Client Overview

North Kesteven District Council (NKDC) approached PSP to modernise their flexi-time management system by transitioning from their manual spreadsheet-based process to a dynamic web-based platform. With the need for a more efficient way to track employee hours and manage internal tasks, NKDC sought a comprehensive solution that would improve accuracy, streamline workflows and allow for remote access.

Challenge

NKDC’s existing flexi-time tracking system was labour-intensive, relying on spreadsheets that made it difficult to manage employee timesheets and track hours accurately. The Council needed a solution that would automate calculations, integrate workflows and provide clear oversight for HR and line managers. Additionally, NKDC required a Helpdesk module to streamline internal support processes, allowing staff to raise and track tickets efficiently. Both modules needed to be accessible remotely, support role-based permissions and include automated notifications to reduce manual administration.

Solution

PSP developed two tailored modules within the VISION application to meet NKDC’s requirements. The first was a Flexi-Time Management Module designed to handle all aspects of employee time tracking and management. This module allows HR, line managers and employees to manage timesheets effectively with role-specific permissions. The application includes user profile management, enabling administrators to set target hours, allocate tasks and link each employee to a designated line manager for approval workflows.

The module’s timesheet functionality supports unlimited allocation lines per day and automatically calculates hours worked against the employee’s target. Flexi-time calculations are performed for every four-week period, rolling over extra hours to the next cycle and minimising manual adjustments. Integrated workflows notify line managers when timesheets are submitted or require further action and automated emails are triggered for approvals, rejections, or additional queries. To accommodate remote working, the application is accessible externally, allowing staff to update timesheets from any location, ensuring flexibility and convenience.

PSP also developed a Helpdesk Module for internal support management. This module enables users to create, assign and track support tickets within different departments. Each ticket is tagged with a unique reference number and the application logs all updates, feedback and resolutions for future reference. Automated workflows send emails at every stage, ticket creation, updates, closure and feedback ensuring users are always informed of the status of their queries. A built-in feedback feature allows users to rate their experience, helping NKDC assess service quality and identify areas for improvement.

Results

The implementation of the Flexi-Time Management and Helpdesk modules within the VISION application delivered improvements to NKDC’s internal operations. The flexi-time module streamlined the entire process of logging, tracking and approving employee hours, reducing administrative time and eliminating errors associated with manual spreadsheet entries. Automatic time calculations and the ability to track overtime, holidays and sick leave in real-time provided clear visibility and transparency for both staff and managers.

The Helpdesk module transformed the way internal support queries were managed, providing a structured, transparent process for raising and resolving tickets. Automated notifications and comprehensive logging allowed NKDC to maintain high standards of service and accountability, while feedback tracking enabled continuous improvement. The user-defined dashboards in both modules provided NKDC staff with quick access to key data, improving overall efficiency and enabling better decision-making.

Conclusion

PSP’s bespoke implementation of the VISION Flexi-Time Management and Helpdesk modules enabled North Kesteven District Council to modernise their internal processes, saving time, reducing manual errors and improving the accuracy of employee data tracking. The comprehensive application provided a scalable solution that supports flexible working, enhances operational efficiency and delivers a transparent, user-friendly experience for all stakeholders. This project showcases PSP’s ability to develop tailored digital solutions that address complex organisational challenges, driving efficiency and supporting strategic goals for public sector clients.