S:t Johannes congregation appreciates the quick feedback and good competence offered by Flex

At the end of 2015, Carina Lundström, who works as an economist at S:t Johannes congregation came in contact with Flex Lön on a trade fair. A woman working for GAS, the common administrative support used by the Church of Sweden, introduced Flex, which was the system they had decided to invest in.
– When I heard about Flex, I thought that was the system for us! I talked to my manager and then a decision was made in the church committee. It felt great, we really needed a new and modern payroll system.

At that time, S:t Johannes congregation used Crona Lön, a functional, yet old and rather limited system.

– Flex Lön is easy to learn an easy to overview. Basically, you know what to do.

Just like other congregations, S:t Johannes has many different types of time groups with varying working times. Carina explains that the church cannot be compared to the profit-driven companies has previously worked at.

– But I have got a lot of help from my consultants from Flex who have experience from implementations in the church. I have been able to discuss questions with them, which has been very helpful. I have also been able to ask other congregations how they have solved different issues and I have got the help to get it in place in the best way possible.

When Flex Lön was underway, it was time for the next step: Flex HRM. In August 2017 the implementation of time, travel and HR started. The congregation has taken things slowly, which mainly is due to the fact that Carina has had many other tasks parallel to the implementation of the new system. Since March 2018 they are using Flex HRM in the entire organization.

– It took more time than we first anticipated, but in retrospect I believe this was a good thing. We haven’t rushed the process, and the employees have had time to test it and get used to the new routines.

Previously, Excel sheets were used for registration of time. Some senior employees who were not comfortable with Excel printed it on paper and made notes by hand. Carina had to sit and count hours manually, which was time-consuming and entailed a substantial risk for errors.

A well-planned implementation

At Flex a detailed project model has been developed which is used for the implementation process. This clearly lays down what should be done and by whom at every stage of the process. I ask Carina about how her experience of the implementation.

– I am so pleased. Flex consultants made me feel confident. All my questions have been answered immediately. We have had a really good dialogue. It has been very exciting to get this started!

When it was time for the last step before operation start, the test phase, a few persons from each work group were picked out. A priest, a musician, a deacon, a person employed by the hour – all with different working hours. The test group got to report their times and use the punching function in the cell phone and on the computer.

– And, actually, everyone was very positive! Normally, there are some people who find changes quite hard, but actually – the person who was one the main opponents to begin with was the one who said ”Ah, how convenient, I just press the phone when I have arrived and when I go home. And I need no papers when applying for leave, I just have to fill it out on the phone”.

And at Flex, of course, we find this very encouraging, as we are keen to make sure customers get off to a good start with the system. That is why the implementation project is so important.

Linda Wente, project manager at Flex Applications:

– Working with Carina and S:t Johannes congregation has been very nice. This implementation project is a proof of the fact that a firmly anchored decision between management and organization gives a successful outcome. From the customer’s side one has considered all stages – from a timely and clear information to the employees – to a well-planned implementation and start of operation. That is the key to a successful project!

Finally, the mandatory question to Carina, would you recommend Flex to others in the same field?

– I would  definitely recommend Flex to other congregations, Carina says.

This interview was made by Lena Eriksson, Marketing Communicator at Flex Applications