Case Study
Fujimoku
Founded in: March 1941
Package: Cloud
Implementation time: 3 Months
Number of Users: 70 users
Representatives from Fujimoku :
Yoshimitsu Tanaka (田中 善光 様) General Manager
Miho Ota (太田 美穂 様) Chief, General Affairs Department
Harumi Watanabe (渡邉 晴美 様) Sales Office Division
Challenges before implementation
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It was necessary to establish a method for sharing schedules and work related information between the head office and multiple factories in different areas.
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Even in departments where computers were not used on site, employees expressed their desire to acquire IT capabilities for information sharing
Results after implementation
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By utilizing the Schedule feature, we are now able to track all meetings and whereabouts of employees at a glance, even at factories that are not easily visible from the head office
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By transitioning the task of "attendence submission" of factory employees to the Workflow feature, it resulted in the overall improvement of IT skills among factory employees, leading to various ideas generated with Circular/Reports and Information features. As a result of the company-wide adoption of the Workflow feature, and the increased usage of IT, an average of 177 paper-based attendance submissions per month have been fully transitioned to a paperless format.
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Additionally, since there is no longer a need for physical storage, documents are automatically stored in the Document Management feature, reducing management workload.
Schedule
Workflow
Information
Document Management
Pilot
Founded in: January 2002
Package: On-Premise
Implementation time: 6 Months
Number of Users: 1500 users
Challenges before implementation
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With other software, it was troublesome to install and configure them on each device, and managing user accounts also required a lot of time and effort.
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During times of employee transfers, employees often move to different departments, which made managing employee accounts a significant burden.
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As our company expands our products and locations worldwide, our internal users have expressed a need for a product that allows them to quickly check necessary information and perform operations.
Results after implementation
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Despite implementing desknet’s NEO to a large number of users, we were able to quickly adapt its use without extensive training. This was due to the user-friendly interface, which required minimal prior training. Nowadays, new users are able to learn how to use it by themselves.
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During times of organizational changes, we can efficiently manage data through the export and import functions.
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As part of our daily routine, we now log into desknet's NEO as soon as we arrive at work to check important notices in the Information feature. This has improved the value, quality, and speed of information sharing among employees.
Philippine EDS Techno-Service, Inc.
Package: On-Premise
Number of Users: 800 users
Challenges before implementation
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Official Document Management
Before using Desknet's NEO, PET was using a network shared folder. Since the shared folder it is readily available to everyone, various types of documents are stored in different locations inside our file server. Such document kept in PET file server was ISO Forms, Official documents, Policies, Procedure and Manuals. It was hard for new employees to locate these documents because it was not centralized and properly controlled.
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Room Reservation
Previously we handled our room reservation using an excel file. However, we encountered many problems using this method, the example of the problems was:
1. Duplicated room reservation
2. Booking conflict between who made the reservation first
3. Deleting other members reservation
4. Complaints of user accessing the excel file (Room Reservation excel) but was open for a long time by other users
5. Actual file (Room reservation excel) was accidentally deleted
Results after implementation
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Official document management improvement:
After installing Desknet's NEO, managing and maintaining updates for these official documents (Company Policy, ISO forms, Procedures, Manuals & HR-related documents) are now easy and can be properly controlled. Now documents that were updated can be shared as a link to PET members for their awareness.
PET has been using Desknet Neo for the last 6 years, and since that time we have not encountered any major problems while using the Document Management function.
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Room Reservations improvements:
With the Facility Reservation function of Desknet Neo, we can now easily find available free time for our meeting rooms. This function is very useful to PET members, we can also make advance room reservations to make sure our meeting with our counterpart is fixed based on their plan.
In Summary:
- Desknet's NEO saves time and makes our work more efficient, in terms of managing and recording official documents, as well as preforming room reservations.
- After our meeting with NEOJAPAN REP OFFICE, we became more interested in other functions of the Desknet's NEO's latest version such as the Workflow and AppSuite. We can see potential use of these two functions to incorporate various company forms to minimize our paper documents and possibly eliminate the need for it. For example, visitors will not need to fill in forms for each visit in our office. With Desknet NEO, we can have them input their information on a tablet, and the approval can be quickly routed using the workflow.
- For the future we are looking at a more efficient data collection for PET visitors & customers (i.e. visitor information form and visitor picture) data can be stored directly in electronic form and stored for a long time. No more space is needed to store paper documents.
