Achievement summary during 2017: start with intro about IT department and how they are trying to support the company and making their work very efficiently and effectively by implementing these system and then listed these system
In 2017 we used three system:
1- Q-time: the attendance system and install biometric devices in most of the work location and al of them are connecting to our network router.
by implementing this system, this help the employee to make permission, apply for vacation from the website and his/ her managers will approve and will reflect in the time sheet report .no need to send email to HR or to their managers , it saving time and smooth the process.
Also, it helps HR team to process timesheet in a very easy way and it will not take time from them like before as they doing it manually.
Us as an IT department we worked so hard to implement this system and enforce the HR requirements. during this project we had many meetings with the developers to make sure that they understood HR requirements
2-EDGE HRMS: We have been starting a new HRMS instead of the old system. old system was a server based but this is a web based and we can access from anywhere and anytime.for payroll and started this project in May 2017, we go live in sep 2017. in this system, hr can add new employees, change PAF, close PAF, and leave application .
we have just implemented the workflow process for some feature and that's will help us to minimize the paper and get management approval very quick regardless where are they as they can enter and approve the vacation and other activities that required their approval.
3- vehicle Fleet Management System: explain this system it is a company vehicle tracking system.
4- Ticketing system: we have been started using ticketing system to support employees and handle their request in very smooth way. ( spicework) write about this and the feature. how it works.
this is also helping us to measure the performance of the departments by generating a monthly report and check how many tickets did we close and what was the request and who was handling this from IT department. Also, monthly report will be shared with our manager to check IT department performance
Something we do not do it now as department but we are going to do in 2018:
1- documented everything as department each stff of IT department has to documented evry process and procdure he is doing and make it available in the server so every one of the team will have access and see what happened. in case of some one is absent it easy for us to know what he is doing and complete his work rather than asking him about the password or how to do this.
everything will be documented. such as how to install windows from th scratch, how to restore a laptop, how to configure IP phones and etc. this will help us to reduce dependency on one employee to do the task. all staff should know how to do department tasks.
2- clear the IT payment every month rather than wait 6 or 5 months to clear the supplier payment, sometime forgot to pay until we receive a reminder from the supplier, or some employee purchase some items and did not share it with his colleague so they did not know about this payment.
3- Get a new ID card printer and link It to the HRMS system, so no need to enter the employee information in the template once you enter the ID all the required info will appear in the card template and then print it. like now we are receiving the info from HR by email and based on this create the ID card sometime there are some spelling mistakes or wrong info will be entered or received such as grade or position.
4- purchase more software license based on the business unit needs such as PDF writer and webex ( write about these two soaftares and how important to the company) like now we are using skype and webex but we have limited number of atatenendnat to the meeting sometime we have meeting with some vendors located in different country such as India or Europe so we should manage to have a good software meeting
5- Improve Q-time system reports and features. for example: we do not have a hierarchy levels for approval only first level manager can approve the permission and vacation.
future plan:
to make the company paperless as we can and systematize most of the process that we have ( write more in this)
get inventory system ( manage the equip,met and item that we have in all locations)
project management system ( as we are construction company and we do have many projects so it will be easy for management to track the project performance)