How We Helped the Massachusetts Department of Public Health Streamline Its Employee Travel Reimbursement Process

The Massachusetts Department of Public Health (MDPH) used to manage its employees’ reimbursement requests for travel expenses through back-and-forth emails with various attachments. Tracking expenses for thousands of employees through complicated email threads is a tedious and error prone process. MDPH engaged JD Software with a very clear goal; streamline the reimbursement process and build an intuitive system that would reduce the man hours required to process reimbursement requests.

We took an iterative approach by conducting weekly Joint Application Design (JAD) sessions with MDPH staff. These sessions allowed us to present working prototypes and gather real-time feedback to fine-tune the system’s features. By involving the key stakeholders throughout the process, we ensured the system would meet both functional and user experience requirements. By driving the JAD process with these prototypes, we kept our clients actively involved and captured the complex business requirements. The high configurability of the system made this possible.

Now in the Employee Travel Reimbursement System, MDPH staff submit monthly reimbursement requests using a consistent form and can easily track the statuses of their submissions. The simple interface captures all the necessary fields to ensure each request is thorough and complete. This streamlined process reduces administrative overhead, freeing up time for employees and managers to focus on higher-priority tasks.

Since deploying the Employee Travel Reimbursement System, MDPH has seen significant improvements in efficiency and processing times. The frustration of searching through cluttered email threads and disorganized data has been replaced by a smooth, cohesive reimbursement system.

To learn more about how we can help automate your financial systems, please contact us.