- With a staff of more than 3,000 employees, workers in factories and production workshops with diverse cultures, races and nationalities working at 4 factories/offices/branches. Maintaining an open, fair and effective internal communication environment to enhance internal connection and cohesion, ensuring internal information is fully, smoothly and consistently transmitted to all employees and workers is a big challenge for SAITEX. - Although SAITEX is using advanced digital systems in managing production and business activities, there is currently no effective internal communication management system to connect, discuss, share, survey, train, receive and listen to employees' opinions. - In addition, the current mechanism for listening, receiving and handling complaints through hotline numbers and suggestion boxes/emails is operating but has not achieved the expected results, because employees are afraid to reflect or give feedback for fear of revealing their reputation, or even being discriminated against after sending feedback or suggestions. At the same time, the process of receiving and handling complaints is done and stored manually via email or documents, so it is difficult to monitor, count and extract data when necessary. - SAITEX is currently working manually (manual/excel) and has no statistics or timeline reporting data for internal communication activities, fair implementation of dialogue, training, surveys, receiving and handling complaints, self-assessment of compliance with labor law, occupational safety and hygiene, fire safety, etc. - SAITEX needs an effective internal communication solution, on the one hand to ensure that information is communicated and transmitted smoothly from the company's leaders to the management board to branches, departments and finally to all employees in the company. On the other hand, to ensure internal information security, build a culture of open and fair dialogue in the company, and at the same time open a mechanism for receiving and handling complaints fairly and transparently according to the standards of the International Labor Organization (ILO).
- Large number of employees, diverse cultures from many countries working in many offices/branches/factories, etc. - Users are mainly workers and laborers with very low technological levels, using a variety of mobile devices. - Currently, there are very few software systems or services on the market that have all the functions and features required by SAITEX in a single operating and connecting platform. - SAITEX is currently using separate systems for different purposes, such as Google Forms for surveys, Whatsapp/Zalo for internal communication and information transmission, sharing learning materials and online training information, etc. Therefore, it cannot manage and own data and can not synchronize information uniformly on one system.
- Concerns about information security and safety risks, especially leaks of personal company data. Concerns about internal company information leaking to the outside, especially on public social media platforms. - High implementation costs and resource intensive to manage and operate.
1. Proposal to deploy Gopy Platform software solution package An all-in-one social engagement platform that enables all stakeholders to engage in dialogue, contribute ideas, guide, check, monitor and implement CSR/ESG commitments in a fair, transparent and efficient manner. From there, all stakeholders can easily manage, monitor and implement their programs more quickly, effectively and create a far-reaching impact on the community. The management tools proposed in the specific solution package are as follows: - Engagement: Connect, discuss, and share internal information directly and easily. Gopy's connection tool also effectively supports internal corporate communications, notifying and issuing corporate regulations and policies quickly and synchronously across the system. Create an open, fair, and transparent internal communication environment.
- Survey: In addition to surveying to listen to employees' opinions and feedback, businesses can also conduct employee satisfaction surveys, evaluate the capacity of contractors or service providers, and evaluate employees' capacity in detail and in depth through the available question sets in Gopy's question bank. In addition, businesses/organizations can easily create their own survey sets according to their own criteria. - E-Learning: Can create and manage online courses easily, unlimited number of courses. Allows instructors to create courses for each specific student, field or profession. The system provides in-depth analysis tools, course ranking and evaluation to support instructors or training departments to measure course performance effectively. - Grievance: An anonymous complaint submission tool, with a complaint reception and handling process according to the standards of the International Labor Organization (ILO). Gopy's complaint management system (GMS) is designed to standardize the complaint settlement process, ensuring fairness and transparency for all parties involved. With the criterion "Receiving and resolving complaints is not only a responsibility; it is an opportunity for business development and improvement. - Assessment: The multi-dimensional monitoring and assessment system allows multiple parties (from employees, managers, business owners, monitoring organizations, assessors, inspectors and third parties) to participate in the process of monitoring and assessing labor compliance, assessing and testing the capacity of workers, suppliers, production chains, and supply chains. At the same time, promoting self-monitoring and assessment of enterprises, which is the premise of responsible business practices and sustainable compliance monitoring. - Activities Dashboard: A system of activity measurement indicators on the Gopy Platform that allows searching, viewing visual data and extracting smart reports for all interactive activities on the Gopy platform. 2. Use information channels from industry experts to influence, raise awareness and engage with workers Experts can participate in the community, use their knowledge and experience to influence the community through professional activities such as producing professional/topical content, creating and managing professional groups, creating and managing professional discussion pages/forums, sharing good practices, consulting and guiding professional knowledge, etc. to raise awareness for workers in specific fields, and at the same time participate in interactions and provide professional advice to workers when necessary.
3. Implement a model for receiving and handling complaints according to the standards of the International Labor Organization (ILO) Allow employees to send complaints and feedback anonymously on the internal social interaction system; Create a channel to receive and resolve complaints according to ILO standards (Complaint mailbox -> Reception -> Evaluation -> Results -> Appeal -> Conclusion -> Completion) to ensure fairness and transparency of information; Authorize competent personnel to receive and handle complaints; Allow employees to appeal if necessary.
4. Deploy learning corner and online learning library (E - Learning) - Learning corner: The learning corner on Gopy App provides general knowledge, general instructions, knowledge skills instructions, employee handbook, company policies and regulations, good practice instructions, frequently asked questions and answers in many fields, and information knowledge instructions through quizzes (quick multiple choice questions with answers/instructions). - E-Learning: Administrators or training managers can create and manage online courses on Gopy Portal with a variety of content forms, managers can transmit information/courses to 1 or more members or the entire organization. There is no limit to the number of courses and course registrants.
5. Applying data science in managing operations on the Gopy platform Applying block-chain technology to store and link data blocks operating on the Gopy platform. All activities on the Gopy platform are recorded to ensure information integrity as well as data transparency across the system.
Since implementing Gopy Platform in October 2023, SAITEX has continuously attracted new customers, attracting about 3.000 users across 5 branches/factories, who have used Gopy Platform within 6 months of implementation. There have been nearly 6,000 interactions, over 1,000 survey and feedback participations, 25 letters of suggestion/reflection sent, over 2,000 inquiries and learning corners, and over 150 courses registered and completed by SAITEX users on Gopy Platform as of the end of July 2024.
