Challenge

Deliver a quickly deployable workflow that helps HR managers track the status of employees who are working remotely, and the health/travel status of them and their close contacts during a public health crisis such as the COVID-19 outbreak. It must ensure ease-of-use for the end-user while keeping everything aligned and audited internally.

Solution

  • An automated workflow, including specification of stakeholders and notifications, is available at no charge to existing customers.
  • The workflow is a pre-built template but is completely customizable by the client or their services provider.
  • In its first stage, the workflow allows the employee to request to work remotely by using a form containing a combination of entry fields and dropdowns to enter data including:
    • Requested start and end dates
    • Why are they asking to work remotely?
    • Will they be able to work remotely without distractions?
    • Do they have high-speed internet?
  • In its second stage, after the initial approved time period for working remotely has passed, the  workflow automatically emails once-a-week messages to employees that capture the following information:
    • Do they need to extend working remotely for another week?
    • Was the employee able to work remotely successfully last week?
    • If not, why? (A conditional pull-down with answers such as: WiFi issues, phone service issues, physical location, fill-in box for “other”)
    • Have you or anyone close to you traveled to any locations with elevated warning levels for a current infectious disease (such as coronavirus or influenza)? (Can link to a CDC monitoring page)
    • Have you or anyone close to you had contact with anyone that has tested positive for a current infectious disease?
    • Will you be able to successfully work remotely in the upcoming week?

Benefits

  • Centralized tracking and reporting allows HR to have overview of all workflows in real-time.
  • Workflows are automatically archived in the Cloud for secure storage and accessibility for auditing.
  • E-signature integration standardizes secure approvals.

ROI

  • Requests and followups are processed with far greater speed and minimized errors, delays, and costs.
  • Centralized tracking and reporting allows HR to have overview of status of all workflows in real time.
  • Employee morale benefits from a faster, more precise process.
  • Workflows are automatically archived in the Cloud for secure storage and accessibility for auditing.
  • E-signature integration standardizes secure approvals.