NYGH E-Payment Portal

Department/Committee/Team: Accounts Department & Chee Yeen

Leader(s): Gina Soh, Joo Yee

Member(s): Chee Yeen, Shanny Yong, Stanley Ong

1.  What was the current need/gap that you were addressing?

Inefficiency and Time Delays Hardcopy: Manual handling, physical transportation, and long processing times. E-submission: Immediate delivery, automated routing, and quicker processing. High Operational Costs Hardcopy: Printing, postage, storage, and administrative labor. E-submission: Reduces or eliminates printing and shipping costs. Data Inaccuracy and Manual Errors Hardcopy: Human error in data entry and document management. E-submission: Use of templates, validations, and autofill options minimizes errors. Limited Accessibility Hardcopy: Requires physical access; difficult for remote collaboration. E-submission: Accessible from anywhere with an internet connection. Lack of Tracking and Transparency Hardcopy: Hard to trace the status of submissions. E-submission: Offers real-time tracking, confirmations, and audit trails. Environmental Impact Hardcopy: High paper usage and waste. E-submission: Supports sustainability through paperless processes. Regulatory and Compliance Challenges Hardcopy: More difficult to enforce standard formats or validate submissions. E-submission: Allows enforcement of standards and faster compliance checks.

2.  How had it been experimented and enacted?

Pilot Programs A small-scale e-submission system was introduced in select departments, teams, or with a limited user group. (Pre-launch to EAS/INFRA/BOARDING SCHOOL) Purpose: Test system usability, identify bugs, gather user feedback, and measure performance compared to hardcopy processes. Parallel Runs Both hardcopy and e-submission options were offered simultaneously for a trial period. Purpose: Help users transition gradually and compare results in real-time. Feedback Loops User surveys, interviews, and performance analytics were collected during the trial. Focused on ease of use, time savings, error reduction, and satisfaction levels. System Stress Testing Tested the digital platform under different load conditions (number of submissions, file sizes, concurrent users). Ensured system reliability and data integrity.

3.  Which group(s) had benefited?

All Teaching Staff, All Non-Teaching Staff

4.  What was the positive impact?

1. Increased Efficiency and Speed Submissions are instant—no mailing or manual handling. Faster review, approval, and processing times. Reduced administrative workload and duplication of effort. 2. Cost Savings Significant reduction in printing, postage, and physical storage costs. Less staff time spent on organizing and managing paper documents. 3. Improved Accuracy and Data Quality Electronic forms with validations reduce incomplete or incorrect submissions. Auto-generated confirmations reduce confusion and follow-ups. 4. Better Accessibility and Convenience Users can submit from anywhere at any time—no need to be physically present. Particularly helpful for remote workers, students, or global collaborators. 5. Environmentally Friendly Drastically reduces paper usage and waste. Supports sustainability goals and reduces the organization's carbon footprint. 6. Enhanced Tracking and Transparency Real-time submission status, timestamps, and confirmation receipts. Easier for users and administrators to monitor progress and resolve issues quickly. 7. Improved Compliance and Record-Keeping Digital records are easier to organize, search, and audit. Helps meet regulatory requirements with minimal effort. 8. Scalability Systems can handle large volumes without the need for more physical resources. Easily adaptable for growth or new types of submissions.

5.  What is a future need that this IdEas@work could meet?

Employee Engagement and Recognition Future Need: Retaining talent by making people feel heard and valued. It could include gamification or recognition features (badges, leaderboards, points) to encourage active participation and reward innovative thinking.

Recommendation and Comments from panel:

Positive impact felt across all staff. Significant savings in time and effort for payment processes, cutting down on repeated back-and-forth, and reducing time lag in between various inputs. Process now feels seamless and is inclusive (anyone can use easily). Project has provided sufficient training and gone through iterations where feedback was taken into account and improvements made to the system. Future needs could include extending this to Transport Claims and Corporate Card claims.