Kobe City
Founded in: April 1889
Package: On-Premise
Implementation time: 2 years
Number of Users: 20,166 users
Representatives from Kobe City district :
横尾 健太郎 様 (Kentarou Yokou) ICT業務改革担当 係長 (Head of ICT)
加藤 麻里江 様 (Marie Katou) ICT業務改革担当 (Head of ICT business reform)
Challenges before implementation
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The internal intranet was not suitable for efficient information sharing as it mainly had one-way information sharing.
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The organization had around 20,000 employees and needed a suitable information-sharing platform that could respond to work style changes and emergencies.
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Wanted to achieve better citizen services through smooth communication and information sharing among employees across departments.
Results after implementation
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Leveraging Schedule and Workflow functions for Telework and Streamlining procedures improved efficiency of "cross-departmental information sharing" and overall quality of data shared. desknet’s NEO was also useful in promoting telework during the COVID-19 pandemic and adapting to changes in work style.
"We introduced telework with the goal of reducing the number of employees coming to work by 70%. We provided secure network terminals for at-home work, and managed requests and approvals for taking work-from-home approvals with the feature. We were able to promote telework by using various functions, including which everyone has already adapted with. The feature is also used to respond to inquiries from the national government, prefectures, and citizens. We take preventive measures within the department to ensure that employees do not provide ambiguous answers that could cause misunderstandings. We use the feature for procedures that require speedy decision-making based on documents and legal procedures, so as not to cause any disadvantage to citizens."
Schedule
Workflow
Information
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Promoting Mindset Change: Collaboration Between Top Officials and General Employees
The exchange of ideas between the top officials such as the mayor and deputy mayor and the general employees helped raise awareness of issues and promote a change in the mindset of the employees.
The feature is used about twice a month to share and discuss policies, reports, and ideas obtained from inspection sites with staff. The mayor himself shares cases and raises awareness among all employees to pay attention to the city and identify issues that need to be corrected.
Ohda City Hall
Website Link: http://www.city.ohda.lg.jp
Package: On-Premise
Number of Users: 750 users
Challenges before implementation
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Unable to integrate different functions as different applications and software were used for each functions
Each function such as electronic bulletin board, facility reservation, and schedule was operated by individual applications and software, so the functions were not linked. The systems were created using open-source software on virtual servers without cost. This was due to the severe cost-cutting mindset unique to local governments, and only client mail from a major software company was being used.
Because the different functions were operated by separate applications and software, they couldn't link together. This made it very difficult to use, as the user had to switch between different systems each time. For example, since the schedule and facility reservation systems were not linked, it was necessary to arrange a meeting and reserve a meeting room through two different systems. It was also a hassle to input data into both the schedule and facility reservation systems, and sometimes the reservation status was not updated even if the meetings were canceled or double bookings. The schedules were managed separately by each department, so schedules of other departments couldn't be viewed. In projects that crossed multiple departments, coordination had to be done individually through phone or email, which was inefficient.
Results after implementation
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Operational efficiency through Schedule and Facility Reservation
All staff members have realized the convenience of integrating various functions that were previously operated separately. For example, by using the and in combination, setting up meetings became faster. The schedules of all staff members are now shared, so scheduling for cross-departmental projects, events, meetings, etc. has become faster. Although the general staff has only ‘view’ permission for the Schedule, the schedules of the mayor, deputy mayor, and education director are made public, so all staff members can aware of them. With over 40 locations, achieving information sharing between all locations was significant.
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Reduce server load and speed up information sharing through Circulation/Report and Direct Messages
Previously, communication was rely solely on email, but for communication with external parties such as national or prefectural governments and business partners, we continue to use webmail. For exchanging information within the office, we use methods such as or features. The usage of using is for confirming information for the entire team, while are used for casual discussions and sharing documents between staff members during work. This is a very effective method for preventing information leakage outside the office and reducing the load on the email server caused by attachments and other files.
Sankei Construction Co., Ltd.
Founded in: January 1962
Package: On-Premise
Implementation time: 3 Months
Number of Users: 300 users
Representatives from Sankei Construction :
横尾 健太郎 様 (Kentarou Yokou) ICT業務改革担当 係長 (Head of ICT)
加藤 麻里江 様 (Marie Katou) ICT業務改革担当 (Head of ICT business reform)
Schedule
Facility Reservation
Challenges before implementation
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Wanted to improve the efficiency of information sharing and communication between our head office, branch offices, and work sites.
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Wanted to enhance internal communication by improving the use of shared emails, phones, and faxes, and provide all employees an email addresses.
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Aimed to reduce the workload by improving work efficiency, and to achieve faster information sharing and communication.
