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Description
The goal of the project is to extend the MS Azure cloud server to two selected regional charities and to automate part of the processes across the organization using the PowerAutomate tool. This will lead to better data security, a reduction in the administrative burden, and to the efficiency and clarity of the record of processes such as attendance, absence, business trips, selection procedures, etc. We assume that the possibility of automating processes will be offered to all 18 regional charities according to their current interest.
Summary of project results
In the first part, the project addressed improving communication across the entire organization through workshops that led to further communication and a collective effort
towards digitalization development. We also value the simplification of collaboration, where our organization, as the superior body, can more easily cooperate with and assist
individual regional charities thanks to the integration and unification of systems. The internal auditor has straightforward access to accounting programs from a single location.
In the second part, we aimed to continue migrating key systems to the virtual environment. We achieved savings in server operations, streamlined the work environment for
employees—particularly economists and system administrators—resolved security issues, facilitated easier access from anywhere, and integrated and unified systems
within the organization. Following project changes, we also managed to incorporate another entity into our system so it could benefit from the collaboration and development
of the environment we have been focusing on intensively in recent years. Evaluation and feedback from the entities led to several system adjustments, resulting in numerous
simplifications and financial savings. We also managed to fix deficiencies in the virtual environment implemented in the previous project—such as launching programs without
needing remote desktop access, automated system shutdown/startup, etc.
In the last part, we addressed suggestions from company management. We needed efficient tools to resolve basic processes within the organization. There was a lack of
an efficient and easy system for approving workplace absences, business trips, and purchase requests.
Many entities used the a paper form or various third-party solutions. We succeeded in creating an automation system within our shared system using tools provided free of
charge by Microsoft as part of the Office 365 system.
The automation system represents another major component, following virtualization, that we intend to focus on in the coming years of strategic growth—along with training
employees in the digital world!
The project has managed to improve collaboration across charities and the ability to participate in shared growth in the field of digitalization. Matters that were often addressed
in director meetings are now discussed in workshops, where there is more time to delve deeper into them. The strategic plan presents the initiatives and experiences that we
want to focus on in the upcoming period. Currently, this plan primarily includes the automation of processes and the subsequent use of another Business Intelligence tool, as
well as the gradual involvement of additional entities.
In the second part, thanks to the project, we obtained financial support from Microsoft in the form of licenses and funds for the operation of not only virtual computers but also
to create a reliable virtual environment for the work of key employees. Additionally, we did not have to replace technically obsolete computers with new ones, as virtual
computers can be run on older devices that would otherwise no longer be suitable for work. The virtual environment is also easier from the perspective of the system
administrator, as everything can be managed from one place, handling all user accounts at once.
The mentioned system for process automation works in such a way that all requests are filled out in a form, which then automatically sends an approval email to the manager.
Upon approval, the request is recorded in a clear table, the absence is added to a shared calendar, and the employee is notified of the outcome – the system is set up to send
overviews to the HR department, which can then work with various summaries – this method is used in our centers and has replaced the aforementioned paper-based system.
Similarly, other systems that have been automated in this way function to streamline basic processes as much as possible. We plan to apply these solutions further and
customize them – the goal is to unify systems and replace third-party solutions.
Strategically, we are currently succeeding in meeting the chosen goals and leveraging the capabilities and extensions of the system that we have decided to use uniformly!
We see a positive impact primarily in digitalization and the advancement in the use of new technologies. Additionally, the discussion among individual entities and the sharing
of innovative changes within the organization have been beneficial. Organizations that previously showed no interest in progress are now interested in utilizing the system
and services for their departments and centers, and they share their experiences with others.
As part of the optimization process, we eliminated numerous deficiencies during the project and, through collaboration between IT and users, prepared the most comfortable
user environment possible for work. The anticipated benefits have been confirmed by feedback from users, administrators, and the previously mentioned interest from
currently uninvolved organizations. Along with technical advancements, we have succeeded in deepening collaboration between entities and establishing a common
development path. The various changes are leading us to new opportunities and technologies that we plan to utilize over the years.
We also value the simplification of collaboration, where our organization, as the superior body, can more easily cooperate with and assist individual entities thanks to
the integration and unification of systems. Following the benefits of previous activities that primarily targeted administrators/directors, employees in the economic sector,
and auditors (virtual servers for accounting software), we have now also met the needs of managers who expressed their requirements, which were addressed through
this project. The impact is mainly in simplifying records, system access, and electronic records—the final point, which is automation, has broader impacts and will simplify
work for a wider range of employees.