Complete Process Automation from Start to Finish:
Automating an Entire Company for Faster, More Efficient Growth

Exacto

Founded in 1981, Exacto has earned a reputation for advancing the science of adjuvants and developing innovative technologies that improve the economics of irrigation and pesticide applications. The company focuses on engineering solutions designed to optimize the conditions in which chemicals, water, and soils come together to create bountiful croplands and vibrant landscapes.

A highly regulated industry, several years ago Exacto was searching for a way to improve organization, accountability, and compliance across the entire company. It considered the workflow management capabilities of its ERP system, but found it lacking. The company needed a way to move both internal and external requests through its processes in a more timely manner while creating documentation of each step along the way.

The Challenge

Choosing a request and workflow management system that would automate all aspects of the company—sales, technical, marketing, compliance, research, and operations departments

Activation Summary

Integrify v 5 was implemented in 2010, then in the summer of 2014, the company migrated to Integrify Cloud version 6.

The Integrify Solution

Exacto originally implemented Integrify v 5 across the entire company.

Integrify is a 100% web-based solution for Enterprise Request Management (ERM) that allows companies to automate requests and streamline processes. The software provides form creation, routing definition, and tracking tools to those responsible for processing requests, minimizing data entry and simplifying requests for approval and fulfillment. The solution eliminates problems typically related to labor-intensive processes such as manual paper handling and email requests, and can reduce costs per transaction 60 to 90 percent as opposed to paper-based processes.

Recently Exacto chose to move to the Cloud version of Integrify to ensure system uptime for salespeople working remotely. The company is based in rural Sharon, Wis., and when weather and other external forces caused Internet problems, external salespeople were cut off from the Integrify system.

“Integrify is their main ticket to what we do, so we need them to be able to access it at all times,” said Tom Martin, Project Manager at Exacto.

Integrify Cloud provides all the functionality of the Integrify solution for a low-cost subscription rate. Processes are hosted in a secure and reliable environment with guaranteed uptime using Amazon’s EC2, and customers can configure and deploy processes in days, not weeks. Integrify Cloud offers users an unlimited number of processes; a secure hosting environment; access to online management of forms from any location; real-time workflow and process tracking; increased visibility into processes; a customer-branded process portal hosted by Integrify; status reports; and much more.

All 55 employees use the Integrify system and just about every task in the company is automated through it – there are 29 separate requests types and the system processes more than 225 requests each month. According to Martin, they have no idea how this compares to the number of requests processed before Integrify, since they had no way to track the workflow.

“Everything that we do, at some point or other, flows through Integrify,” said Martin.

Now, with Integrify, they can initiate, execute, track, and report on all requests made throughout the company.

Integrify’s request management simplifies the process request submission, quickly completing a task and gaining insight into the status of the request activity.

The Benefits

“Quite honestly, we couldn’t live without Integrify,” said Martin, who has recommended the solution to at least two vendors with whom he works. In addition to being able to track the requests, the greatest benefit Exacto has reaped is the ability to link requests and processes together throughout the company.

“We’ve built on our processes where we create a task and from there, we have different channel processes that feed into it. There are certain departments that are heavier users than others, but nearly every single person in the company uses it. Requests for PTO, tech requests, asset acquisition—there are too many to list. Everything that our employees need flows through Integrify.”

Integrify is the only process and workflow offering that allows users to easily define, build, and publish processes within an intuitive interface. They can rapidly create processes that truly work the way their business works. The system is designed for business users, requiring limited support by IT personnel. Integrify can be defined and deployed rapidly for one process, then extended to other processes across an enterprise.

ROI

Integrify has allowed Exacto to improve customer service because it keeps the staff accountable and organized. Integrify allows managers to use metrics to see how long a request sits with an employee, and they use that to help determine bonuses. “It allows us one more tool to evaluate ourselves as well as better assist the customers,” said Martin.

The reporting functions are very important to Exacto, and Martin said they are very easy to write and customize.

Additionally, Integrify has allowed Exacto to compile a kind of encyclopedia of solutions, since the records of tasks completed allow employees to find previously used solutions when faced with a customer challenge. “We don’t need to reinvent the wheel every time because we have a record of all previous solutions,” said Martin.

Lastly, Martin says the superior level of support he’s experienced from the Integrify team has earned his loyalty: “I’m a very big flag-waver of Integrify, it’s a very good product. The other important thing is the support that you get from Integrify. Whenever I have an issue, they do a great job of explaining it, fixing it, and doing it quickly. If all companies performed as well as Integrify does, there would be a lot fewer problems in the world. That’s another big value-add for Integrify.”

Conclusion

Integrify has worked so well for Exacto that it plans to expand its usage. Martin is working to integrate the system with the company’s ERP systems so that Integrify won’t just tell a user it needs to do something in the other system, but will link the user directly to that system.

“The company’s grown so much that I don’t know how we would continue to do business at this level without Integrify.”

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