Results after implementation
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Efficient Communication and Resource Management with Schedule and Facility Reservation
Efficient communication between employees has been achieved by using said features by enabling users to set different work times and construction periods at each site, even during late night work periods
With approximately 50 different construction sites responsible for maintaining railway infrastructure, and with each employee's work hours varying, it can be difficult to keep track of everyone's schedules. In the past, there were incidents where employees accidentally called colleagues who were sleeping at home. With the Schedule feature, it is easier to comprehand the working times of all employees, making it easier for HQ to manage construction sites and meetings overall. It is also used to get in touch with specific employees needed for technical discussions and advice.
Also, the Schedule function is closely coupled with the Facility Reservation function. This feature is used to reserve meeting rooms, monitor video conferences, and manage company vehicles. In the past, company vehicles were allocated to each department and reservations were made by filling in paper-based forms. By using Facility Reservation to manage all company vehicles centrally, surplus vehicles and large amounts of paper were removed, leading to massive cost reductions.
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Streamlining Approvals and Reducing Workload with Workflow and Document Management
By using these features, the burden of approval applications has been reduced, and quick decision-making has been achieved. The approved applications are automatically saved to has also reduced the cost and workload of document storage.
Workflow
Document Management
" We converted 59 application forms that are frequently used in daily work to the feature, except for those strictly regulated and specified in paper format. By utilizing the feature for annual leave application, housing allowance, purchase application, qualification acquisition, various planning documents, and automatic document management for approval documents, it led to business efficiency, speedy decision-making, paperless operation, reduction of document storage workload, and centralized management of approval documents. Previously, employees had to send paper application forms by mail to the head office or bring them to nearby branches, which was a significant burden. The latest application forms have also been thoroughly implemented, and since the fiscal year 2020, iPads have been introduced to managers, allowing them to approve applications on their iPads and handle requests for re-approval or rejection. Even when traveling, remote approval is now possible."
In addition, with the feature, the latest versions of essential documents for business operations, such as ISO-related documents, internal regulations, construction information, accident prevention and safety management, security-related materials, and documents related to trading partners' regulations and design are easily shared. Access rights are also utilized, allowing important documents to be safely stored and easily accessible when needed.
WebMail
Information
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Improving Work Efficiency and Communication with WebMail, Circulation/Report, and Information Features
By using the above features, workers can check and confirm information such as drawings and site photos with the clients, which improves work efficiency on site. In addition to informative texts, the progress of construction, such as whether construction is being carried out according to design specifications and drawings, may be conveyed to the clients and trading partners through site photos. Previously, there were cases where employees who were engaged in maintenance late at night would come to the office on their day off just to check for important emails. However, now they can check them on their iPad while working from home, which not only improves work efficiency but also reduces the psychological burden on employees. This feature is also used for sharing confidential documents and exchanging opinions outside the company. It can share information while protecting its confidentiality, and members can see who has viewed the information, so it is used for exchanging and sharing information among project members. For company-wide announcements, the feature is used. It is used for sharing important information such as messages from the president, important contents of internal meetings, personnel changes, establishment and revision of internal regulations, accident prevention, security information, and employee health check-ups and medical examinations.
"Important labor safety and health-related announcements related to work are managed by the Safety and Security Department, and preventive measures and safety awareness are regularly updated on the feature. By utilizing information obtained through safety patrols at the site, it helps to raise awareness of accident prevention and promote employee safety."
Mitsubishi
Estate Home
Package: On-Premise
Number of Users: 500 users
Challenges before implementation
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About 40% of employees work on the field, making it difficult to keep track of their schedules, which resulted in delays and difficulties in scheduling meetings.
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Meeting room reservations are managed using a receptionist's notebook, which requires checking with the receptionist in person and is inconvenient. Booking facilities at other locations takes a lot of time.
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Internal documents are filed on paper at each location, making it difficult to access information from other branches quickly. Communication between branches is mainly done through phone and email, and important company-wide information is shared by copying and circulating emails, which makes it hard to confirm whether all employees have received the information.
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Employees leave messages in a notebook provided on their desks, which means that other employees have to physically check the notebook to see if there are any messages for them. Similarly, circulating documents in paper form can take several days if many employees are absent.
Results after implementation
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Efficient Schedule and Facility Management
We use the feature to manage schedules for the entire employees and each office location. This allows everyone to share their schedules for departmental events, exhibitions, and other events. We also manage the company's equipment using the feature. The usage status of each piece of equipment can be easily checked, allowing for efficient reservation of equipment, such as reserving projectors or microphones and speakers during registering a new schedule. This helps to improve efficiency when scheduling.
