Kimball International actively explored ways to reduce operational costs across its business units. Previously, the company used a manual process supported by SharePoint and spreadsheets to collect, evaluate, and implement cost-saving ideas. Although this method functioned, it caused delays and inefficiencies that slowed down idea review and implementation. As a result, executives recognized the need for a faster, more reliable system to accelerate decision-making and realize savings sooner. Consequently, this realization led to a broader initiative focused on idea submission automation for cost savings, aiming to modernize how the company captured and acted on ideas.
In light of these challenges, the leadership team prioritized finding a solution that would not only streamline operations but also support long-term innovation. Therefore, they turned to a trusted partner to help guide the transformation.
Solution
To address these challenges, Kimball partnered with T4S Partners to evaluate and improve the existing process. Initially, the team assessed current workflows, forms, and data structures. Following this evaluation, they identified several opportunities to enhance tools and streamline operations. As a result, they chose a phased approach to ensure a smooth transition and minimize disruption.
During the first phase, the team focused on capturing and exporting idea submissions through a newly developed application. Notably, this step marked the beginning of idea submission automation for cost savings, with plans to introduce workflow automation in future phases. T4S Partners developed a custom business object and associated forms. Meanwhile, members of the Kimball Transformation Office tested the new tools to ensure they met business needs. At the same time, Kimball’s IT staff migrated legacy data into the new system to maintain continuity and preserve historical insights.
In addition, the collaboration between T4S and Kimball fostered a shared understanding of both technical and operational goals. Furthermore, the phased rollout allowed the team to gather feedback early and make timely adjustments. As the project progressed, both teams remained aligned on priorities and timelines. Ultimately, this alignment helped accelerate delivery and reduce rework.
Results
The new application went live in under two months—a major achievement considering the scope of the change. With the system in place, the team now captures and evaluates idea submissions accurately and efficiently. Additionally, they export the data for analysis and reporting through Power BI, which improves decision-making and visibility.
Looking ahead, Kimball anticipates that future automation will speed up implementation and increase the value of cost-saving initiatives. More importantly, the foundation created by idea submission automation for cost savings will continue to deliver long-term operational benefits. As such, the company is well-positioned to scale its innovation efforts and respond more quickly to new opportunities.
Services
- Current state assessment of ITIL processes, data, and tools
- Future state roadmap and process design
- Investment analysis to secure project funding
- Custom development of a Business Object for idea submissions
- Data migration and testing support
