Digitization Begins Here..
Being Digital or Adopting Digital is what every organization aspire to be.NPOL is one such org. Naval Physical & Oceanographic Laboratory (NPOL) is engaged in the development of Sound Navigation And Ranging (SONAR) and allied technologies.NPOL’s HR department was very keen on improving the efficiency of process and practices that was heavily time consuming and tedious because of the nature of processes and way with which it was carried out, i.e offline.
The Game changer Solution..
The solution InternetMango came up with combined cutting edge technology with real world practicality. Everyone knew that the systems had to be updated, the real challenge was updating them without disrupting the whole organization in a negative way. The solution was to introduce proper digitized workflows, process approvals, work diaries, digitizing the org hierarchy, syncing the user data from Legacy Oracle systems while providing a seamless experiences to the stakeholders.
This allowed the employees to be involved in the job instead of feeling like they had been made redundant by technology and made the entire process, also the timely notifications prevents the requests from getting accumulated & thus processed much faster than it used to be.
Challenge
The biggest challenge was that NPOL was not utilizing technology properly. Too much of the work was still being recorded manually, which meant it takes too much time be analyzed. Live data was also not available and decisions can only be made after all the required data and been received. This was holding NPOL back, they knew they could work more efficiently by going digital and digitizing the entire work flows . The work addressed three critical issues for NPOL which are the following :
- Slow Process Approvals
- Digitizing Work Reports/Diaries
- Employee Whereabouts & Critical Announcements
- Employee Request Approvals :
The organization has around 900 Employees and raises requests for various approvals on a day-to-day basis, and each request has to go through various hierarchy of each department he/she works thus making it time consuming.
- Mapping of Daily Works/Projects:
The organization track the employee productivity using work diaries which is done on an excel and was emailed at the end of a 2 work week. Accumulation of excel data and inferring a previous work data was cumbersome
- Digitizing the Org Hierarchy:
NPOL has a complex hierarchy structure and every employee works under different managers/GD’s on various projects. Finding who is under whom when the employees work on different projects/team was a tedious challenge for them.
- Employee Whereabouts for Department Heads:
Every GD or team members of any projects are on an onsite visit or on any deputation, the corresponding GD / team members never had a view on where the particular employee or under which project he/she is.
The biggest challenge was that Arguzo was not utilizing technology properly. Too much of the work was still being recorded manually, which meant that the numbers took a long time to note down and then to be analyzed. Live data was also not available and decisions can only be made after all the required data and been received. This was holding Arguzo back; they knew they could corner more of the market if they had the ability to be more mobile. The work addressed three critical issues for Pharm Ltd.:
Solution
The solution was to build a Robust system where all the existing offline processes can be digitized and automated. The system comprised of a Approval Engine, Process Flow Engine, HR Modules, DB sync processes to communicate with legacy Oracle systems to sync the required datas. The system was build using Ruby on Rails as the backend with Postgres as the DB.
- Employee Request Approvals :
The time consuming approval process were made simple using effective notification engine, which will prompt/email the immediate group director when a request was raised and also gave an idea to the initiator about the progress of the initiated request
- Mapping of Daily Works/Projects:
The organization track the employee productivity using work diaries which is done on an excel and was emailed at the end of a 2 work week. The newly developed system helped the staffs at NPOL to update the work dairy on a day to day basis and immediate hierarchy can have a view to the progress.
- Digitizing the Org Hierarchy:
NPOL has a complex hierarchy structure and every employee works under different managers/GD’s on various projects. Digitizing and representing the hierarchy in a tree structure helps the team/group director to find who is their immediate reportee and vice-versa.
- Employee Whereabouts for Department Heads:
Every GD or team members of any projects are on an onsite visit or on any deputation, the corresponding GD / team members can have a view on what that particular employee is on right now. This helps in reducing back and forth communication and projects/works can be managed accordingly.
The solution is running successfully at the NPOL lab, and We are so proud to deliver a product which serves and makes the life of the employees at the NPOL.
The tech stack we used for this engagement was
- Ruby on Rails
- Postgres
- Node.js ( sync Process)
Result
The result was nothing but a fully digitized organization where they juggled with offline approvals was a history. The seamlessly built system now handles day to day requests and entire org is performing faster, thus improving the productivity and performance.