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Efficient Internal Announcements with Circulation/Report Feature
Using the feature, all internal announcements are shared quickly and efficiently, and the status of confirmations can be checked. It is widely used for various notifications such as welfare benefits, attendance records, and visitor reports, with more than 100 circulars registered per day on busy days. In addition, the feature allows the submitter to receive a reply upon confirmation, so important replies such as on sales reports can be checked easily.
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Improved Communication and Responsiveness with Notification Emails
The use of notification emails allows employees who are out of the office to be notified of new information from their mobile phones, enabling timely information sharing and improving customer responses. This has created an environment where necessary information is readily available and the use of these functions has become more important.
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Going Paperless: Document Management Feature Changed the Way Information is Circulated in the Organization
Previously, technical documents and branch office paperwork were printed and distributed, but now they are stored in the feature. Anyone can view them, but only the responsible department can make changes or deletions. With the implementation of desknet’s NEO, paper-based circulation of information has been mostly discontinued. Employees who were previously not comfortable with computers are now customizing their own top screens and actively using the system.
Nakaniwa Tokei
Founded in: 1894
Package: Cloud
Implementation time: 6 Months
Number of Users: 25 users
Challenges before implementation
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Wanted to improve business operations through better information sharing
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Wanted simplify store management by eliminating paper-based tasks and consolidating information into a database for more effective e-commerce sales strategy
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Wanted speed up the approval process through the implementation of an electronic system and making use of approval results as evidence.
Results after implementation
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By implementing desknet's NEO, they were able to quickly share sales reports and improve the efficiency of various tasks, while reducing the need for paper-based processes.
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By utilizing Workflow with AppSuite, they were able to improve the efficiency of approval processes, as well as make effective use of aggregate data.
By utilizing Workflow, procedures for frequently used applications such as leave applications, overtime requests, and travel expense requests have been significantly streamlined. In addition, links to various application forms are available in the 'HR Dept.’ portal, making it easy for employees to access and increasing the speed of approvals. Currently, more than 80 types of application forms are covered, and the amount of paperwork has been reduced by 30%. For example, in the case of a travel expense request, the total amount of travel expenses for the month is automatically aggregated at the time of approval application. This allows accounting to verify expenses and raises cost awareness among users.
By utilizing AppSuite, sales and procurement can be managed as a set, making it easier to forecast sales and prevent sales opportunities from being lost due to inappropriate product procurement. With appropriate inventory management, excess inventory can be suppressed. In addition, the procurement management tab on the portal allows for instant analysis of monthly purchase amounts by item, such as by month, store, brand, or product. This has revealed the characteristics of each store, and effective sales strategies can be developed based on this information. Stores with strong sales can procure with ease, while stores with poor sales can focus on inventory sales while adjusting procurement.
Life Corporation
Founded in: 1956
Package: On-Premise
Implementation time: 20 Months
Number of Users: 6000 users
Challenges before implementation
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Wanted to reduce workload by consolidating various information into one place.
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Wanted to easily check the status of revenue, sales, and reservations of each shop.
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Wanted to have smooth coordination between each shop.
Results after implementation
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Circulation/Report as Information Sharing Method for Store Operations
Circulation/Report has become an important tool for sharing important information between headquarters and the 283 stores. With thousands of documents circulating daily, the system ensures the sharing of all critical information without burdening the stores' primary tasks. This system prevents errors and omissions, and all employees understand the importance of checking it regularly. The system includes essential information such as weekly updates from the purchasing department, seasonal recipes, product information, and inventory management. All information shared in real-time helps stores adjust to daily operations effectively.
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Utilizing Questionnaire for Efficient Store Operations and Management
Questionnaire is used by head offices to conduct simultaneous inquiries, particularly for numerical data collection, across all store branches. They are employed for various purposes, such as managing and verifying in-store equipment, streamlining information management for store operations, and centralizing orders for display materials at the headquarters. Additionally, Questionnaire is widely used for monitoring the progress of staff training, as well as managing and keeping track of operational resources, such as staff and equipment. In the sales field, the Sales Planning Division uses Questionnaire to gather information on limited edition products, helping to estimate and manage the required delivery quantities. For seasonal products, like Christmas and Valentine's Day items, Questionnaire allow for easy collection and consolidated management of reservation status data from all stores.
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Schedule Management and Coordination for Headquarters and Store Staff
Schedule is an essential function for managing the plans of employees working at the headquarters, as well as for facilitating mutual location verification among staff involved in management at both the headquarters and store levels. In stores, management personnel are required to enter their days off, which helps headquarters staff to effectively coordinate their schedules for store visits.
