5. To Be Business Process
The "to-be process" starts when the head of mandate logs in with the facial recognition system at the end of the month (https://bikinibottom.ch/v1). An email is then sent to each employee to remind them to fill in and check their hour report on google forms (https://forms.gle/k41PEMBpeod8YE9Z8).
The employees check and complete their time at the "project report sheet". All employees and head of mandate have access to the "project report sheet" (https://docs.google.com/spreadsheets/d/1M5nQhMNjFgTHdpEPo3avJg167zDpjLFdAYxTcIRBH0Y/edit#gid=0&fvid=1315814994), and the head of the mandate checks the entries. If he or she finds an error, the employee must recheck his times and will be notified by the head of mandate to do so. If not, a decision matrix is used to check whether it is worth charging the client for the time spent this month or next month. If in the next month, these hours are stored for the next month. If in the matrix the decision is made that it is worth sending a bill, the billing sheet will be triggered by an RPA to save the bill on google drive.
In the next step, all texts for the reported times are checked. Bills that need to be improved are transferred to the Service Desk for improvement. The Accounting Department checks the reported time for consistency and generates the invoices in its application. The invoices and the corresponding reports are then sent.
- Due of the facial recognition, the security system of the billing process has been increased
- Heads of Mandate have more time to focus on their primary task
- Lower process costs due to the automatisation
- The entire process is less error-prone thanks to the integration of a business rule and the use of an RPA