on paper, this brings many advantages to the pension fund.

“ValidSign’s digital signature allows us to (have) documents signed independently instead and time independently. Digital signing gives us a huge amount of time. ” Frans van Veen, Actuary at Pension Fund PGB

From paper intensive to paperless

Digital signing makes a huge difference for PGB Pension Fund. Previously, all documents were signed on paper, which often caused delays in processes. Elske Heringa, who works as an Official at the Pension Fund, says: “Previously, paper documents were lost or we had to wait a long time before documents signed came back. You didn’t know exactly where the documents in the signing process were.”

Digital signing was initially primarily used for external documentation. This concerns the pension contracts – also called connection contracts – towards employers. The digital sending of documents for signature was so good that they wanted to use it more intensively internally. Digital signing of all documents saves time and insight into the entire process. Within the validsign environment it is clear which documents are signed, which still need to be signed and by whom. It is also possible to send reminders to those who have not yet signed. They will receive a reminder email. Documents are not lost in this way and the status of the documents to be signed can be checked at any time.

“We often have documents that have to be signed by eight or more people. If this is done by post, it is very difficult to track where the document lies. Thanks to the digital signature solution, this is insightful,”says Frans van Veen.

Once every two weeks, the board of Pension Fund PGB meets for the board meeting. Previously, the board members spent at least an hour getting all the paper documents initialled and signed. ValidSign now sends the documents digitally and makes it easier to get multiple people to look at the documents. In addition, it is now possible to sign place and time independently. It is also no longer necessary to paraferon on every page in the document and one signature per driver is sufficient on a document. Signing paper intensively for an hour in one location is a thing of the past.

Integration ValidSign & M-Files

For the past year, it has been possible for Pension Fund PGB to send and sign documents directly digitally from the document management system M-Files. This has been made possible by the Enjoy & Deploy party, which has supervised the integration between M-Files and ValidSign. Digital signing is thus included in the total document workflow of Pension Fund PGB. The ValidSign cloud platform no longer needs to be called manually. This also means that documents no longer need to be stored manually. The documents are sent directly from M-Files and automatically return to the system after signature. Additional actions such as storing and archiving documents are therefore unnecessary. Documents are also very easy to find. Frans van Veen: “We wanted to do everything entirely from M-Files. Now that we can also digitally sign from M-Files, digital working has become even easier.”

Safe and easy sign

For Pension Fund PGB, it was important in the search for a suitable supplier that digital signing takes place within the Dutch cloud. ValidSign was the ideal party for this because ValidSign is a strategic partner of KPN. This means that data is stored in kpn’s trusted data centre and the data remains within the Netherlands. In addition, The Dutch Bank has “the right to examine/audit”, which means that the data centre is monitored. ValidSign complies with current and new data protection regulations in the Netherlands, as well as throughout the EU, with strict procedures.

For the employees of Pension Fund PGB, the digital advanced way of signing also feels secure. “I find a secured PDF file more secure than a scanned PDF with a few signatures on it. There’s still no messing around with that. Not with the digital signature solution,” concludes Frans van Veen. Additional SMS authentication is also used when sending digital documents for signature by the Pension Fund. In addition to an e-mail with the sign request, the recipients are also sent an SMS code. After entering the SMS code, you can only sign it. This creates an additional layer of security within the sign process.

ValidSign is not only safe, but also very simple and can be used immediately without explanation, according to Elske and Frans. After the extradition by the consultant of ValidSign, the employees of Pension Fund PGB were able to work with it immediately. ValidSign’s user platform is both clear and user-friendly.

Digital signing is and remains an ideal solution for Pension Fund PGB. Employees would also certainly recommend it to other organizations that depend on paper-intensive processes. “Digital signing? Do it immediately!”, laughs Frans van Veen. “It saves so much time.”

 

Digital signing proceeds:

  • Time savings;
  • Understanding the sign-up process;
  • Simplify signing.