Zero
Website Link: http://www.zero-group.co.jp/
Package: On-Premise
Number of Users: 750 users
Challenges before implementation
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Delayed information transmission to nationwide locations
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Require a system that quickly communicates top management's intentions
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Require an effective information dissemination
Results after implementation
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Centralizing Announcements with the Information Feature
Various announcements, ranging from personnel information and system maintenance periods to accident reports and serious incident details, are now centralized and immediately accessible to all employees. Even staff without prior knowledge about automobiles, who handle phone inquiries, can now smoothly respond to questions by checking the Information feature. While the Information function is used for company-wide announcements, the Discussion feature is used for department-specific updates, sharing more casual content like farewell party announcements or magazine subscription data.
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Employee-Driven Ideas in the Portal Feature
The portal is designed to display high-priority information when first opened, with playful content like general news updates further down the page, encouraging employees to actively use Portal. For example, a worst ranking of locations' on-time delivery performance is displayed at the top of the portal. The president's use of the Portal helps foster competition between locations and raises awareness for accident prevention. The system has also made it possible to communicate information to truck drivers who do not typically use computers.
Morikuni
Founded in: March 1941
Package: Cloud
Implementation time: 3 Months
Number of Users: 70 users
Challenges before implementation
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There were no clear rules or methods for information sharing, causing information to be concentrated in emails, which led to misunderstandings and high server load.
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A method for sharing information across all domestic and international locations, including two domestic and three overseas bases was needed.
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A comprehensive business platform was needed, rather than using multiple tools or Excel to resolve various business issues and challenges together with domestic and international locations.
Results after implementation
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Improved Efficiency through Schedule and Facility Reservation
Utilizing shared Schedule and Facility Reservation, such as for meeting rooms and company vehicles, has led to more efficient operations and cost reductions. With real-time schedule sharing across two domestic and three international locations, employees developed the habit of actively entering their schedules, which contributed to the adoption of the entire desknet's NEO.
For example, using the Facility Reservation for managing meeting rooms and company cars increased the efficiency of meeting arrangements, prevented double booking, and improved facility utilization rates. This has also aided in providing a smoother experience for guests.
Additionally, prior to implementing desknet's NEO, company car usage could only be confirmed by the availability of keys. By allowing advanced confirmation through the platform, operational efficiency increased, resulting in the reduction of one company car from a fleet of seven, leading to cost savings.
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Streamlined Approval Process and Paperless Transition with Workflow
Transitioning from paper-based to Workflow for various applications, such as purchasing goods and requesting travel or entertainment expenses, has eliminated delays and achieved paperless operations. The approval process has become transparent, leading to faster decision-making. This shift has also improved operational efficiency by preventing issues like not knowing the whereabouts of applications the day before a business trip.
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Enhanced Utilization with Portal
AppSuite allows for the analysis of aggregated data, which is then shared through Portal, achieving automation, visibility, and collaboration. This was unattainable with paper-based work information, improving the convenience of using multiple software and applications.
Seirei
Welfare Corporation
Website Link: http://www.seirei.or.jp
Package: On-Premise
Number of Users: 14,000 users
Challenges before implementation
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Inconsistency across 142 locations made information sharing and collaboration difficult due to varied information management systems and operations.
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Communication issues within the large-scale organization of 13,000 employees required a business platform to be used organization-wide.
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Addressing staff shortages in healthcare involved prioritizing on-site communication and demonstrating the benefits of using ICT to improve service quality, productivity, and teamwork.
Results after implementation
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Improving Healthcare and Welfare Service Quality
desknet's NEO is now an essential tool for enhancing the quality of healthcare and welfare services. Despite the large-scale implementation, the platform's features are easy to understand. The focus was on establishing internal usage rules, such as distinguishing between Webmail and internal mail using the Circulation/Report feature, which increased utilization.
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Organizing and Sharing Information Effectively
By using features like Webmail for external communication and Circulation/Report for internal mail, information can be consciously organized, verified, and shared. For example, in a single day, there are 15,000 Circulation/Report, 3,000 Information, 2,500 Schedule and 7,000 Webmail accesses. The high usage of "Circulars & Reports" as internal mail indicates that the intended use is well understood and appreciated in on-site communication.
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High Usage Rates in Busy Healthcare and Caregiving Environments
It is gratifying to see the overwhelmingly high usage rates in the busy healthcare and caregiving fields. Despite demanding shift schedules, important information is consistently communicated. Staff members can share valuable information, such as training sessions, study groups, conference reports, and various materials, contributing to improved healthcare and welfare services.
