At a glance Country: DenmarkIndustry: Public SectorWebsite: naestved.dk

Challenge The Municipality of Næstved had a high rate of sick leave among its staff, as well as irregular reporting of illness, and a poor overview of illness patterns. Without comprehensive data, it was difficult to identify any patterns and causes that managers could use in their efforts to reduce sick leave.

Solution The FUJITSU KOMLIS analysis model has enabled the Municipality of Næstved to gather data which can be used to reduce sick leave. Based on big data, various hypotheses can be established and specific measures created to improve wellbeing and job satisfaction.

Benefits ■ Retrieving data now takes seconds rather

than hours

■ Significant savings in man hours and money

■ Dynamic visual reports can be produced at the touch of a button

The Municipality of Næstved wanted a more accurate view of employee sick leave, and so added an analysis module to its management information system FUJITSU KOMLIS.

Torben Søndergaard Nielsen Work Environment Consultant Municipality of Næstved

“Instead of an anonymous sickness absence rate, we now have qualifiable data that can be used in initiatives relating to individual employees, as well as serve as a tool for both senior management and line managers.”

CUSTOMER CASE STUDY

Reducing sick leaveThe management of the Municipality of Næstved is in no doubt that sick leave can only be reduced if employees are happy and satisfied. The philosophy is that happy employees are more inclined to go to work and make an extra effort.

However, the Municipality struggled to use its reported data on employees’ sick leave for specific measures to improve satisfaction as the previous system could only show an anonymized percentage. Without comprehensive data, it was difficult to identify patterns and causes that both senior and line managers could use in their efforts to drive down sick leave.

To answer these questions, the municipality implemented a new analysis model in its existing FUJITSU KOMLIS management information system, from which it can collect data that measures, monitors, and identifies patterns in employee sick leave behavior. This makes it easier for managers to enter constructive discussions with individual employees if they are absent regularly.

“We are looking for patterns of when absenteeism occurs: on specific days of the week, or at certain times of the year? Is this because of particular circumstances or specific tasks? Are there any teams that are more affected than others?” says Torben Søndergaard Nielsen, work environment consultant, Municipality of Næstved.

Increasing use of analytical toolsThe employees at the municipality have received training in the sick leave analysis tool, and between 200 and 300 managers now use this tool, which has resulted in a 0.1 percent decrease in sick leave in just one year.

“Our analytical tools provide us with an overview of how we can make the work environment better for our employees. This is because we can now enter into discussions based on fact,” adds Nielsen. “We need more people using the system, so there’s still room for improvement. Now that more of us are using KOMLIS, the impact in relation to data utilization is increasing too.”

Accurate analysis in an instant It was a natural evolution to implement the analytical tool as the executive board were already using FUJITSU KOMLIS to gather data across departments to streamline operations by way of digitalization (including discontinuing the use of spreadsheets), as well as to create new knowledge and identify problem areas in the Municipality’s finances.

“As we develop synergies, we benefit from them. KOMLIS has been indispensable for our finances and budget control. Where once we would spend a lot of time on time-consuming manual work, we now have dynamic visual reports that we can produce in just a few minutes,” explains Nielsen. “Previously it could take a few hours to retrieve qualifiable data and statistics as this had to be done manually. Now we can do this in just a few seconds. This means that, over the course of a year, we save a lot of man hours and money.”

Fujitsu has helped to make the data that the Municipality of Næstved works with qualifiable. Torben has complete trust in the process and the collection of data gives him a better overview that he can use to prevent sick leave.

“This is in no way used negatively towards the employees, but rather to prevent sick leave. Instead of having an anonymized sick leave rate, we now have qualifiable data which both senior management and line managers can use as the basis for discussions,” concludes Nielsen. “We can put forward various hypotheses and put specific measures in place to improve wellbeing and the work environment, all for the benefit of our employees.”

Customer The Municipality of Næstved has around 80,000 residents and is the largest municipality in the island of Zealand, Denmark, in terms of area.

Products and Services ■ FUJITSU KOMLIS

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