We have invested a lot of time and money into developing edoc over the past three years, and an absolutely crucial part of the process has been the direct involvement of businesses and organisations who represent the edoc user base. More than 80 companies have had input into the design of edoc through our regular business and technical working groups, giving us feedback that we’ve been able to build on to enhance the user experience.
To give edoc a real test, however, we’ve held two intensive user testing programmes, the latter one completed just last month, where businesses and organisations from a variety of different sectors were invited in for a week of testing and feedback on the final system. .
The intensive user testing cycles enabled participants to view a near complete version of edoc and perform a series of functional tests designed to assess how well they could carry out specific tasks, such as registering or uploading files to edoc without any assistance. The tests were designed to ensure that the process was seamless, straightforward and easy to follow from start to finish.
Now we have completed our final phase of user testing and incorporated the latest round of feedback into the development of edoc, we are confident that we will be presenting a highly efficient and workable system in January.
Kevin Wong from waste management company, Bagnall & Morris, who took part in our user testing and is planning to make the switch to edoc, explains why he is so excited about the new system.
“In 2013 we sent out over 8,000 waste transfer notes to our customers by post. From an administrative perspective this task is extremely time-consuming. We need to print out up to four pieces of paper per WTN which puts a massive strain on our printers, folding and enveloping machines, all of which need to be serviced beforehand. And then there is the postage, which is getting ever more expensive.
“If a customer had hundreds of sites with different types of bins and waste streams on each, they would generate hundreds, perhaps thousands, of WTNs that would need to be signed and returned to us. This is far from ideal, as we sell ourselves as a waste management service and try and make the process as easy as possible for our customers
“With edoc, all our annual WTNs will be online, and we can provide our customers with a link to simply register and sign their WTNs. We will know exactly who has received them as well as who has checked and signed them. We will also receive instant email alerts on their actions and we won’t have to worry about paper being lost in the post or on someone’s desk.
“And even though a customer might still have to manage hundreds of WTNs, they can check and sign them in bulk with a four digit pass-code. We are confident that we will be able to save time and money with edoc and are looking forward to moving our systems online.”
Tony Baker from GPT is another individual who took part in our edoc user testing and is committed to making the switch over to our new system.
“GPT already have an electronic system for generating WTN’s so we see EDOC as an enhancement to our existing arrangements. Convenience, visibility and quick and easy retrieval of information are the main benefits for us.”
“Approximately 12,000 Waste Transfer Notes are generated per annum as a result of waste services organised by GPT Waste Management. We are planning to encourage all of our customers and suppliers to register with EDOC in order to ensure a streamlined, efficient and effective way of transferring duty of care information between all parties involved in the transaction. We expect to see a reduction in physical storage space, server storage space and costs associated with postage and administrative resource.
We plan to utilise the system to upload our own electronically generated Season Ticket Waste Transfer Notes, thus, ensuring our Clients’ can easily and quickly access the statutory information required for their trade waste arrangements”.