A request management system is a tool/ software or an online application which can be used for generating a different type of requests. These requests can be for reimbursement or for other purposes. In most cases, this can be an online portal, mobile application or a module of some HR application.
Modern organizations & their challenges
In the modern era, everything has been changed. Employees are demanded to achieve more targets in a limited time. All procedures should be simple, smooth, fast, and accurate. Employees do not have much time for applying their reimbursements or other types of requests. Requesting for different items are very common in organizations. There are so many types of requests raised by different type of employees.
How a good Request Management System should be designed?
A comprehensive request management system changes a miss-managed environment into a proper systematic environment. The solution should be user friendly, streamlined and organized. It must be quite flexible which is customizable according to the requirement of different organizations and as per the need of employees, supervisors, HODs or different departments. A good request management system should have at least dynamic notifications and workflows with flexible forms.
A request is always should be generated through an online portal or smartphone called request management systems portal or mobile app. Employees or users should be able to fill the form online with mandatory fields and submit them to the relevant person or department through a pre-defined workflow. Different types of requests can have different levels of approvals and workflows. It is not necessary that all request follow normal company organogram. It is possible to have different levels of stages for any specific approval such as accommodation, air ticket, reimbursement, new hiring, loans, leaves, etc. Once the dynamic form is filled up, the predefined workflow for a specific request should be followed to its respective person or department. The pre-defined approval flow can be used for a different request as it moves from one to another manager or department whereas multi-level flows can be used.
As per the expert opinion, the comprehensive request management systems should have a variety of dynamic fields with user-defined data types, validations like minimum and maximum values, default value, multi-line, possible list of values, attachments, etc. It also should have auto-generated notifications via email, SMS or in-app notification to the relevant persons like managers, HR persons, finance department or any other person who is even not in the approval workflow. The fields must have the ability to show/hide as per the requirement based on the level of workflow.
Rights are very important for dynamic forms builder. For example, which type of employees can generate what kind of requests based on their position, grade, location, department or employment type? Who has the right to cancel, reject, approve, forward or process those requests. If the same is available on mobile app, it would increase the rank of that request management system.
What are the benefits of using a request management system?
In a nutshell, the request management system can help an organization to save its employees time and offer them to focus on their core business rather than wasting their time in unproductive exercise. This will definitely increase the productivity of employees. Although, the organization will have to invest a little bit in subscribing to these kind of systems but it will give them a big ROI within a few months of subscription.