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 working on the mandate 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 the 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 the mandate to do so. If the logged time is valid, the Head of the mandate will fill in the hours to be billed manually. This total includes previously unbilled hours. This total of hours is passed through a decision table to decide whether it is worth charging the client. If not these hours will be stored for the next month and this instance of the process stops here. If the decision table states that it is worth sending a bill, the billing sheet will be established by an RPA that will save the document on google drive. When the bill has been established we receive its location on the drive with the response. This link will be transferred to all further parties that have to work with the document.
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
- Massively reduces the administrative and tracking overhead for the Heads of Mandate which 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