NKDC Timesheet and Helpdesk
We have vast experience working with councils. Their bespoke CRM has streamlined their operations
North Kesteven District Council (NKDC) approached PSP-IT to create a new Flexi-time management system using a web-based platform based on their current spreadsheet method. This system now allows North Kesteven District Councils employees to record their time effectively.
Requirements
The flexi-time management module developed for NKDC managed several systems such as users, timesheets, allocation, workflow and remote access.
The following requirements were requested by NKDC for the flexi-time management module:
- User profile management to allow allocation of a manager to a user and set an employee’s target hours
- The ability to add unlimited allocation lines per day
- System to automatically roll over extra hours to next period, reducing the amount of time required to work
- On screen timesheet to allow users to fill in worked hours
- Workflow notifying the assigned line manager when a timesheet needs approving, including the ability to reject with automated emails
- Externally accessible for remote users
- Timesheets stored against employee’s record
- Timesheets accessible by HR to allow review
The following requirements were requested by NKDC for the Helpdesk module:
- Ability to add tickets and assign to a user
- Ability to assign tickets to different departments
- Automated emails
- Capture feedback against a ticket
- Web-based platform and easy to use
Solution
Within VISION CRM & MIS system (Customer Relationship Management & Management Information System), PSP created two modules which would support the requirements of NKDC. The flexi-time management module was designed to help organisations at all levels access and manage employee timesheets and flexi-time.
The VISION flexi-time management module allows user groups to be set i.e. HR and line managers and employees (users). In addition, at each access level, groups were setup with their own permissions, allowing them to create and manage their timesheets.
Designed with integrated workflow, this VISION module allows users to submit their timesheets to their line managers to be approved. It allows for users to log and record working hours, sickness, holidays and of course overtime. The module then is able to automatically calculate hours worked against a required target during a four week period, therefore capturing flexi-time hours. The system then removes any extra hours worked from the new period.
To further support and improve recording tasks, PSP provided a Task module. This was to allow users within NKDC to set their own tasks, and assign tasks to other users. The system also has the ability to create automated tasks when timesheet records are sent for approval or rejected and where additional action is required.
This project also involved designing a Helpdesk module for VISION. Within this module users now can create internal helpdesk tickets and assign to users who can help to resolve the query being raised.
The module has workflow built in to send emails when tickets are created, updated, closed and feedback given.
As well as capturing the initial ticket query and updates, the module allows users to capture feedback against a ticket, in terms of whether it was resolved satisfactorily, neutral or the outcome was not agreed. This is all stored against the unique ticket reference number, and can be reviewed and obtained at any point in time.
Both VISION modules come complete with user defined dashboards each with customisable views of data. NKDC installed the flexi-time management and Helpdesk modules, as these met their requirements and budget expectations.
Visit our VISION site for more information.
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