Eijukai
Medical Corporation
Website Link: https://www.sinjyuen.com/
Package: On-Premise
Number of Users: 190 users
Challenges before implementation
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Core medical system is in place, but lacking employee information sharing with over 300 beds, six wards, expansive campus
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Limited communication to internal lines and written documents
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Need to improve information-sharing environment and digitize reports
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Aim to reduce healthcare workers' burden and enhance care quality
Results after implementation
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Ease of Use and Efficiency
desknet's NEO is user-friendly, allowing staff to navigate it without added stress in a busy medical environment. Medical institutions don't require one device per person, and appropriate device allocation per department improves operational efficiency.
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Clear Distinction in System Usage
The hospital operates both an electronic medical record system and desknet's NEO. Employees don't experience confusion due to established distinctions in usage. desknet's NEO focuses on interdepartmental and employee information sharing, with limited external communication. The platform enables secure and open discussions through internal circulation and reports.
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Improved IT Literacy and Paperless Transition
The adoption of desknet's NEO positively impacts PC usage and IT literacy within the hospital. It streamlines mutual schedule coordination, eliminates the need for paper documentation, and reduces staff workload. This efficiency contributes to improving the quality of patient care.
Aleph
Website link: https://www.aleph-inc.co.jp
Package: On-Premise
Number of Users: 600 users
Challenges before implementation
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The company manages 333 restaurants nationwide and sought a solution to efficiently connect its headquarters, branches, food processing plants, and farms. Their goal was to digitize and streamline paper-based facility reservations and shared memos, addressing issues such as reservation conflicts, cancellations, confusion, and lost documents.
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They considered implementing a real-time communication system for all employees that would go beyond email, taking into account the information's purpose and type.
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Their plan involved connecting headquarters, sales, factories, area management, and stores to effectively utilize information assets across all departments and locations.
Results after implementation
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Delegating Management Authority
After implementation, we can now delegate management authority to relevant department staff depending on the function or type of information. For example, HR manages user information, while General Affairs manages information and facility reservations. This system allows each department to take responsibility and manage information according to the rules. By providing basic training on operation rules to authorized personnel, we can avoid overlooking crucial information and create a company-wide culture of checking all official announcements.
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Organized Information Sharing
Information is organized so that employees can check relevant information for their department or job in groups such as the entire company, each location, or factory. Updates on personnel changes and revisions to regulations are shared. A habit of celebrating store growth has formed by reporting daily sales records and sharing them across the company.
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Efficient Internal Communication with Circulation/Report
Circulation/Report feature is used for internal communication, separate from Webmail for external communication. They are fully utilized for interdepartmental notifications, business confirmations, and inquiries. With over 9,300 items per month on average, it is the most frequently used feature. Multiple users can check at the same time, and records are kept, making it a habit to share live business information across different stores. Documents and images can also be shared and checked without worrying about other store's busy situations, which is truly helpful for communication and information sharing between busy stores. When manuals or store operation rules are revised, Circulation/Report is used to ensure that the new rules are thoroughly understood and implemented in each store, playing a vital role in maintaining store operations and service quality.
WINS JAPAN
Founded in: June 2007
Package: Cloud
Implementation time: 6 Months
Number of Users: 70 users
Challenges before implementation
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There was no information-sharing tool, and communication mainly relied on emails and phone calls, which felt inconvenient.
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Require a system that could track and share information in real-time across busy stores without burdening employees.
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Require a system that could share internal conditions and improve workflow efficiency.
Results after implementation
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Improved Sales Reporting
By using the Circulation/Report feature, sales updates across all stores were quantified and applied to the following day's operations. The sales reporting process was streamlined, allowing store managers to focus on reducing workload and promoting the use of the system during the initial implementation phase. Furthermore, information such as customer complaints, reports, warnings, and successful service ideas were shared among store managers.
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Enhanced Schedule Management
The Schedule feature enabled headquarters, area managers, and store managers to keep track of all stores' activities. Area managers, who visit multiple stores and support sales and customer service, heavily use the schedule feature. The organization's schedule also shares information about local events and concerts. This allows for better staff allocation and planning based on anticipated customer flow, leading to improved customer acquisition.
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Establishing Workflow System
Through the use of desknet's NEO, the company established a workflow based on regulations and reformed its internal mindset. As the business experienced rapid growth, it became crucial to establish a workflow that adhered to regulations and compliance. The "Workflow" feature was implemented, enabling speedy approval and decision-making even when executives were on business trips. Over 20 types of applications, including paid leave requests and business trip applications, have been incorporated into the workflow system. The use of desknet's NEO has also helped reinforce a sense of responsibility among applicants and promote a culture of properly documenting and recording work procedures.
