2 July 2024
Lipor: Eliminates paper in SIADAP and gains efficiency with BI4ALL’s digital solution
Lipor: Eliminates paper in SIADAP and gains efficiency with BI4ALL’s digital solution
The Company
LIPOR is the organisation responsible for the management, recovery and treatment of urban waste produced by the associated Municipalities of Espinho, Gondomar, Maia, Matosinhos, Porto, Póvoa de Varzim, Valongo and Vila do Conde.
LIPOR treats annually around 500 thousand tons of urban waste produced by 1 million inhabitants. Based on modern waste management concepts, LIPOR developed an integrated strategy for the recovery, treatment and containment of urban waste, based on three main components: Multimaterial, Organic and Energy Recovery, complemented by a Sanitary Landfill to receive discards and previously prepared waste.
By clearly assuming that waste management is carried out from a resource perspective, LIPOR makes every effort towards its most appropriate recovery, an approach that is based on the projection of a circular business model, and is supported by projects that demonstrate circular support practices. Through its actions, the organisation is consolidating a position based on the creation of value in the production cycle, characterised by the reintroduction of “waste” as a “resource” in the value chain.
At a national level, LIPOR intends to be a driver of the Circular Economy, by sharing new strategies and searching for more effective solutions.
The Challenge
Lipor wanted to dematerialise two major processes in the Human Resources department: employee recruitment and assessment.
SIADAP, an integrated performance management and evaluation system in Public Administration, is a process that involves a very large amount of paper, which meant that the Human Resources department often lost sight of the process by not knowing which employees had had their objectives defined, their monitoring meeting or even their assessment. Furthermore, Lipor wanted to collect some additional information.
“Since the law requires us to carry out the SIADAP, we are going to try to find out more about our workers: what skills they have, how they are meeting individual and organisational objectives, how they are contributing to the company”, explains Cláudia Pacheco, Head of Human Resources Department.
The Solution
With very clearly defined objectives and a focus on digitising current employee recruitment and assessment processes, work with BI4ALL began, “by presenting a very tailored project from the perspective of SIADAP. In fact, we ran a pilot with one area and a colleague said it was the best application in terms of SIADAP that we have had to date”, says the person in charge.
BI4ALL thus developed an HR IT application, HROps, for the recruitment and performance assessment modules in public administration – SIADAP 2 and 3.
The implemented solution includes the analytics tool that enables Human Resources to analyse and monitor the entire employee lifecycle at LIPOR, from an operational and strategic perspective.
The Results
The digitalisation of the process, the management of the different assessment workflows of the SIADAP 2 and 3 processes, the various steps and related data, the issuance and digital signature of the minutes, as well as the notifications concerning the different phases of the process were some of the benefits obtained.
According to the person in charge, “there is no extra work, as it is simple and easy to use, making it possible for Lipor to simplify the entire process in terms of the administrative workload. At the moment, there is not a single sheet of paper, as all the employees, regardless of their professional category, sign the assessment form on a tablet, on something that is not very expensive”.
They sign and, at the same time are able to access their individual objectives on the Employee Portal. “Each person is responsible for checking their assessment and what is happening in their SIADAP, not least because it is relevant to their career development”.
Naturally, recruitment also emerged as a result of legal imposition, which according with the new directive must be as automated as possible. “Although this project is still being implemented, we have already seen two major advantages of working with BI4ALL. First, they are always open to suggestions and then we no longer use excel sheets”, says Cláudia Pacheco.
With the solution that was created, people continue to apply for jobs without needing to register. A direct link was created through which the candidate can change their application until the end of the legal deadline. This avoids managing, in terms of GDPR, a duplicate database and duplicate applications
It is also possible to manage the different recruitment workflows, the publication of advertisements on the LIPOR website and the receipt of applications and associated documents from the published advertisement. But also the issuance and digital signature of minutes and notifications to all candidates.
Furthermore, all application data is centralised enabling the insertion of manual applications that may be received by post or email.
“Another thing that the application also allows is to give the jury access to the processes that concern them, in other words, Lipor does not need to upload documents and send them to the jury. Because they have access to the same platform and can therefore manage and see what is happening and carry out the assessment and processing that needs to be done”, adds the interviewee.
The Future
Cláudia Pacheco believes that, in the near future, there will be other benefits for the HR department, “namely taking tests online, while notifying candidates will also be easier. As to the recruiting process time, downloading one hundred candidates onto the old platform took us around 4 days of work. On this platform, it takes no time, because it is there directly and we can immediately determine whether the candidate is admitted or excluded. 4 days of a senior technician working on downloads was a huge gain in terms of process time.”
