Nilex case management optimises the handling of digitally signed employment contracts, resulting in increased efficiency and good service.
Skurup Municipality
The payroll department at Skurup Municipality works daily with various types of payroll-related personnel matters in the municipality’s various operations. With the need for better internal structure and faster case management, they chose to implement Nilex case management. The result was an optimised platform where all cases are gathered in one place and can be easily managed by all employees.
Needs
- Internal structure.
- Shorter lead times.
- Digitised operations.
- Optimised case management.
Solution
- Digital case management that brings all cases together in one place.
- Business-specific platform developed according to the unique needs of the payroll department.
- Ability to convert digitally signed employment contracts delivered via email directly into cases.
Results
- Less vulnerability in operations, as Nilex case management reduces the need for manual information sharing.
- More efficient case management with a digitally optimised platform that generates shorter lead times and a better overview.
- Ability to keep statistics on the number of employees within the municipality.
Need for internal structure
Previously, the payroll department worked with manual case management in combination with a shared email function. This often resulted in time-consuming paperwork and a disjointed internal structure that required many people to be involved and long lead times.
"Our greatest need was to find a functional structure. Before Nilex, very little was digitised in our unit; we did a lot on paper and used a shared email function to try to build a folder system. It didn’t work as we had hoped, and ended up with internal information related to various cases disappearing, says Monika Brycka, payroll and systems manager at Skurup Municipality.
"Before Nilex, very little was digitised."
Business-oriented case management with Nilex
Both Monika and Marie have previous experience of digital case management systems and quickly understood that both efficiency and structure would be improved with the help of a more digitised operation. Through monitoring the external environment and discussions with other municipalities, they decided, in consultation with the department manager, to implement Nilex.
After talking to other municipal operations that use Nilex case management, it was an obvious choice. There are many pieces that need to fit together, and with Nilex, we had the opportunity to tailor the service precisely to the needs of our operation. Being able to control which functions were best suited to us made them a very good candidate, says Marie Henriksson, payroll specialist at Skurup Municipality.
User-friendly platform
Nilex case management now provides a digital and user-friendly platform for Skurup Municipality, where all cases are gathered in one place. This enables everyone in the payroll department to quickly and easily follow up and process them without the need for paperwork or other systems and people.
"If everything has been registered correctly, anyone can handle the case, whether it has been closed or not. Nilex case management allows us to quickly follow up and respond to questions from our users, and we are no longer as vulnerable internally," says Marie.
Optimised concept with case management
Following the success of Nilex case management, Skurup’s payroll unit has also chosen to implement a standalone e-signature solution, which automatically sends digitally signed employment contracts directly to the case management service. In addition to increasing efficiency, this also offers the possibility of quality-assured handling of employment contracts.
"If we didn’t have Nilex, all agreements would still be sent to someone’s email and risk being lost. Now everyone in the unit can handle the case, and we can also keep statistics on the number of employment agreements we receive. It has helped us to significantly improve the quality of our case management," says Monika.
"Large organisations and municipalities often use several different case management systems, which is costly and inefficient. Nilex’s concept of optimising internal work into a single portal is very good. It makes things easier for the entire organisation and enables better collaboration."
Improved structure that increases service levels
Nilex case management results in efficient and smooth handling of both cases and general questions from operations around the municipality. In combination with the standalone e-signature, it also offers quality assurance and the possibility of documentation and analysis of the workload within the work group.
"We have developed a much better structure. They have helped us digitise the department, making us more efficient and less vulnerable. We also provide better service to the businesses, which we are very proud of," says Monika.
"The small part of Nilex we use today is very valuable to us, and we want to continue working with them. We are very grateful for their accommodating attitude and impressed by their ability to develop services according to our specific needs. Nilex case management will soon be implemented in our HR department as well, which is of course very exciting and positive!"
Results
Efficient and structured case management
Nilex case management streamlines and structures the payroll department by gathering all information in one place for all cases. This results in shorter lead times and less vulnerability.
Automatic case registration
In combination with a standalone e-signature solution, Nilex case management enables automatic conversion of digitally signed employment contracts delivered via email directly to cases.
Documentation and analysis
Through digitisation and automation, the payroll department can now keep statistics on the number of employees within the municipality. This generates quality assurance and enables documentation and analysis of the workload within the work group.
About Nilex
Nilex was founded in Sweden in 1993 and has since helped thousands of companies keep track of their IT equipment, machinery, inventory, real estate, etc. The development of our product has followed our vision of creating an effective solution for our customers when it comes to the maintenance of machinery and various equipment. Today, our company has grown and we now have partners in several countries.
We operate in an industry that is constantly changing, but we always maintain high standards for our products in order to offer our customers the best options.
At Nilex, we believe it is important to work hard, constantly develop and offer our customers high quality. We help you and your company quickly and easily keep track of your equipment to facilitate your work and be cost-effective.
