Tinker transformation team ditches paper, leaps into digital efficiency

OKLAHOMA CITY, Okla. -

Amidst the daily bustle at Defense Logistics Agency Aviation at Oklahoma City's Shop Service Center on Tinker Air Force Base, Oklahoma, there's a palpable shift in the air.

Gone are the days when mountains of paperwork dominated desks. Instead, a vibrant energy courses through the Shop Supply Centers as employees embrace a digital transformation.

A new pilot project at one of the SSCs aims to reduce manpower and processing time and save $500k annually. Air Force Tech. Sgt. Jeniffer Balli led a continuous process improvement event that established a transformation team to shift the SSC to a digital environment.

The project, starting its pilot phase in Building 200, plans to expand to 20 SSCs in the next six months. Using DLA Aviation's Wi-Fi project and incorporating it into Document Automation Content Services Records Management, often referred to as DACS-RM, this initiative is poised to overhaul SSC operations significantly.

The previous ordering process started with the submission of a maintenance request to the shop, automatically printing several copies of the order. Hard copies of each order were saved and stored for record-keeping, while others were taken to Document Services to be scanned and then shredded.

"It has been this way for years. Every piece of paper printed is handled multiple times," said Jayson Wyatt, program analyst for the transformation team. "Each SSC can move several hundreds of items daily. Those several hundreds of orders per each SSC accounts for quite a bit of wasted paper. As to why it wasn't digital before, it was a past practice with the assumption that a hard copy is required to be kept on file."

"Our normal process was to keep documents on file for a certain timeframe, given its security level," he continued. "All the hard copies filled boxes and took up an enormous amount of space. To meet a future state requirement of going completely paperless, this new process will help us take those initial steps."

Additionally, Wyatt said the need for Wi-Fi may have played a part.

"Currently, our test SSC is the only one with handheld scanners which are Wi-Fi capable," he said. "These scanners will allow for a more accurate deliver response time.

"We have been approved for an install budget for Wi-Fi capability," Wyatt continued. "When this is successful, it may be adopted at other installations throughout the agency."

Wyatt said inventory and maintenance is the primary focus of Tinker's day-to-day business. By implementing this new process, DLA Aviation at Oklahoma City will eliminate the old way of "pushing" paper only for those documents to be scanned and shredded later.

Wyatt said this is a completely new process for their SSCs. Once they test the process in the first SSC, and once Wi-Fi is enabled in the other SSCs, they will employ the new process at those locations as well.

The project promises substantial benefits, including an expected annual saving of $500K, reduction in manpower and processing times, and process modernization, according to Balli.

"Shifting to a paperless system at Tinker AFB is more than a mere tech upgrade-it signifies a profound change in workplace culture," she said. "This change brings about a realignment of roles, demanding extensive training and adjustment procedures for the staff.

"Effective feedback and support systems are crucial in this phase to ensure a seamless transition and uphold staff morale," Balli continued. "Employee input has been pivotal in refining the transition strategy, highlighting the importance of strong support systems to help staff adapt to new responsibilities and roles."

Additionally, the move to a paperless system is in line with environmental conservation goals. The reduction in paper use and waste significantly contributes to the base's sustainability objectives, paralleling the importance of fiscal management.

This shift at Tinker AFB is reflective of wider digital transformation trends within the defense sector, indicating a progression towards more efficient, secure and contemporary methods of operation.

Nonetheless, this journey has encountered its share of challenges with each being methodically identified and addressed.

"The aspirations for Tinker AFB's paperless system go beyond its current scope," said Balli. "There is an ongoing effort to broaden this system to additional SSCs, focusing on its ability to be scaled and adapted to various operational contexts."

The project is more than an isolated venture; it aims to establish a blueprint that can be replicated across other military bases and sectors, leading the charge toward a more streamlined and technologically forward future in defense operations.

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