The Ministry of Finance in Saudi Arabia directs fiscal policies and manages government resources. Established to support the country's economic stability and growth, it works within the framework of Saudi Vision 2030, aiming to diversify the economy and reduce oil dependency.
Country
Saudi Arabia
Employees
5,000+
Use-case
Task management
Industry
Government
#CONTEXT
The challenge
The Ministry of Finance's project faced several operational hurdles that were critical to its successful execution. Each challenge, essential to the project's goals, demanded targeted strategies and solutions to ensure the project's objectives were met. Some of the challenges are:
Lack of a centralized portal for assigning and tracking tasks given to Safeers across public and private sector entities, limiting visibility and performance evaluation.
Absence of structured tools to track records, progress, or identify underperformance towards Vision 2030 goals.
Training new incomers.
Assigning new Accrual Accounting Ambassadors.
Collecting feedback.
The Solution
Workiom responded to these challenges with a tailored suite of solutions to streamline the Ministry of Finance's project objectives:
Implemented a versatile task management app: Tasks are created and assigned to specific sectors and entities, with the ability to assign to multiple entities in bulk. Workiom automates the process and manages assignments based on defined criteria.
Developed a robust feedback collection tool: Workiom provided a seamless mechanism for collecting and managing feedback and requests through internal forms. This allowed the ministry to engage effectively with its stakeholders, facilitating improvements and adjustments in real-time. Such a feature is essential for maintaining transparency and responsiveness, enhancing the service delivery of the ministry.
Centralized critical information storage: Workiom ensures that staff across various departments have easy and immediate access to necessary documents and training materials. This central repository supports consistent training and adherence to processes, which is crucial for the effective functioning of the ministry.
Established a digital knowledge base: New Safeers access all required documents and training material within Workiom, ensuring a consistent onboarding and learning experience.
Automated Permissions: Role-based permissions ensured Safeers, finance, and operations teams could access only relevant modules, improving data control and responsibility clarity.
Arabic language support: Workiom integrates Arabic language support, enhancing usability and ensuring a seamless experience for Arabic-speaking users.
Customization for government compliance: Workiom's custom branding and Saudi Arabia-based hybrid cloud hosting adhere to local regulations and ensure data sovereignty for government entities.
The Results
Workiom's implementation led to significant improvements across the project’s execution:
Automated task management: Tasks are evenly distributed and followed up through automation (Over 7,000 activities were automated and tracked through Workiom), ensuring fair workload distribution and timely completion with reminders for deadlines.
Access control: The system allows for granular control over data access, with specific teams and permissions settings that enable task assignment and completion without compromising data privacy.
Ambassador management automation: Streamlines the approval and rejection process for ambassador requests, enhancing efficiency and reducing manual intervention.
Reporting & Dashboards: Advanced reporting offer insights into accountant performances and the effectiveness and tracking of more than 350 Safeers across 250 entities. Leadership used this data to replace underperforming Safeers, push toward timely task completion, and align progress with Vision 2030.
Visual KPIs: Dynamic dashboard views provided real-time metrics such as task overdue rate, Safeer response time, and campaign participation.
Strategic Coordination: By combining automation, visibility, and collaboration, Workiom enabled MOF to coordinate Safeer engagement at scale, across more than 250 entities.
Conclusion
Acknowledging the operational hurdles of the Ministry of Finance's project, Workiom's solutions led to significant improvements in task management and ambassador coordination.
The platform's automation and customization boosted operational efficiency and provided strategic insights. This marks a pivotal step in streamlining processes and underscores the Ministry's dedication to innovation.
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