Client: No Name Given (NNG): Client requests anonymity.
Goal: To create an Employee Directory in order to facilitate information exchange and improve organization and to create a Budgeting Application to minimize information loss and maximize productivity.
NNG, a national health services organization specializing in providing laundry, housekeeping, and food service to healthcare facilities, approached World Wide Web Communications (3wC) with the need to improve information exchange between employees and administration and create a more efficient system for monthly budget reports.
In order to better manage staff, NNG had created a hierarchy system to organize groups of employees and managers into divisional and regional districts. Although each division had a list of employees, NNG needed a more efficient method to view data for each group, search for individuals within the hierarchal system, or access simple information like addresses and emails. They needed an Employee Directory that provided quick access to basic information and secure access to departments that required more sensitive personal data.
First 3wC created a system that collected all emails, contacts, and login activity of every employee into a centralized location. Once all information was collected and stored, the NNG administrators were then able to view the online activity of each employee.
3wC then set up an employee directory within SharePoint that gave certain groups access to select information. With this directory in place, NNG groups such payroll could view sensitive information for each employee while others were restricted to only names or contacts. This meant that the IT department could configure the Employee Directory to give different groups access to different information and could change the configurations depending on the requirements and security level of individual departments.
To make the Employee Directory even user-friendlier, 3wC created an interactive organizational chart that presented employee hierarchy in a visual format. By combining the visual element with the Directory, users could click on a name on the chart and view select information about the selected employee.
Furthermore, by utilizing the SharePoint system, NNG can sync information between programs in order to streamline data processing. Promotions, title changes, or address changes (for example) need only be entered into one system instead of manually entered into multiple programs. The information is then updated across all programs, minimizing confusion and human error.
NNG wanted to carry this efficiency over to its budgeting platform as well. In the past, NNG used a VB6 (Visual Basics) application in which district managers personally collected budgets from each facility to submit them to corporate every month where two individuals would then process the budgets into the existing system. In order to create a more efficient system, 3wC determined which individuals were actively involved in the budgeting process and created a financial budgeting system that streamlined information exchange. With the help of NNG, 3wC created an application that allows each site manager to enter budget information directly into a system where district managers can then view information as it is updated. Once all the information is logged, it is then transferred and translated into the proper reporting standards for the corporate office. Not only does this system minimize human error, but it also saves time and makes it easier for staff to search and identify the budgets of each facility and update fees and other components within the same system.
By creating an Employee Directory and Budgeting Application, 3wC helped NNG not only improve communication and organization within their company, but also created efficiency tools that will help save time and money far into the future.