Case Study Details

 

KCS built a user-friendly helpdesk to automate GCSRA document management software

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Client Background

Client Background

Under the administration of the Industries and Mines Department (IMD), Gujarat Corporate Social Responsibility Authority (GCSRA) was established for optimum utilization of the CSR fund. The government has shown a great deal of interest in welfare activities in the social sectors covered under HDI for the development of the people of the state. GCSRA facilitates both the private and public sectors about their CDR expenditure. It manages the CSR fund, coordinates, monitors, and implements different CSR activities in the state including the creation of a suitable web portal as suggested by FD.

Objective

The GCSRA reached us with a demand to develop a powerful helpdesk to increase the working capability and productivity of the government employees.

  • Country
    India

  • Industry
    e-Governance

  • Solution
    SharePoint, Digital Transformation

Challanges

Challenges

Our experts analyzed the client’s current situation and found that they were facing troubles in managing the data as it was stored manually on the paper or registers. Because of the manual data management system and a large volume of data, it was challenging for the client to manage and track such data. Below are some other challenges that the client encountered with their manual data management system:

  • One of the biggest challenges that the client experienced with manual data entries was that it was highly inaccurate and took a very long time to execute
  • Moreover, manual data management task was tedious
  • The manual process was undertaken by the employees who are bound to commit errors because of the dynamism of human nature
  • For keeping and maintain a record, the client had to hire a data entry team which was too costly
  • Because of errors, it was challenging for the government employees to maintain consistency in the data
  • The client also faced the threat of data loss or damage due to natural or man-made calamities like flood or fire
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Solution

After analyzing each and every challenge deeply, our experts concluded that the client needs a dedicated helpdesk that can streamline their document management system. This helpdesk helped government employees to handle a large amount of data easily.

  • Experts at KCS distributed the entire information process that helped clients as well as a government employee to store as well manage the data
  • With the implementation of the helpdesk, the time and money required in the manual data management was also reduced
  • The online helpdesk helped the client to generate reports of various data without any complications
  • The helpdesk is capable of consolidating processes by decreasing the number of steps involved, decreasing the complexity
  • Automating several processes helped the client in being certain that they are following a given compliance framework
  • In addition, it reduced the exposure of sensitive information to fewer human eyes, which helped the client in keeping the government data more secure
  • As all the information in Microsoft offi­ce 365 is stored over the cloud, it helped the client to secure the government’s sensitive data
  • Microsoft Office 365 also offer various security measures like two-step authentication that assures unauthorized personnel cannot access any files or documents
  • With files stored over the cloud and is backed up regularly, the client was able to operate normally in case of disaster
  • Microsoft offi­ce 365 enabled government employees to work collaboratively on one document or spreadsheet and get real-time data

Case Study Solution

Project Highlights

Online data management system

Online data management system

Easily generate reports

Easily generate reports

Minimum complexity in executing processes

Minimum complexity in executing processes

Enhanced data security

Enhanced data security

Work collaboratively on one document or spreadsheet

Work collaboratively on one document or spreadsheet

Two-step authentication

Two-step authentication

KCS Approach

KCS Approach

Experts at KCS developed a powerful and intuitive helpdesk that helped clients as well as government employees to store and manipulate a large volume of data. With the help of Microsoft offi­ce 365, the time and money that was required to manage the data were reduced. Government employees were accessing various apps of Microsoft o­ffice 365 remotely anytime from their laptops, desktops, tablets, or phones. It also helped the client to create reports, forms, surveys, and questionnaires to get insights. This helpdesk gave clients the reassurance that their employees are empowered to work efficiently with the help of the latest software and rendered 360-degree data security.

Outcome

Outcome

  • The solution to offer a user-friendly helpdesk increased the working capability and productivity of the government employees
  • Clients’ major concern is to streamline the data management task for accomplished with the implementation of Microsoft Office 365
  • It helped employees to communicate and work collaboratively to get 100% accurate data
  • The spreadsheet feature of Microsoft Office 365 facilitated the client to generate reports, surveys, and a lot more
  • The cloud storage solution helped the client to store and manage the data with complete security
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Tech Stack

Microsoft Offi­ce 365
SharePoint

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