Volksbank perfected management of internal directives with the aid of Microsoft SharePoint technology

The running of the bank is governed by an extensive set of internal directives and regulations, which must conform to the valid legislation, with banking supervision by the Czech National Bank and with the rules which apply for the whole multinational Volksbank International AG. Management and publication of internal directives is a demanding activity for the bank and this is why it decided to perfect the whole process with the aid of a new application.

Starting situation

Volksbank CZ, a.s. is a universal commercial bank with a wide range of products and services in the field of retail and corporate banking. Over the course of its existence on the Czech market, Volksbank has gained a firm position in the segment of medium-sized and small banking institutions.

The organisation department used an application created in a Microsoft Access environment for recording internal directives. Approved documents were saved in a shared directory and published on the company Intranet. The process of approval of internal directives was controlled manually, individual versions of documents were sent to approvers by email. This state of affairs was not adequate because employees responsible for approval of directives had no tool for management of changes and it was also difficult for employees to search for the valid documents required. The above-mentioned problems led Volksbank to creation of a new application for management of internal directives. The original documents had to be moved to the new application and the original system abandoned.

Commercial aims

The main subject of the tender documentation was increase in efficiency of the process of approval and publication of internal directives. Partial goals were also set which contribute towards successful performance of the above-mentioned process:

• set a uniform rule for approval of directives
• maintain the complete history of documents and their approval processes
• categorise documents and their linking to the related decrees and acts
• sophisticated searching
• monitoring of approval, possibility of monitoring unfinished versions, check on deadlines

What they said about us

Benefits

The most important benefit of the solution deployed in Volksbank is an increase in efficiency of approving internal directives. The organisation department has an effective tool at its disposal for management of the whole process. Users gained a new and modern tool, which thanks to its convenience and extensive integration with Microsoft Office, makes the system significantly more user-friendly and easier to use compared to the previous system. The bank gained a stable and robust platform for effective sharing of information, which is prepared for further development.