Namai visiems

How a social services company saved ~7,500 working hours per year with a custom ERP system

Problem

The operations of the public institution “Namai visiems” were managed using manual and fragmented processes that became increasingly inefficient as the organization grew.

Most of the information was recorded on paper or across separate files, and employees had to physically travel to headquarters to submit signed reports. This resulted in additional time costs, fuel expenses, and administrative burden.

• Manual collection and processing of reports
• Physical delivery of documents to headquarters
• Complex employee scheduling
• Intensive and time-consuming communication between coordinators and staff
• Manual invoice issuance
• Increased risk of errors

Solution

To fundamentally optimize operational processes, it was decided to develop a custom ERP system fully tailored to the specifics of the social services sector and the organization’s operating model.

The system was designed from scratch after a detailed analysis of existing processes, information flows, and reporting requirements. The objective was to create a centralized, real-time platform that would automate administrative tasks and significantly reduce manual work.

• Administrator module – overall system management, service structure, user permissions, and process control.
• Coordinator module – employee scheduling, service allocation, weekly and monthly planning, real-time visibility.
• Employee module (mobile solution) – ability to view assigned tasks on a mobile device and submit reports in real time, eliminating the need to travel to headquarters.
• Accounting module – automated data collection, report generation, and invoice issuance.
• Client self-service system – allowing clients to view received services, access relevant information, and pay for services online.

The main technical challenge was the development of complex reporting calculation algorithms and automated data aggregation in compliance with government requirements. The solution eliminated manual calculations and reduced the risk of errors.

Result

After implementing the custom ERP system, the organization’s operating model fundamentally changed, replacing manual and fragmented processes with a centralized, real-time system

Operational Changes

• Employees no longer need to travel to headquarters to submit reports
• Reports are submitted in real time through the system
• Coordinators can view employees’ weekly and monthly workload in one place
• Automated invoice generation
• Reduced internal communication load
• Significantly reduced risk of errors in reports