ECONOMY

BUSINESS: 333 PRACTICES


TOPIC:

Initiative

Digitization of Processes

Digitization of Processes
SUBMITTED FROM:

ALUMIL

At ALUMIL we strive for perfection every day.

Through modern production facilities and strict quality controls, we ensure the creation of superior products with high added value. Continuous research and development leads us to offer unique solutions with many innovative features that fully meet the needs of our customers.

With more than 30 years of experience and 2,200 employees, we are one of the most advanced architectural aluminum systems design and manufacturing companies worldwide. At the same time, all 12 of our factories in Europe have the most modern production lines.

www.alumil.com


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Objective Action

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

 

Target Audience

Employees of the company in Greece.

 

Duration

The processes are still running


Description

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.


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Impact on Society

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)



Initiative Location

Greece


Working with Organization

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.


Workers Participation

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)


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Benefits for Οrganization

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




Connection with Global Goals







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