Nintex > Case Studies > Data-Driven Hybrid Work Model: A Case Study of a Canadian Public Agency

Data-Driven Hybrid Work Model: A Case Study of a Canadian Public Agency

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Technology Category
  • Drones - VTOL & VTOL Hybrid Drones
  • Infrastructure as a Service (IaaS) - Hybrid Cloud
Applicable Industries
  • Buildings
  • Healthcare & Hospitals
Applicable Functions
  • Procurement
  • Product Research & Development
Use Cases
  • Onsite Human Safety Management
  • Personnel Tracking & Monitoring
Services
  • Training
About The Customer
The customer in this case study is a Canadian public agency dedicated to promoting worker health and safety. The agency has a large workforce of 3,500 employees spread across 15 offices. During the COVID-19 pandemic, the agency had to quickly transition its employees to remote working and then manage their safe return to the office. The agency was also interested in creating a data-driven hybrid work model for the long term, which required a better understanding of its employees' work patterns and an efficient mechanism to handle requests to return to the office.
The Challenge
The Canadian public agency, dedicated to promoting worker health and safety, faced a significant challenge during the COVID-19 pandemic. With 3,500 employees spread across 15 offices, the agency had to quickly transition to remote working and then manage the safe return of employees to the office. The agency needed an efficient mechanism to handle requests to return to the office and to track which employees were onsite, where they were, and why their work required them to be onsite. Furthermore, the agency aimed to create a data-driven hybrid work model for the long term, which required a better understanding of its employees' work patterns. Commercial, off-the-shelf (OTS) software would have required lengthy scrutiny from the agency’s security, legal, and procurement teams, and in-house custom development would have been a potentially lengthy and expensive process.
The Solution
The agency utilized K2 Software, which they already owned and used, to create a smart forms and workflow solution. This solution included a return-to-office form, acknowledgment of COVID-19 requirements, and identified when, where, and why employees entered the office. The solution was developed with no need for a development team, saving the agency 75% in personnel costs. The solution interoperates with the data platform the agency already uses, Microsoft SQL Server for data storage and management, connecting to a Power BI dashboard for insight, analysis, and reports. The business analyst created a minimum viable product in two quick sprints across one month. The dynamic form tailors its questions and fields based on employee responses, and the employees’ submissions then go through a workflow that approves employees who pass their health check and notifies the People and Culture team for further screening of those who don’t pass the check.
Operational Impact
  • The solution provided by K2 Software has enabled the agency to gain valuable data insights into its employees' work patterns. The agency now knows how many people enter its 15 offices on a daily basis for various reasons, allowing it to better organize temporary workstations, custodian sanitation schedules, IT appointment processes, meeting room resources, walking paths, and more. The data insights have also enabled the agency's executive leadership team to create a hybrid work model, rotating various teams between onsite and remote working. This has made the agency far more efficient in using its facilities and has given it the option to right-size or decommission facilities and assets as it proceeds.
Quantitative Benefit
  • Developed with 75% less cost than an OTS or in-house solution
  • MVP ready in one month—half the time estimated for another solution
  • Enabled hybrid work model based on finding that 90% can work from home and are 10-15% more productive there

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