Organisation
Gro-up (formerly SWKFacet) works with family and neighborhood to create an environment where children of all ages can grow and develop.
They are active in maternity care, child care, community work and youth assistance.
Gro-up is the new name of several organizations with a common goal.
With more than 300 locations, over 3,000 colleagues and thousands of partners, together they make a life-changing difference every day for children of all ages.
Our solution
Several years ago, Gro-up (then SWK) moved to new premises in Berkel en Rodenrijs. The assignment after the move was to reduce the size of the archive in order to save space and costs. Another challenge was to gain easier access to information from the various departments within the organisation.
“In our view, FileLinx is a large body containing all kinds of data and functionalities. What we use FileLinx for, however, can be divided into a number of parts,” says Edgar Kannekens. “For example, FileLinx is used by all operating companies for purchase processing. The invoice authorisation flow runs via FileLinx and our financial package. We also use DMS and custom parts from FileLinx.
DMS
Het Document Management Systeem gebruiken we binnen Gro-up. FileLinx covers the applications of different departments, so that all information becomes more accessible. In the past, applications were only available to the department that worked with them. This applies, for example, to Facility Management. They manage about 200 buildings that we have in use. The department generates a lot of information that is also important for the Finance, Recruitment and Placement departments and is more easily accessible via DMS”.
Parent portal
Gro-up also purchased customizations from FileLinx: the parent portal. “The parent portal is a web portal for parents of children at day care centres,” continues Edgar Kannekens. “The portal contains standard information such as invoices, conditions and contracts that parents have with us. The customer can manage their own data there, such as names, addresses and telephone numbers and authorise contracts. If we offer a contract, the customer can indicate via the parent portal whether they agrees with the contract. We send information from the childcare application to the parent portal. When the parent indicates something on the portal, that action is sent back to the childcare application.
Why FileLinx
One of the reasons for choosing FileLinx was that we wanted to reduce the size of the archive. We also wanted to reduce the physical flow of paper between locations and the central office. FileLinx offered more, such as a parent portal, DMS and workflow for purchase invoices. . The difference from before we started working with FileLinx is that we need much less archive space compared to 4 years ago. We also see that the parent portal delivers results. We send about ten thousand invoices per month. A large part of that now goes via the parent portal. As a result, postage costs have dropped by more than 50%.
At the start, processes were slower than expected. The collaboration with FileLinx is becoming more and more professional. It has changed positively compared to a year ago. You notice that FileLinx is professionalising and we are developing with them at the same time. And that is a very good development.
New applications
There are functions that we already use on a small scale. Workflows and to-do lists are used on a small scale, but not yet by default by all users. We still have to develop this. We also want to use the intranet function. And we have more applications that will have to communicate via FileLinx in the future. We also want to further expand the parent portal, so that even more information will become available to us and the parents”.
