ALUMIL

To simplify procedures and reduce processing times, while limiting possible errors, as the procedures until then were done in paper form.

Employees of the company in Greece.

The processes are still running

The processes that were automated are the following:

1) End-to-end recruitment process: From the request to fill a position to the six-monthly evaluation of the new employee

2) Laptop provision application process

3) Application process for long-term and short-term car use

4) Application process for the provision of a company mobile phone

5) Business trip application process

Starting in 2019, filling in a new position required the completion of the "Filling a New Position" form by the concerned department and the signatures of the Director of the Division, the Director of Human Resources and the approval of the Management. And for the rest of the procedures, corresponding signatures were required. As we found that many times the procedures were delayed or were not handled as they should or as defined by the company's code of conduct, we decided to digitize the procedures.

Depending on the process, the company's IT business consultants collaborated with the person in charge of each process (e.g. for end-to-end recruitment with the recruiting specialist) in order to capture how the process was going up to that moment, what needs arise from the process and then transferred to the developers the needs to "digitize" the process.

There was no collaboration with an external body. As for the technical part of the project, it was exclusively supported by the IT Department of the company.

Colleagues from the IT Department (business consultants, developers) and the following roles participated in the project

1) HR (Recruiting specialist, Training and Development Specialist, Compensation and Benefit Specialist, HR Data Analyst & personnel manager)

2) Procurement Department (Buyers & Traffic Office)

3) Managers of departments (HR, Finance, IT, Innovation, Production & Logistics)

Greece

1) Increasing employee productivity (reducing potential dissatisfaction that may stem from the process being delayed or not being done correctly)

2) Transparency about what needs to be done and who needs to do what (every time a task is completed, an email is sent to the next role about what they need to do)

1) Time saving of processing procedures (when the procedure was done through the paper form, the signature of the director of the involved department was required to start the procedure)

2) Automatic notification of those involved

3) Stop printing documents

4) Increasing process efficiency

5) Error reduction

6) Start process from anywhere - no physical presence required

7) Ensuring process compliance and transparency