Success story
Mott MacDonaldIndustry• Engineering, Management, ConsultancySolution• Intelligent Forms Automation withOpenText™ LiquidOffice™

Mott MacDonald digitally transforms
with a sustainable electronicforms solution
Global consultancy saves time and money with OpenText

Results
Ensured global consistency
in electronic forms delivery andprocess data capture
Saved time with prepopulated
electronic forms
Eased audit burdenwith full audit trail
Processed an average of 30,000
electronic forms/month“Our implementation of OpenText LiquidOffice has been oneof the most successful IT projects ever at Mott MacDonald.”
Claire Hazell

Corporate Applications Manager
Mott MacDonald

Mott MacDonald digitally transforms with a sustainable electronic forms solution

Mott MacDonald is a global, employee-owned engineering,management and development consultancy, with more than 16,000
employees operating across 180 principal offices in 50 countries.
The company required a better way to manage the constant flowof requests, applications, notifications and approvals. The firm’s
paper-based forms impacted on overheads, while misplaced forms
and unavailable individuals resulted in business impacting delays.
To improve efficiency, reduce paper-based processes and ensure
governance over its information, Mott MacDonald selected Intelligent
Forms Automation with OpenText™ LiquidOffice™.
“At the top-level we have a three-stage strategy to win work, undertakethat work and learn from the results,” said Claire Hazell, corporate
applications manager at Mott MacDonald. “To support this continuous
improvement strategy, we have to capture information, process
requests, handle approvals and have the ability to report uponeverything including a bid/no-bid decision, project progress, staff
travel, IT requests and a range of finance, legal, marketing and HRprocesses. LiquidOffice allows us to do all this, eliminating paper
forms that are time consuming to complete, slow to deliver and canbe lost or misunderstood.”
LiquidOffice is an Intelligent Forms Automation solution that automatesdocument and forms-driven processes using electronic forms andworkflow capabilities. The solution handles local nuances and ensures
global consistency. Prior to the implementation, different territories
would capture varying datasets using their own locally defined methods
and disregarding corporate standards. This not only made reporting andanalysis difficult, but led to inconsistencies in client service.

“LiquidOffice provides a single, trusted source for our electronicforms. Everyone sees the same form, no matter where they are in
the world, but the intelligence built into the forms means we’re able
to seamlessly deal with local requirements as well,” said Hazell. “Theextensive and powerful decision logic allows us, for example, topresent users with specific fields based on their location and to
populate drop-down lists depending on previous answers. We canhide parts of a form too, depending on a user’s role.”
The solution saves time by automatically prepopulating forms, often
based on user credentials. “By completing as many fields as possible,
either with information already known to us, such as a user’s email
and phone number, or by using previously saved preferences, wesave time completing each and every form,” stated Hazell. “Data ispulled from our other core systems, mainly our enterprise resource
planning (ERP) system, and it is also pushed back.”
Mott MacDonald has improved data accuracy by minimizing the amountof manual data entry required. For example, when a project manager
initiates a new project using a LiquidOffice form, this automaticallytriggers the necessary actions to create that project in the ERP system,
ensuring data consistency and real-time updates. LiquidOffice also
eliminates delays caused by creating new forms for each project.
“OpenText has a very powerful capability that allows us to copy
existing forms and create new versions. This significantly reduces
the time it takes to initiate a new project. The capability is often
useful elsewhere too, where there are similar requirements for a newform in any one of the other business areas, such as legal, finance,
HR or marketing,” said Hazell.

“LiquidOffice provides asingle, trusted sourcefor our electronic forms.
Everyone sees the sameform, no matter where
they are in the world, but
the intelligence built into
the forms means we’reable to seamlessly deal
with local requirements
as well.”
Claire Hazell

Corporate Applications Manager
Mott MacDonaldMott MacDonald digitally transforms with a sustainable electronic forms solutionEach version of a form is also retained and can be viewed at any point.
This is particularly useful should an auditor need to confirm that any
particular form was compliant at a given point in time.
Each Mott MacDonald employee has access to and can use LiquidOfficeelectronic forms. Timesheet approvals, project control forms, decision
to bid forms as well as travel and IT requests are among the mostcommon usages.
“With so many forms being processed, totaling many hundreds ofthousands each year, it’s important that we’re able to utilize andreport upon the vast quantity of data that is generated. Using theOpenText LiquidOffice API, we’ve been able to develop our own
solution features, providing even greater integration and userinterface flexibility and custom reporting capabilities.”

With OpenText, Mott MacDonald was able to meet its original objectives
to drive internal efficiency, save time for their customers and enablestaff to work quicker and smarter early in the deployment and continue
to meet those goals today.
“Our implementation of OpenText LiquidOffice has been one of themost successful IT projects ever at Mott MacDonald. Today, weprocess on average 30,000 forms each month, with peaks of around37,000. The solution has truly become a core, mission-critical,
enterprise-wide solution. With OpenText, we can pretty much meetthe needs of anything the business requires,” Hazell concluded.

About OpenText

OpenText, The Information Company™,
enables organizations to gain insight
through market leading information
management solutions, on-premises orin the cloud. For more information aboutOpenText (NASDAQ: OTEX, TSX: OTEX)
visit opentext.com.
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