EMPLOYEE PLANNING MADE EASY

The task

How to get rid of manual processes

The Centre for Salary & Personnel at one of Denmark’s biggest municipalities wanted to streamline the process for planning the employees’ work tasks. With many teams and employees too, it is a task of great complexity – a task which requires the right tool to ensure a comprehensive view and achieve optimal resource management.

Previously, the city had made use of manual extractions of data in Excel from their assignment system, but because the solution did not provide the necessary overview and was slow to work with, there was a need for new thinking.

The solution

Quick and accurate overview of resources

exacto has developed a tailor-made solution consisting of a user-friendly Access administration module and an SQL server, in which all the data are stored. Now, every single team leader can get a general view of the existing resources and, in an optimal way, allocate tasks among the center’s employees.

A team overview shows on both a weekly and a monthly level how many hours the individual employee has at his or her disposal; the employee’s basis time is compared with the time already allocated for specific work tasks. Team leaders can easily follow what they have accomplished, and which tasks are yet to be accomplished, in that it is also possible to draw out statistics on concluded cases and realized time consumption. Thus, it is easy and quick to reorder the priority of tasks – and to switch tasks between employees, if a given employee has spare time and another appears to be overworked. Not least if there is a need to loan employees across the center’s large number of teams

The result

Better use of resources

All in all, the city has gotten a solution which ensures greater oversight and better planning in the Centre for Salary & Personnel. They have gained valuable insight into what the centers uses its time on and how much time the individual tasks take – and they experience less need to extinguish fires in everyday life. With exacto’s tool, the city has achieved more optimal use of their resources.