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Description
With the project, we want to strengthen internal processes and communication within the Tosara organization, through the introduction and use of several digital tools and databases. The tools will simplify the storage of client data and their reporting, as well as daily communication between employees. This will make the activities of the growing
organization more efficient. With the project, we will support 20 regular and external employees of Tosara.
Summary of project results
The project responded to the long-term non-systematic nature of some of Tosara''s processes, especially regarding the handling of client data and internal communications. Both of these aspects were fragmented, divided into several sub-platforms, lists or simple databases according to individual services, which did not communicate with each other in any way and it was difficult to report data from them. At the same time, they did not meet the requirements of the ministries or other funders, where the information must be reported, or these were basic versions with a small capacity. Internal communication between employees took place on many platforms, there was a lack of sharing, especially regarding the deadlines for tasks and their fulfillment, which brought confusion to communication and Tosara was losing efficiency. In addition, recently, the organization expanded by adding a Prague branch, thus expanding its staff team, which brought with it an even greater need for sharing and good communication settings.
As part of the activity, we first introduced a database for the children''s group Moje školka, which enables the management of contacts, attendance, and reports for the Ministry of the Interior. Subsequently, after a long setup process, we also introduced the Therappic client database. The children''s group program was originally supposed to be removed from this database (and served by the Moje školka application). After much consideration and pilot testing of My Kindergarten, we finally decided to include data from the children''s group in Therappic and gradually abandon the Moje školka system. We believe that in the future this solution will be more effective and less financially demanding.
In the activity, we introduced the Freelo system to Tosara for full use, which allows effective communication within the team, planning tasks and tracking deadlines. Based on discussions in the team, it was finally decided that Freelo will be used mainly by the coordinators of individual programs and administrative and financial staff of the organization (PR/FR), partial communication between other lecturers will remain on other platforms.
During the project, all relevant employees were trained to use the Moje školka and Freelo system. The training took place against the plan in the framework of smaller team meetings of individual programs/services.
As for the Therappic database, the director of the organization was trained by the supplier, who subsequently taught/will teach other employees to use it as part of the pilot operation.
As part of the activity, we expanded the Tosara shared drive on Google Drive, which is the basic repository for all information. According to the previous discussion in the team, the disc was reorganized and made clearer. As part of internal meetings, all employees were introduced to how to work with the disk.
New digital tools and databases unified the reporting and management of documents and tasks across our services and both locations (Prague
and Slaný), which has already made our work clearer and will make it even more efficient in the future. In addition, we have a systém
(Therappic) from which we can report the results of our programs, and therefore to be both externally transparent, but also easier to evaluate
the outputs of our services and respond to them. The project thus had an impact on individual employees of Tosara, for whom he made their
work easier, but also for the organization as a whole.