#Japan #Kintone #Yaizu #Customine #Yaizu City

Yaizu City Hall's Inspiring Transformation with kintone and Customine

In May 2023, Yaizu City in Shizuoka Prefecture declared itself a "No-Code Declaration City," aiming to streamline its operations through innovative tools. The local government faced significant challenges due to outdated and inefficient practices, including manual procedures involving Excel spreadsheets and paper forms, leading to an unnecessary workload for its staff. Looking to modernize, the city adopted kintone, a no-code platform, along with the customization service gusuku Customine, leading to an impressive reduction of 3600 working hours per year.

Background and Challenges

Prior to the implementation of kintone and Customine, Yaizu City experienced numerous inefficiencies. Staff encountered challenges with cumbersome Excel files filled with macros that were difficult to maintain and prone to errors. Departing employees often left behind complex data systems that hampered continuity and productivity. Recognizing the need for change, the administration sought a solution that would minimize these burdens and improve workflow.

The decision to incorporate no-code tools via kintone not only aimed to resolve existing inefficiencies but also offered the potential to enable staff to take control of their applications without requiring programming expertise.

Implementation Overview

1. Transitioning Complex Processes to kintone

One of the first initiatives was the migration of the school lunch fee management system, previously reliant on intricate Excel macros, to kintone and Customine. The city developed an application that automated monthly processes, preventing data entry errors while providing seamless data integration across various applications. This transformation exemplified how no-code solutions could recreate complex functionalities originally handled by Excel.

2. User-Friendly Interface Design

To make the applications accessible for all employees, Yaizu City prioritized intuitive interface design. Features like text wrapping in lists and organization of fields by department enhanced usability. Approximately 130 applications were revamped with Customine, elevating the overall user experience across the administration.

3. Integrating External Systems

The construction project design document access system was created to allow citizens easy web access to planning documents. Application submissions were processed through a web form that connected directly to kintone, implementing automated security measures to ensure that access was revoked at midnight daily, maintaining confidentiality and control over sensitive information.

4. Enhancing Citizen Services

In response to rising temperatures, the city established cooling shelters equipped with an app crafted through Customine. This allowed officials to easily manage and share data, linking it with the "Smart Map Yaizu," enabling residents to locate nearby shelters with ease via smartphone search functions.

Outcomes Achieved

After about a year of implementing kintone and Customine solutions, Yaizu City reports an annual reduction of 3600 hours in administrative work—an impressive statistic that underscores the effectiveness of the project. Staff members shared their support for the new systems, citing the appreciation for being able to build solutions without coding knowledge and recognizing how much more could be accomplished with kintone.

The project’s success is evident in the growing familiarity and comfort of staff with incorporating technology into their daily operations, leading to remarkable operational enhancements throughout the city.

For more details about this transformative case, please visit R3 Institute.

About gusuku Customine

gusuku Customine is designed to help users capitalize on kintone's capabilities without needing to write code. With 400+ pre-defined tasks, users can easily customize their applications to meet specific needs. The platform's ability to handle batch processing and integrate with Excel and PDF outputs makes it an indispensable tool for organizations looking to streamline their processes.

Since its inception in 2018, gusuku Customine has rapidly gained traction, with over 2500 companies adopting the service to improve their kintone functionalities. The ongoing enhancements reflect the commitment to supporting users in maximizing their potential and achieving successful outcomes.

About R3 Institute

Founded in 2000, R3 Institute has dedicated itself to assisting businesses through system development and process improvement initiatives. Their extensive expertise has led to the creation of a variety of services geared towards maximizing productivity in kintone, including Cloud University, a supportive guide for kintone optimization, and more.

Explore the full range of services at R3 Institute.