Tre Stiftelser has 380 residents that are on social assistance, according to Social Services. The company’s focus is on healthcare, social care and care that specializes in somatics, geriatric psychiatry and dementia. They have 380 full time employees which includes personnel within care, custodial, kitchen and restaurant staff, as well as administrative employees.
Counting all part-time employees and holiday personnel, there are close to 700 employees at the company. All of these employees require a lot of administration. Therefore, in 2017 an automation project, along with Bitoreq was implemented, as support for managers and Human Resources.
“At the same time that we understood the opportunities that were being offered, we found a way to proceed within our business to create solutions and create a better working environment for managers and coworkers. In this way, we could eliminate a large portion of the tedious job-related tasks,” says John Rindeborg, head of administration at Tre Stiftelser.
Previously, every employee had to clock in and out during their job shifts. This process then required a signature approval by a manager. This approval process was viewed as a good place start for automation as it affected all of the managers, and the volume was large and regulated. It was also viewed as a meaningless task for a professional qualified group of employees. A pilot program was developed in the Spring of 2018, and introduced that Autumn. Today it is fully operational.
“We noticed the effect from day one. Part of the negative aspects (of the job) experienced by the managers has disappeared. What remains is what needs to be focused on by them, which otherwise would have disappeared in the larger We find problems easier now,” says Johan Rindeborg. says Johan Rindeborg.
The next project was the automation of the monthly report, which included the budget, working hours, abnormalities and many other items. Robin Bitoreq® was already a user in the system and a request was made as to whether the monthly reports could be automated and generated weekly.
“The monthly reports were very time consuming to produce and the employees didn’t always remember what had happened during the previous month when they were then required to analyze those results. Robin is three times more efficient than staff, which enables us to follow up and check things off and, in this way, improve quality in the workplace,” says Johan
The third workflow issue that Tre Stiftelser wanted to address was an automation solution to ease the burdens facing the payroll office. Every employee’s information was located in a different system for payroll, time reports, pensions etc. During hectic times in the Summer and Autumn, Human Resources had a difficult time handling all tasks required to meet the employee’s needs. Due to the overall lack of personnel within the healthcare system, it is important to sign contracts with employees as soon as possible in order to ensure quality in the workplace. Previously, Tre Stiftelser had a goal of 5 to 7 days to complete a signed contract. Now that has been changed to 24 hours thanks to an electronically generated contract and signature process generated by Robin Bitoreq® .
“The managers were very pleased. I haven’t heard a bad word about Robin yet, which is highly unusual. There aren’t many systems that can manage without any criticism. There’s usually always something. This is partly due to that Robin reacts as an obedient employee and uses the system as a normal user. A lot of this has to do with removing stress, ” says Johan.
Tre Stiftelser began the automation process by changing something that was simple, that didn’t require decisions to be made and generated large workload volumes. Then, they moved onto more advanced processes. Currently, Tre Stiftelser is considering what else they can automate and have asked their employees to make suggestions.
“We can now gradually place more and more requirements on Robin to be smarter. In one year, I think that we will add two to three more tasks for Robin to handle,” concludes Johan Rindeborg.