Audit Management and Tracking Using SharePoint Online Tools
Case
A renowned Fortune 500 company known for its robust product line and service efficiency was using a third-party tool to communicate and report the status of their incidents and the maintenance status of their work to respective business units based out of different geographies. Diverse user base and time zone differences have thrown up many operational challenges for the company.
The manifold challenges are,
Accurate time conversion issue
The precise message was not conveyed, delayed, or interpreted.
Increasing licensing costs for individual users
Challenges
The business heads must give the right message without complexities for the users.
Easy to use and time zone converter based on sender and receiver time
Approval, Track, and Audit mechanism that adds responsibility for the sender and receiver in making on-time decisions
Technology
Microsoft SharePoint
Solution
RMM Technologies studied the complexities of the current method by conducting stakeholder interviews and reviewing older escalation issues. They proposed a simple but effective solution based on Microsoft SharePoint, a promising solution for the business.
Hassle-Free Communication Templates
RMM Technologies simplified the communication template by customizing the fields such as Why/ What/ Who/ When, which improved reporting accuracy.
Time Zone Converter
Different time zone converters made it easy for the user to view the time zone of the targeted country and the user's time with a simple click of a button.
Scheduler
The automatic scheduler helps the user to schedule alerts or information without much dependence on different resources.
Audit and Search Tracking Mechanism
Our Audit tracking mechanism ensures retrieving all new/old emails
Approval
To avoid time delay and mitigate the associated risk, report the incidence and get approval based on hierarchies. Audit/ Approval and search prove to be a hallmark feature of this application.
Benefits
Easy-to-use templates without much hassle resulted in operational efficiency.
Automatic report scheduler saves time and reduces dependency
Audit tracking and an accessible search facility ensured the retrieval of older documents
Improved ROI - practical resource usage, reduced licensing cost, can avoid user training about reporting of incidence and time zone difference