Tokyo Healthcare University
Website Link: http://www.thcu.ac.jp/
Package: On-Premise
Number of Users: 2500 users
Challenges before implementation
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Needed to improve schedule management and document sharing efficiency for 2,200 students, professors, and staff.
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Specific needs included sharing announcements from the university to professors and staff, sharing schedules, documents, and files among departments and faculties.
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Require document management to improve as no file server was in place.
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For students, considered using the tool for schedule management, syllabus, sharing lecture materials, and submitting reports.
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Confirming schedules and whereabouts between professors and students was particularly important.
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Require a platform to share announcements like class cancellations and room changes, usually posted on paper bulletin boards.
Results after implementation
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Onboarding and Education for New Students
All new students receive a URL, ID, and initial password to start using desknet's NEO simultaneously. The tool is introduced during information literacy education, and students are guided to use it proficiently within a month after enrollment. Students naturally teach each other and increase usage.
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Efficient Schedule Management for Staff
The most used feature among staff is the Schedule function. It has improved efficiency in checking whereabouts of faculty members and management, especially during curriculum changes and long vacations.
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Effective Document Management and Facility Reservations
Document management has become well-established as a tool for sharing information across organizations and groups. It is actively used for syllabus sharing, faculty meetings, and study groups. Facility Reservations is used alongside the Schedule function to efficiently manage facility usage for meetings and conferences.
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Improved Information Sharing with Information Function
The Information function is used for sharing urgent announcements, sudden class cancellations, and room changes. Students can now check information before arriving on campus and avoid wasting time on unexpected free periods.
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Enhanced Course Enrollment and Campus Life
Document management is essential for course enrollment and is used for sharing pre-class information and materials. Summary paper materials are distributed to students during lectures, while full-version materials are shared through document management.
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Efficient Report Submission with Circulation/Report
Circulation/Report feature is used for submitting reports. Professors provide report details, formats, and deadlines, while students submit their work. The feature's read-status tracking and easy post-submission management have increased its usage among faculties.
Musashino
University
Founded in: 1924
Package: Cloud
Implementation time: 10 Months
Number of Users: 1345 users
Challenges before implementation
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Need for a tool that can handle large users and high-capacity emails The old product had very limited mailbox capacity, causing problems like having to delete unnecessary emails whenever new emails or attachments were received.
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Needed to transition from on-premises to cloud systems for reduced system operation workload and BCP measures.
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Wanted to improve ease of use for features and enhance convenience of essential functions in daily tasks
Results after implementation
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Effective information sharing and efficient departmental operations
By using the Information feature that is checked upon login for school-wide announcements and shared email addresses in Webmail has improved efficiency and responsiveness in all departments. The Information feature is viewed by both faculty and staff, and the variety of announcements is updated daily. Shared email addresses have been set up in various departments to handle tasks efficiently.
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Transitioning 255 paper forms requiring signatures to Workflow feature
The transition of forms to Workflow has promoted a paperless approach and streamlined the application process. This includes form management, application creation, approval process visualization, and post-approval document management.
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Using Facility Reservation to manage diverse facilities across multiple, vast campuses
Multiple departments are responsible for managing various facilities, such as sports centers and other university facilities. The Facility Reservation feature is highly utilized for managing the availability of facilities for various users, such as parents' meetings, students, and external events like TOEIC and civil service exams. In educational settings, the pharmacy department manages nearly 500 pieces of equipment and supplies for research and experiments, linking them to the registered laboratories for efficient use and research support.
Inet Corporation
Website Link: https://www.inet.co.jp/
Package: On-Premise
Number of Users: 1700 users
Challenges before implementation
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Searching for a tool to strengthen the organization of a merged company
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Merged company now has 1,000 employees and increased number of branches
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Need for an environment that enables information sharing among a large number of employees and fosters the integration of different corporate cultures
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Ensuring and improving communication and information sharing between sales and development departments
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Challenges in sharing and managing schedules, with both sales and development teams struggling with member and task management for various projects
Results after implementation
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Efficient Scheduling for Sales Department
The sales department forms groups for each project, appointing about 10 members from sales, development, and operations every time a project starts. Although everyone is involved in multiple teams, they can manage and progress multiple projects simultaneously without struggling to determine schedules. Previously, it was challenging to adjust members' availability, but now, desknet's NEO allows them to quickly check availability and share and manage schedules for multiple projects simultaneously. During meetings, they reserve meeting rooms and equipment using the [Equipment Reservation] feature and send scheduled notification emails. They can't imagine working without desknet's NEO as it completes everything in one place. Regulations and application documents are shared through [Document Management].
