"The Gavà City Council needed a strategic tool to improve productivity, manage by objectives, improve results, and to promote management and telework updates"
The Gavà City Council wanted to improve management by applying criteria of rationality, efficiency and austerity, at the same time, modernizing the municipal organization and positioning itself as a reference body in the implementation of the changes that Public Administrations and the local world must undertake.
Was developed the GAVÀ21 Plan in order to optimize the use of resources, reduce expenses and offer a better service to citizens, and in which, in addition to other initiatives, management solutions for HR that would allow measuring, optimizing and dedicating resources more efficiently, focusing on improving productivity.
The objective was to improve the management model so that it would be more solid and efficient, having more objectivity and being able to make correct decisions to reinforce the areas that would provide more value to citizens. They also wanted to contemplate savings, transparency initiatives and, ultimately, support the GAVÀ21 plan to rationalize and a better management of resources.
The Gavà City Council chose to select EffiWork for its non-intrusive and automatic data collection feature, to guarantee objectivity, and for its easy and speed of start-up.
In June was communicated to the members of the council, the middle managers, the works council and the workers that the EffiWork productivity software will be implemented.
Training has already began for middle managers.
The EffiWork software was deployed in mid-July 2012. In the first phase, it was decided to measure only activities with computers, although EffiWork also allows other technological devices to be measured.
After the tool was deployed, productivity maps were set up and all workers were also given access to become aware of and begin to improve their productivity.
After only 3 months since the implementation, the achieved results are the following ones:
Giving access to the employees, an average productivity increase of 20% has been obtained in all departments.
The areas with the most opportunities for improvement could be precisely identified.
New work dynamics were discovered, and on which improvement plans are already being made.
EffiWork has been widely accepted by the people involved, who consider the solution as something very positive for the management of their time.
Internal decisions are being made more objectively.
Thanks to the data provided by EffiWork, the Gavà City Council is going to implement improvement and change policies in the medium and long term, which is why it has decided:
1. Study the Presentation of an IT reduction plan to eliminate up to 25% in equipment and licenses, detected as unnecessary or that can be exploited on a rotating basis (VDI), with the consequent savings.
2. Study a plan, supported by EffiWork, to integrate a remote work program for the next 3 years, since it has been shown that:
It provides greater motivation and greater commitment of the staff.
It allows improvements in productivity and quality of work.
It reduces costs for staff turnover and layoffs as well as indirect costs for maintenance and consumption, and travel around the city, which is why it is clearly aligned with the energy saving policies promoted by the City Council and with those related to the concept of “ Smart City”.
Economic savings for workers and the City Council.
3. Share transparently with their citizens the measures of rigor and productivity that are being applied , since they are proof of the good management that is being imposed on the City Council.
4. Management and productivity with some other initiatives will be able to be applied from now on with criteria of greater objectivity..
With EffiWork, in addition to internal improvements, better service to the citizen, and more professional management, the Gavà City Council calculates that the accumulated savings over the next 3-5 years, although not yet quantified, will be several million Euros, and without traumatic template adjustments.