How Salut underwent a digital transformation

Introduction

About welfare organization Salut

Salut is a welfare organization that works for the residents of Hof van Twente. With around 35 employees, Salut offers a wide range of services, including individual client support, youth work, community work, ANWB Vending Machine and various group activities. The organization works closely with residents, volunteers and other social partners to make a positive impact in the community.

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The challenge

Fragmented systems

With so many different services and target groups, it was essential for Salut to have a central and well-organized registration system. Previously, the organization worked with SW Office and Suite4 Social Direction, supplemented with various shadow lists and separate tools.

Although Salut is committed to the residents of Hof van Twente with heart and soul, they still saw opportunities within the internal organization. Two systems made it difficult to control processes, manage data efficiently and account for the social impact. The lack of a single central workplace posed three major challenges:

• Lack of overview → Employees had to switch between different systems to get information complete.
• Time-intensive administration → Manual input and additional controls required a lot of time and energy.
• Difficult accountability → Measuring and reporting the impact of the work was challenging because the data was not centrally available.

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The ambition

The desire for a more efficient way of working

To solve these challenges, Salut decided to switch to RegiCare as a central registration system. But after opting for a new system, it quickly became clear that an implementation of this magnitude required specialist knowledge and strategic guidance. That is why Salut was tipped off by another welfare organization about Flawless Workflow, a specialist in digital transformations and process improvement within the welfare sector.

With the expertise of Flawless Workflow, the implementation of RegiCare became not only a technical transition, but also an opportunity to optimize work processes and better support employees in their daily activities.

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The solution

Strategic Implementation

Salut needed a partner who could not only support the technical process, but also help with process design, work agreements and change management. Flawless Workflow took on this role by strategically coordinating implementation, supervising employees and optimizing work processes. This ensured that RegiCare was not only implemented, but also fully in line with Salut's way of working and ambitions.

This is how we successfully implemented RegiCare

With Flawless Workflow, we took a step-by-step approach to ensure that RegiCare was implemented successfully. Here's how we did that:

1. Strategic guidance & process optimization

• Vision & Goals Session
• → We started with a session to determine Salut's vision for data and reporting. This helps to make strategic choices and ensure that RegiCare would contribute optimally to the organizational goals.
• BPMN models for work processes
• → To provide insight into the new way of working, Flawless Workflow developed BPMN models of the work processes in RegiCare. This helped employees to understand the impact of the new way of working and to work efficiently with the system.

2. Implementation coordination & support

• Biweekly meetings with Adsysco & Salut's project group
• → Through regular coordination, the progress of the implementation was closely monitored and challenges could be addressed in a timely manner.
• Key-user sessions
• → During the process, key user sessions were organized to coordinate the design of RegiCare and establish working arrangements. Flawless Workflow also joined this to share insights and solve bottlenecks.
• Data migration plan
• → During the implementation, a data migration plan was drawn up, which defined the transition of data from the old systems.

3. Going live & adoption

• Training & going live
• → On the day of the go-live, AdSysco employees provided training for Salut employees. Flawless Workflow was present to provide immediate support and to set work agreements, so that the implementation was properly addressed from day one.
• Ongoing support
• → Even after going live, Flawless Workflow remained involved in the process. The focus was on optimizing processes, training employees and ensuring a smooth transition to the new way of working.

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The results

Impact with RegiCare

Although Salut has only been working with RegiCare for a short time, there are already clear improvements. The transition to one central system means that employees spend less time on administrative tasks and can find the right information more quickly.

- Central information management

All relevant data is now in one place, so employees no longer have to switch between systems.

- More efficiency in work processes

The new way of working ensures less duplication and better cooperation between teams.

- User-friendly design

Employees experience the system as pleasant and well-organized, although in-depth training is still needed.

What do the employees say?

Some of the employees are already working with great enthusiasm in the new system and are seeing its benefits. Others still need some time to learn the new way of working. In the coming period, additional training and optimizations will be carried out to further improve efficiency.

“The transition to our new registration system was quite a challenge. In three months, Iris and Tom from Flawless provided us with professional support. Thanks to their expertise, involvement and commitment, the process became considerably easier and they unburdened us. I found the open communication and mutual trust very valuable and made it possible to achieve a successful result together.”

Belinda Wessels | Volunteer Affairs Advisor

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Looking ahead

Further optimization and data-driven work

The successful implementation of RegiCare laid a solid foundation, but the collaboration between Salut and Flawless Workflow doesn't stop there.

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Next steps

• RegiCare fine-tuning → In the coming months, work processes will be further optimized based on employee feedback.
• Exploring dashboarding and BI → Salut is investigating how data insights can be improved, possibly with a Power BI dashboard as an addition.
• Ongoing support → Flawless Workflow remains involved in further process optimization and supporting employees with new developments.

With this approach, Salut ensures that the transformation is not just a technical change, but a continuous improvement of the organization. Thanks to the collaboration with Flawless Workflow, the welfare organization is now better equipped to fulfill its social role even more effectively.

“Another welfare organization tipped us off about Flawless and the support they offer in the field of ICT. We were able to make very good use of Flawless's expertise, and that paid off. It was so nice that everything was kept up to date, that there was an update on time and place, the work processes were in order and we were taken by the hand with everything that still needed to be arranged to get started with the new registration program.

We were supported and relieved, which was great. It was a very pleasant collaboration. I can recommend Flawless to everyone!”

Dianne Veehof | Salut