Danske Fragtmænd optimizes workflows with contract management

An efficient plug-in and an identical structure across the company’s locations mean that the Danish enterprise Danske Fragtmænd now has optimal contract management while also taking GDPR into account.

Danske Fragtmænd is a modern logistics and transportation conglomerate that covers the entirety of Denmark with a finely meshed transport and distribution network. The organization employs both hourly and salaried workers, which increases the complexity in contract administration.

Structure through contract management

The tightening of rules for storing personal data was the direct reason why Danske Fragtmænd decided to optimize the workflows surrounding contract management. However, the need had been pressing for some time as the company’s independent units had their own approaches to document storage. This made it difficult to create synergy across locations.

“It was messy, overwhelming, and unstructured, and we needed to make it systematic across the units. In workshops, we created clarity about what we actually need in HR, from the moment we establish contact with a potential employee,” says Anette Munk Thuesen, HR Team Leader at Danske Fragtmænd.

Today, there is an identical structure, and who has access to which folders has been systematized. Integration with Microsoft Dynamics AX, where all employee data is maintained, ensures that all rules regarding storage and deletion of data are easily followed.

Smoother workflows with contract management

Since the structure has been established, the daily work has been much easier because data is linked to individual employees and easily shared among those who have access to the system. Everyday tasks have been made easier, especially with WorkPoint Express, which is a plug-in that allows users to move, create, delete, find, and maintain all their emails, documents, and processes without switching between applications.

“WorkPoint Express is absolutely brilliant because it makes it easy to archive both emails and documents directly related to the employee in question. It greatly simplifies the work,” says Anette Munk Thuesen.

IT and contract management that just works

So far, the HR and payroll departments are the ones using the solution. New employees quickly become familiar with the solution, and a recent update, which included a new user interface, seamlessly integrated into the workday.

“From the beginning, it was important for us that the solution was easy to access and easy to use. In the old system, we struggled not only with a lack of structure but also with long loading times. There’s nothing worse than waiting. IT just needs to work, and the new tool does,” says Anette Munk Thuesen.

Always within reach

WorkPoint’s HR tool offers many opportunities to optimize HR workflows. So far, the primary focus for Danske Fragtmænd has been on ensuring effective contract management. Digital signatures and access to the solution for managers with personnel responsibilities may be the next steps towards optimization, but most importantly, the collaboration and the solution work smoothly in everyday life.

“We are pleased with our collaboration with digitalworkspace365. If anything arises, they are always within reach and quickly provide a solution,” concludes Anette Munk Thuesen.

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