Extranet based on SharePoint Online for Fastigo members
Background and needs
Fastigo is the Swedish property sector’s employers’ association and specialists in employer matters in the property sector, has leading competence and acts as a resource for its member companies.
One thing that Fastigo offers is an employer’s guide where members can find the information they need as employers. The guide contains information about all kinds of contracts and a large number of other documents that an employer needs, for example policies, forms, templates, laws, Labour Court rulings, etc. Their content concerns different subject areas and subjects and the documents may apply to one or several agreement areas.
Fastigo previously had an extranet solution that they needed to modernise and develop to simplify and improve the information it provides to its members.
One of the problems was that members could not find the documents containing the information they were looking for even if they were available. So they called Fastigo to ask and the staff then searched for the information and e-mailed it to the member.
What the members need most is to quickly and simply access a subject area or type of document, e.g. an employment contract for a particular agreement area. The requirement specification is fairly complex because several target groups need to access different subsets of the documents. There are two access levels for members who need to access different numbers of categories. The picture is further complicated by the fact that some subsets are only to be available to Fastigo employees. Most important of all is that the user always accesses the correct agreement area, otherwise serious errors can be made that can have legal consequences.
A document management solution developed in SharePoint Online. A pre-study together with Ways in spring 2012 gave a clear picture of the document management requirements. The goal was to produce a long-term sustainable solution to manage content and that the solution should be perceived by Fastigo’s members as simple, intuitive, and thereby modern.
Navigation has been simplified and designed in such a way that information can be located in different ways. The system has support for accessing the information as one sees it from one’s own perspective regardless of whether you are searching by subject area or document category. The documents are always filtered so that you only see one subject area’s documents at a time.
The finished solution means faster and simpler access to relevant information than before for both members and Fastigo staff. The intention is to give customers a higher level of service.
One side-effect Fastigo is hoping for is that fewer people will call in to ask questions about documents and that this will free up productive working time. Fastigo is also expecting the number of negotiations to come down as members less often make mistakes, thereby reducing the need for so many negotiations.
For Fastigo as an organisation, the new solution means that documents and information can be administrated and published much more simply and efficiently. With the previous solution, it might have been necessary to update information in up to 8 different locations; in the new system this only needs to be done once, saving working time and increasing quality.