The first few weeks have been going very well. Last week I set up meetings and talked to all of the people that will be using the new tracking system. After recording the conversations I then took the time to analyze each user’s routines and thoughts. I tried to determine similarities and difference between each of the customer’s data collections sheets. It was easier for me to retype my information into word documents then classify each person into an excel sheet after that with their comments.
Wednesday I had a meeting with my supervisor to discuss how the project was progressing so far. I opened with my data that I gathered from all the customers and how the current system is an issue. I noted individual problems with each person as well as uniform troubles that applied to everyone currently. Each one of our users receives an email from a local HR Rep about a specific employee issue in their area. The email is sent with an attached document called the Checklist. The following is my introduction no the removal of the checklist:
"Verizon Wireless (VZW) is currently losing valuable company resources through the current process of information being transferred via the Checklist. The Checklist is mostly used by HR – Employee Relations as of right now to standardize information arriving about a current employee issue. Information on the Checklist includes: Name of the employee, VZID, address, work location, contact and attendance information, and all other health information that can be used in solving the issue. To see how much the current Checklist effects VZW lets take a look at how information from an issue flows through the current system.
First, a local HR Rep receives information about an issue and enters it into the Checklist. The Checklist is then either emailed or faxed to the HR Employee Relations Rep in VZW Headquarters, Basking Ridge. The information is received and usually printed out for a hard copy. This copy then has notes or other information that is necessary about the issue added to the folder with other related documents. Next, depending on how much time is available the data will then be entered into a local Access Database. Finally, in some situations the data will again be re-entered into a personal database or Excel sheet to keep track of which issues are currently open or closed because the current database cannot do so now.
Some data can go through an entry process anywhere up to 4 times before the issue is completed and closed out. Or some data may never make it to the current database at all. These multiple entries are a waste of valuable time for each representative involved in the resolution of the issue. The most abundant problem when trying to organize and store information is the value of the time it takes for users to input the data. Providing a consolidated, easy to use, web based system will efficiently improve workflow not only for HR but also improve turnaround time for employee in getting a prompt response about their issue at hand."
After discussing many of the issues our current users have now we came up with some solutions. The best turnout of this project will be having a web based secure site to for the HR Reps to log into. They would then be able to submit information directly to the database and have our Headquarters Employee Relations be able to view that information quickly and securely. But, as all other projects and ideas I was told to compile a backup plan in case this idea is not feasible from the start. So if IT’s parameters are to start the project on a smaller scale only within Basking Ridge HQ, then I must think of another way to distribute the data to our HQ area.
