Lallapalooza

Automatic document creation that significantly streamlines worker acceptance procedures.

We redesigned the large volume of document creation associated with Specified Skilled Worker and Technical Intern Training procedures into work completed through review and approval alone.

Numerous forms left data entry and cross-checking to manual work.

Accepting foreign workers under the Specified Skilled Worker and Technical Intern Training programs involves many kinds of forms, including contracts and residence-status documents, with repeated information across them. Document creation itself was limiting the speed of acceptance.

Repeated fields across forms

The same information had to be copied into multiple documents, so effort increased in proportion to the number of documents.

Missing entries and inconsistent wording

Manual cross-checking often left omissions and inconsistencies to be discovered at later stages.

Concentrated review work

Checks accumulated with particular staff, and the initial acceptance process was held back by document preparation workloads.

Complete required documents through review and approval alone.

Lallapalooza is an automatic document creation tool that populates required documents from personnel and contract information stored in a database. Instead of writing from scratch, people review completed drafts.

Enter shared fields once and reflect them across every form.

By addressing the source of transcription errors first, staff can focus on review and approval. The system's role is limited to accurate population; final decisions remain with the workplace.

Automatic population from data

Expand previously stored information into the required form formats.

Focus on review and approval

Work shifts from filling in documents to reviewing and approving completed documents.

Keep decisions with the workplace

The process does not end with automatic entry; responsibility for approval remains with people.

Identify shared fields and connect them to the approval flow.

We design from fields repeated across forms, rather than starting with form appearance. The same approach can also be applied to back-office work involving many applications and contracts.

  1. Organize forms

    Identify required documents and the fields shared across them.

  2. Map fields

    Map database fields to the output fields in each form.

  3. Review interface

    Prepare the review and correction screens used at work and define how errors are corrected.

  4. Approval and production

    Put the solution into the approval flow, then move to production use and establish ongoing operation.

Proceed with worker acceptance through review and approval alone.

After implementation, document preparation time was significantly reduced. Similar tasks can be identified wherever manual data entry and cross-checking take up staff time. The approach also applies beyond the Specified Skilled Worker and Technical Intern Training programs to procedures where the same data appears in multiple forms.

Shorter preparation time

Eliminating entry from scratch freed time for review and approval.

Fewer transcription errors

Entering shared fields once and reflecting them across forms also reduces inconsistencies in wording.

Faster procedures

The initial acceptance process became less constrained by document creation workloads.

For quotation search, see the GRACE case study for more details.

Turn form entry and checking into work focused on approval.

You can also explore our digital transformation and AI system development services for related support.