With the emergence of the COVID-19 pandemic, there has been a need to minimize the risk of infecting employees. One solution is to enable remote working. Doing remote work brings new challenges for the employer, who needs tools to report on the progress of work easily and efficiently. Here is how this was quickly accomplished with the flexibility of NEDAPS.
The company does not have a reporting system for remote work. The problem was temporarily solved by using Google Forms, in which each employee records a report of work done on a given day. Data collected in this way are downloaded in the form of a .csv file to a spreadsheet where they are further processed. Each day, several managers save the previously prepared file to a shared drive. Then responsible persons aggregate all the data and prepare a collective summary.
Each day, each manager must create a separate form responsible for that day’s report. Generated each time a new link must be sent by email to each employee with a notification that they need to fill it out. However, it happens that employees fill out the form twice. There are also incorrect data in the boxes with the name or department to which the employee belongs. This causes chaos in the data collected by the manager, who is obliged to notify the employee individually about the error. It is not unlikely that an e-mail with a request for correction will be read with a delay of even several days. In the meantime, further errors or omissions in the reports accumulate. In addition, daily statements are generated each day, which then make up the weekly statements. This prepared data is stored in a private cloud.
As can be seen from the above – despite a fully functional solution, it takes too much time at each stage. In addition – in case of an error or a lack of schedule – a manager has to send an e-mail to an employee. The solution implemented on the basis of the NEDAPS system eliminated the presented cases and, thanks to automation, significantly reduced the time spent on reporting on remote work.
Thanks to the flexibility of the NEDAPS system, it was possible to create a solution that responds to the needs of the company. It adapts to the existing reporting procedures. This solution allows you to organize employees’ work schedules and remote work reporting. Thanks to it, each employee can add a report of their work, without the need to involve their supervisor. Employees do not have to provide basic information (such as name, department, division) because this data is automatically retrieved by NEDAPS from the domain and other directory services systems. This significantly reduces the time spent completing reports and reduces the possibility of errors. In addition, it eliminates the need to send a daily reminder about the obligation to complete the forms. If an employee declares the mode of remote work on a given day, the system automatically sends him an email reminding him to complete the report. In the case of missing weekly schedule or completed report on the day, in which the mode of remote work was declared, the supervisor is sent an email with information about all employees who have not done so. Thanks to this, the supervisor does not have to check the sheets in search of individual shortcomings. The system also provides the management and the board with insight into all reports.
The data in the system can be filtered and the sheets used can be completely replaced. If managers or executives prefer to stay with using .xlsx or .csv files, the system allows you to download data in that format.
Additionally, the system allows a manager to add back and future schedules for an employee, which solves the problem of missing these schedules when an employee is off.
Managers spent about 15 minutes each day creating tables containing information about employees’ remote work. This added up to over an hour of work for each per week. In addition, individual correspondence with each employee due to the lack of a schedule or report took up additional time that left the manager unable to attend to more significant work or distracted from it. It can therefore be assumed that each manager spent about 2 hours per week on rostering and reporting work. The implementation of NEDAPS has therefore saved the 12 department managers a total of 24 hours of their work per week. On an annual basis, this reduces the workload of the entire reporting process by 7.5 person-months (0.63 FTE per year). For the employees, completing reports has also become easier, faster, and less prone to errors.
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