The MFC of the Volgograd region introduced a subsystem of employee motivation through KPI indicators

2021: Modernization of GIS KIAR

The MFC of the Volgograd region introduced a subsystem of employee motivation through KPI indicators. This was announced by Budget and Financial Technologies (BFT) on September 10, 2021.

In the IFC Volgograd region, the state information system "Control of the implementation of administrative regulations for the provision of state and municipal services of the Volgograd region" (GIS KIAR) is regularly modernized. For example, modules have been implemented that allow you to evaluate employee performance through KPI indicators, as well as create work schedules in the system and maintain regular personnel time records of employees. These projects were implemented jointly with BFT.

To objectively evaluate the work of employees of the MFC of the Volgograd region, a module was introduced that allows you to quantify the labor costs of each specialist based on data that are recorded in the GIS KIAR. This solution allows you to calculate how well an employee copes with his work tasks, and using this calculation to determine the size of the motivational part of his salary.

The KPI function block and motivation payments have the following options:

• entry of initial data in the employee's card for calculation of performance indicators: this is information about the position of the employee, his salary, allowance for experience, number of days worked and other indicators;
• taking into account the basic indicators that determine the employee's performance in a certain area: the number of days and hours worked, documents accepted, consultations, complaints against a specialist, sick leave and other indicators;
• Adding additional indicators to a specialist or unit;
• constructing formulas for calculating motivational payments. For each type of specialist, it is possible to set a separate formula;
• indication of the employee's remuneration for each activity within the framework of the service provision (consultation, acceptance of documents, issuance of the result, etc.). The amount of remuneration can be set depending on the service.

Thus, the assessment of the performance of employees is carried out in a completely automatic mode. All the necessary data - on employees, divisions, services, the number of citizens' appeals, etc. - the KPI module receives from the main database of the GIS KIAR.

Also, as part of the modernization of the GIS KIAR, a module was introduced that allows you to create work schedules for employees of MFC divisions in the system and maintain regular personnel records of their working hours. If earlier processes were built on the basis of templates developed in, MS Excel now this happens in automatic mode.

How it works:

• Employees are divided into core and support staff. For the main personnel, individual work schedules are created for each month, indicating working and non-working days, working hours. For support personnel, a typical work schedule is created for each month based on the production calendar.
• Planned and unscheduled absences are recorded for each employee: leave, sick leave, etc.
• After preparation of the work schedule for the month, the process of approval and approval is carried out with the responsible persons and managers: personnel department, methodology department, MFC network manager.
• On a daily basis, a time sheet is filled in each department. The information in the timesheet is not entered manually, but is filled in automatically - based on the fact of the employee's login. This data can then be refined by the person responsible for personnel accounting.
• Twice a month, the time sheets are reconciled and agreed with the responsible persons and managers: the personnel department, the head of the MFC network.

The processes of reconciliation, approval and approval of schedules and timesheets are recorded electronically using an electronic signature. You can export graphs and timesheets in the form of a spreadsheet. The generated data is also used in KPI calculation.

The motivation subsystem covers all divisions and all employees of the MFC of the Volgograd region. Thanks to the modernization of the GIS KIAR, it became possible to evaluate the work of each employee and appoint appropriate remuneration without unnecessary labor costs and automatically. In addition, the multifunctional centers of the Volgograd region received a convenient tool that facilitates routine work on compiling schedules and schedules of employees' work.