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High Usage and Organization of Document Management
The usage of [Document Management] is high, with more than 20 large categories. Each responsible department creates and manages folders, such as the General Affairs Department for company regulations and the HR Department for personnel regulations. The latest versions of regulations and various application documents are always available. Each department also has folders they manage according to their own rules. The sales department's usage is particularly high, storing standard proposal materials for various cloud services, customizing the latest sales materials for each client, and speeding up document creation.
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Information Sharing across Remote Locations
[Information] allows employees, including those stationed at client sites, to access the latest company information across 11 locations nationwide, such as the head office, business offices, branches, and data centers. This solves feelings of anxiety and isolation for employees working in remote locations, and it contributes to their loyalty to the company.
System Approach
Website Link: https://www.sys-approach.co.jp/
Package: Cloud
Number of Users: 25 users
Challenges before implementation
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The company wanted to change work styles and increase productivity.
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App development and maintenance could be done with the previous tool. However, since app development and modification tasks were separated, when the app became complex, only certain individuals could make changes. This led to delays in responding to on-site requests. Additionally, the lack of information sharing between development and modification teams made it necessary to consult with developers for every change.
Results after implementation
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Reduced overtime by 30% through work efficiency improvements
With the diverse features, such as the Schedule function, which made schedule adjustments much easier, and multi-device remote access, employees can quickly respond to sudden changes. Visualizing real-time sales data in AppSuite and sharing it company-wide on the desknet's NEO portal has increased productivity awareness and improved employee motivation.
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Easy app development and modification on the same platform
With AppSuite, there is no need to worry about technical differences between developers and modifiers or relying on a single person. The simplicity of use was crucial.
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Data migration from existing systems made easy
The previous low-code tool was used throughout the company for various tasks, and data was linked and integrated in a complex way. When trying to migrate a part of the system to AppSuite, it became necessary to refresh apps one after another. After investigating the extent of data migration possible with import/export, it was discovered that more types of data could be migrated than expected. This data migration capability was a significant factor in the decision, in addition to AppSuite's excellent functionality.
Osaka Water Works Comprehensive Service
Website Link: https://www.owgs.co.jp/
Package: On-Premise
Number of Users: 300 users
Challenges before implementation
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High costs associated with manual processing, document management, and storage: The company, which operates at a head office and 33 business locations, used paper documents for approval applications such as purchases and contracts, and attendance applications for all employees, leading to increased labor costs and expenses for document management and storage.
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Time and resource inefficiencies: Documents were manually compiled, from drafting applications to managing them after approval, and management personnel from each business location submitted them to the head office. For those far from the headquarters, this could take up to 3 hours round trip, resulting in significant waste in labor and transportation costs when considering the scale of all business locations.
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Burdens of document storage and loss risk: Since all documents needed to be stored for a set number of years, securing storage space, managing storage costs, and addressing the risks of losing paper materials were considerable burdens.
Results after implementation
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Efficient and secure distribution of pay slips
A pay slip folder was created in each employee's [Cabinet], and password-protected PDF files were used for sending and receiving pay slips. The ability to securely share, store, and manage important files with desknet's NEO allowed employees to experience its benefits, leading to steady adoption. Previously, printing, folding, and sorting pay slips by department consumed time and resources, but now the workload has been reduced by about 1/100, saving around 1,500 hours annually. Within the first year of full-scale operation, the number of processed cases reached about 30,000, reducing the time required for paper-based operations from 14 minutes to 6 minutes per case, enabling attendance forms to be completed in about 40% less time. This also led to a reduction in workload for checking and creating overtime and holiday work data in the HR department's payroll calculations, saving approximately 3,500 hours per year.
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Improved attendance application system
To manage attendance applications on an individual employee basis, an employee master list was created based on the employee roster. Necessary items such as approvers and confirmers were included in the master list, allowing them to be accessed during the [AppSuite] application process. For leave applications, once an employee enters their employee number during the application process, the remaining number of leave days (synced with the attendance management system) is displayed on the application form, allowing employees to see their leave status and remaining days before submitting their application.
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Streamlined workflow and electronic approvals
The implementation of electronic screen input and approval processes in the [Workflow] has made it possible to complete approvals in about 1/3 of the time per form. Although application forms such as purchase and contract approvals and information equipment usage applications have not yet been fully implemented, around 200 approval forms have been carried out within a year, resulting in a reduction of approximately 300 hours. There are 20-30 types of application forms in total, and currently, only about five types have been implemented, so further time savings are expected in the future. The introduction of the [Workflow] allows for quick approval applications forms and decisions, and the progress status can be checked anytime with desknet's NEO. The risk of document delays or loss has also been eliminated.