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WORKFLOW

Communication Management tool

Among the most important concerns of every company are efficiency and operating costs.
Today, it is possible to meet such concerns with the assistance of technology, namely, web technology. Ideal for its accessibility, such technology has been proven to facilitate efficient flow of communication within companies of all sizes.

For this reason, Zucchetti Axess provides Workflow. A web based (Internet/Intranet) software solution that allows the effective management of the information flow and the overall communication within the company relatively to approval of documents, requests, etc. An example of such applications are: expense reports, request for travel, request for vacation, transfers, access authorizations, etc..

Workflow addresses the need for information sharing within a company; allowing active involvement and participation of all those in charge of human resources management –personnel department, supervisors, managers and office staff–ensuring:
•  Efficiency and coherence of business processes,
•  Accuracy of data being accessed,
•  Traceability (keeping records) of requests,
•  Costs reduction.

In fact Workflow allows dramatic savings of time and, consequently, costs that are normally required in order to manage the employees’ communication and administration of data.

FUNCTIONAL CHARACTERISTICS
Workflow is an easy to use software solution; intuitive, highly flexible, and adaptable to multiple of business conditions.
Benefits:
•  Increase efficiency in the management of requests and authorizations,
•  Eliminate need for paper backup,
•  Provide greater autonomy to the staff by allowing generation and monitoring of their requests from their own workstation,
•  Allow on-line information to employees regarding his or her particular area of interest,
•  Provide immediate verification of particular processes or activities to those responsible for operating units or departments.

Workflow consist of several modules that address specific applications and requirements.

Workflow Attendance and Vacation/Days Off Planning

The attendance module allows authorized employees of the company to enter missing approvals, request justifications (absences, holidays, days off, overtime, etc.) and to view time sheets.
The vacation planning module allows these employees to plan their own vacation or days off and to request appropriate authorizations.
Due to Workflow, both the personnel office and the employee may control and or monitor the stage of the requests, the date and hour of the approval. The employee may verify –on-line in real time– his/her attendance, remaining vacation days, personal days available, etc.; authorized employees may access all or some of the same information from his/her subordinates.
Thanks to Workflow, the appropriate staff can control the status of requests, the date and the hour of the eventual approval. The requestor can verify –on-line, in real time– their own attendance, their residual vacation or personal days, etc.. 
Workflow attendance and vacation planning module, enables simple and efficient management of attendance or absences immediately as they occur. It automates the process of definition and approvals, thus, those responsible can schedule employees’ vacations or days off, while ensuring proper personnel coverage.

Workflow Expense Report Management

The Expense Report Management module enable the management of expense reports and allocation of expenses following the various levels of authorization, the flow of requests and documents protocol. It facilitates the approval process among the various employees performing service outside the company and those responsible for approvals and processing.
In particular, the Workflow transfers module manages requests regarding authorizations for travel and perform work outside of the company. The note module expense allows reconciliation of the expenses related to external projects by employees and monitoring of the reimbursements of expenses.

Workflow Access Control

Using Workflow access control, an employee can request temporary authorization to enter areas during hours or days where access is normally not authorized. The requests could be for a determined period and or a determined area. Such requests are processed within the hierarchical chain of responsibility (e.g. the direct report’s supervisor, the personnel office, etc.) and after all approvals are obtained, the new access authorization is activated.
Workflow access control is also a tool for the management of visitors. It allows the uploading of visitors’ personal data and the scheduling of requests for visits, taking into account the employee’s schedule (the application is accessible on the web).