Energi Viborg & WorkPoint 365
Now with a new, modern Case- and Document Management solution built on top of Microsoft 365 with WorkPoint 365.
A utility company is subject to strict requirements for keeping records, managing cases and upholding data security when working on a daily basis with cases concerning citizens. This also requires a high level of flexibility, as there is not only a need for collaboration across the different supply units and external partners, but also the possibility to "close the borders" between the units at certain times in order to maintain data security and keep necessary information separate.
In this newly implemented solution, Energi Viborg has acquired a user-friendly and flexible system for case management, which makes it easier for the individual employees to manage different kinds of cases and projects, as well as finding and storing documents for longer periods of time. Also, the system helps to support the current work processes in a transparent manner and is easily accessible from a range of devices such as a smartphone, tablet, or PC.
In addition, the collaboration and sharing of documents and data with colleagues and external partners have been made both simple and secure.
Focus on employees
From the outset, Energi Viborg has been aware of the impact of a replacement of their business-critical system might have. Such a replacement represents change in the way employees work, which is why users from all departments have been involved in the process from day one in order to ease user adoption. There has been a strong focus on training and education of employees in the use of the new systemt after its launch.
It was also quickly decided that implementation should take place in three phases to ensure that employees would quickly access the solution to familiarise with it and gain user experience. This approach also provided an opportunity to adjust the subsequent phases based on feedback from the employees. In the first phase, the following focus areas were agreed:
- One single system – where everything business-critical is saved.
- It must be easy to save and find any kind of content.
- Simple access via different devices: PC, smartphone, and tablet.
- Simple sharing and collaboration with internal employees and external partners.
In the weeks leading up to the launch, a group of superusers was established, and new guidelines were written, including determining where Energi Viborg saves which file types across the entire group, as well as locally in the individual departments which was communicated in great detail to all users.
After launch, specialised training was offered to all employees, as well as access for everyone to the Help Portal, including guides, videos, and news updates.
According to CEO Mette Urup, the focus on the involvement and training of employees has paid off in a big way. She says:
From the outset, we’ve been aware that the implementation of a new IT system required a great deal of effort from the entire organisation, but with the strong focus we’ve had on involvement and training, users have taken the change onboard amazingly well.