UST unifies essential applications on Microsoft Teams to empower 33,000 employees to achieve more

Need for a one-stop, unified solution across platforms

UST uses over 120 applications for its diverse operational needs. For its employees to be more productive, UST was looking to integrate common use cases such as leave applications in an HRMS system or expense reimbursement in the finance application within a single platform. 

Anish Nair, Director Digital Applications, UST says, “Isn’t it simpler for users to log in to one application and perform routine tasks rather than logging in and out of different applications, which is time consuming and requires more effort? Therefore, we decided to build a solution that caters to different functions and provides access across multiple platforms.”

Integrating applications on Teams for better productivity

UST had a plethora of web apps across functions for different user groups. It wanted to rationalize the number of applications to reduce complexity. To provide easy access to back-end applications, the IT team built a subset of applications to be available via Mobile platforms (Android, iOS) and a web-based conversational AI Chat-BOT called ‘DIA’ (Digital Intelligent Assistant) chatbot. This was to support transactional queries on HR and Finance related processes. Currently, the bot handles queries from 33,000 users and has completed seven million transactions. As MS Teams adoption grew within UST and became the ‘Always On’ app, the IT team wanted to leverage Teams as an additional digital channel to expedite employee self-service transactions.

Timesheets was one of the apps used by employees to log work hours for budgeting and invoicing. It was exposed via Web & Mobile UIs. However, it took considerable efforts by the back-end team to follow-up with employees to complete their timesheet entries in a timely manner. Since completion of timesheets impacted direct revenue,  UST wanted to ensure total compliance on the prompt completion of timesheets. Therefore, UST decided to integrate the Timesheets application into MS Teams. 

The decision proved to be a great success as UST could enhance the end-user experience by providing flexibility of an additional channel. It helped unlock productivity ‘in-the-flow-of-work’; as users did not have to switch UIs, thereby increasing business compliance as well.  

Seamless integration of timesheets in Microsoft Teams

Employees find the timesheet application integrated with Teams very useful and intuitive. They can just click the icon within Teams to access their timesheet.

Approvers can see a list of submitted timesheets. They can select one or more to approve.

Employees can copy previously entered data on to a new timesheet if the tasks and duration is the same. This saves them time and effort.

Employees get bot notifications on their timesheet activity.
Managers can go into Teams, access the timesheet application to approve timesheets, leaves, etc.

UST has gained numerous benefits from the application –

• Timely reminders and notifications make it easier for users to complete their timesheets ‘in the flow of work’. They also like the intuitive interface which makes it easy to add tasks, copy tasks, submit and approve timesheets within seconds.
• The application is integrated with the finance system, HRMS system and project management tools. This ensures that multiple reporting hierarchies are taken care of, public holidays are integrated, and actual project resourcing and timelines can be tracked and invoiced.
• It provides ease of access for employees working at client locations. They now have the option to use the mobile version if they are on the go.
• With the changing nature of work, the solution has been a great boon for different work modes. Be it work from office, hybrid, work from home or work on the go, employees can securely access the application on web, mobile, and via the chatbot.

Due to its ease of access and flexibility, the company has achieved a 98% compliance on timesheet completion.

Garnering cost savings, efficiency and more

UST has been able to make significant cost savings with the integration. Apps built on Teams are automatically extensible to web browsers and mobile devices (both iOS and Android). Hence, the development effort of building the application, integrating it with Teams and making it accessible across various platforms was about 60 % less than creating a standalone application and publishing it in stores across different platforms.

The IT team is now able to utilize its human resources more efficiently. It now aims to be a profitable and self-sufficient entity and achieves this by selling integrated applications to clients.

Sunil Kanchi, Chief Information Officer & Chief Investment Officer, UST says, “A standalone application was not enough considering the complexity and enormity of business at UST. By creating one unified application for multiple functions and integrating the timesheet within Microsoft Teams, users have the convenience and flexibility to complete their routine tasks from within their most used collaboration platform. Our ability to seamlessly handle compliance requirements is the icing on the cake.”