Empowering communities, saving lives
With lives on the line, the Global Fund has long prioritised results over processes. CIO Paul Tuxford recognised that rather than continuing with outdated strategies, the organisation needed to move away from slow, paper-based workflows to digital processes better suited to supporting a global programme. The organisation, led by the IT team, enacted a Paperless Office initiative to leverage digital technologies such as electronic signature solutions to cut back on paper consumption, time loss and costs associated with paper workflows.
“Adobe Sign met all of our needs for mobility, scalability and auditability,” says Tatam. “With Adobe Sign, we can send PDF forms for signature anywhere in the world and get a response in minutes. By eliminating delays, we get resources to programmes where and when they need them.”
The Global Fund keeps extensive paperwork for all donations and for funding allocations, often with multiple reviews and signatures for each document. Previously, the organisation managed signatures with what it called “black books”, which were physical folders containing documents that needed signatures, from internal procurement approvals to planning agreements for grants. Assistants would run the black books between managers and executives for review and signature. Every time the black books changed hands, the assistant also needed to notify a registrar, who would write down the location of each black book to provide rudimentary tracking.
Not only was this process time consuming, it was also complicated by the mobile workforce. Up to 20% of the workforce is on the road at any time. “These programs need to get funding as quickly as possible and we don’t want a grant document sitting on a desk for weeks because someone is travelling,” says Tatam. “Our teams got on board quickly when they realised how much faster we can process grants with Adobe Sign.”